Supervisory Notes vs. Documentation to Employee: Know the Difference
Documentation to Employee: Making It Official
Here's a scenario we see all the time: A supervisor sits down with an employee about attendance issues, has what feels like a clear conversation, jots down some notes in their file, and assumes the problem is handled. Three months later, when the attendance hasn't improved and termination is on the table, that same employee claims they had no idea it was serious—or worse, that the conversation never happened.
Sound familiar?
The difference between supervisory notes and actual documentation to the employee isn't just semantics. It's the difference between having a paper trail that holds up and having nothing but your word against theirs.
Supervisory Notes: For Your Records Only
In the early stages of addressing performance or conduct issues, keeping notes in your own file may be enough. If you're having an initial conversation—something informal like "Hey, I noticed you've been late three times this week, let's make sure that doesn't continue"—a quick note in your supervisory file documents that the conversation happened without escalating the situation.
This approach works when you want to put the employee on notice without making it feel overly formal. It shows you're paying attention, but it's not a red flag moment yet.
Documentation to Employee: Making It Official
As issues continue or become more serious, keeping notes to yourself isn't enough. This is when you need to provide written documentation directly to the employee—whether that's a follow-up email summarizing the conversation, a formal coaching letter, or a documented verbal warning that goes in their personnel file.
Why does this matter? Because when you only have notes in your file, employees can dispute everything. They can claim:
The conversation never happened
They didn't realize it was serious
They weren't told what the consequences would be
They didn't understand the expectations
Written documentation to the employee eliminates that gray area. It shows they had knowledge of the expectations, understood the consequences, and were formally put on notice. Even better? Get a signed acknowledgment. It's not foolproof, but it's significantly stronger evidence than "I told them verbally."
The Levels Signal Seriousness
Different levels of documentation also communicate urgency to the employee. A verbal conversation with notes in your file says "we're keeping an eye on this." A formal written warning says "this is serious, and you need to fix it now." Progressive discipline isn't just about checking legal boxes—it's about giving employees a clear roadmap of where they stand.
Bottom Line
If you're only keeping notes in your own file, you're documenting for yourself—not building a defensible record. When issues escalate or you need to take action, those notes won't be enough. The employee will dispute what happened, and you'll have nothing concrete to back you up.
Written documentation to the employee isn't about being heavy-handed. It's about clarity. They know where they stand, you have proof they were informed, and if things don't improve, you're not starting from scratch trying to justify your decision.
Need help creating documentation templates or reviewing your current disciplinary process? Reach out—we can help you build a system that actually protects you when it matters.