Question:

I often worry that our supervisors may not be documenting performance issues correctly. What are the most common mistakes managers make when doing this? What risks could we face if the documentation isn’t handled properly?

Answer

Documentation is one of the most important tools in performance management, yet it’s also one of the areas where managers make the most errors. When documentation is vague, incomplete, or missing altogether, HR’s job becomes much more difficult. It also comes with a lot of risks.

Here are the most common mistakes:

Using vague or subjective language – Words like “lazy” or “not a good fit” are too opinion-based and can be challenged easily. Documentation should always stick to facts: for example, “missed three deadlines in the last month without notifying the supervisor.  Or, violated the attendance policy by having more than five absences.”

Failing to include details- Strong documentation notes the who, what, when, and where. “Often late” is not detailed enough; “arrived 15–20 minutes after scheduled start time on 9/5, 9/7, and 9/12” is clear and more defensible.

Delaying documentation – Waiting weeks to write something down weakens accuracy and the argument that it was critical to the person’s job function. Documentation should be done as soon as possible after each occurrence.

Leaving out expectations – It’s not enough to note what went wrong—documentation should also outline how the employee can improve, with timelines and available resources.  Be sure to check if the person understands the reason for the write-up and how to make any changes or improvements.

Not involving HR – Managers sometimes skip checking with HR before documenting. This risks inconsistent handling or overlooking legal requirements.  It can also result in documenting something that may not be legal.  For example, if a manager writes up an employee for taking a leave of absence, such as Massachusetts Paid Family Leave.  The employee has a right to take that leave, and cannot be retaliated against for taking the leave.

What are the risks of poor or missing documentation?

The risks are real, and they can be costly for the company. Poor documentation can lead to:

Legal risk: Weak or missing records make it harder to defend against unemployment claims, wrongful termination, or discrimination claims.

Inconsistent treatment: Employees may be disciplined differently for similar issues, leading to claims of unfairness.  This is a quick way for an employee to claim discrimination.

Employee confusion: Without written expectations, employees may not know how to improve.  If an employee does not know what she or he did wrong or how to change it in the future, the employee can’t be expected to improve.  And a company could lose a claim.

Loss of credibility: Managers and HR lose trust if decisions can’t be backed up with facts.

Missed patterns: Without records, repeated issues or behavior trends may go unnoticed.

What’s the bottom line for HR?

Strong, timely, and specific documentation is one of the best safeguards HR has. It protects the company legally, helps employees understand what’s expected, and ensures managers apply policies fairly and consistently.

Quick HR Takeaway

Do:

• Be specific: document dates, times, and behaviors.
• Write up all incidents immediately.
• State clear expectations for improvement.
• Use facts, not opinions.
• Involve HR in the process.

Don’t:

• Use vague or subjective terms (“bad attitude,” “lazy”).
• Wait weeks to write things down.
• Assume employees know how to improve without guidance.
• Handle documentation in isolation without HR support.  It can put both the manager and the company at risk.

Need help? Contact our HR Helpline at 1-800-470-6277 or helpline@aimnet.org.