Counseling template
OFFICIAL COUNSELING MEMORANDUM
To:
From:
Date:
Re:Official counseling session/memorandum
This memorandum is meant as a summary of the official counseling session that took place on [DATE] in my office. In attendance at the session were you [EMPLOYEE NAME] and me as your supervisor.
I explained that the purpose of the session was to bring to your attention some performance issues (or time/attendance issues) you are experiencing. Specifically, … [THIS IS WHERE YOU SPELL OUT EXACTLY WHAT THE PROBLEM IS. IF IT IS TARDINESS, INDICATE WHEN AND HOW TARDY, IF IT IS ATTITUDE,DESCRIBE THE PROBLEM AND GIVE EXAMPLES, ETC].
Your reaction to this was... [THIS IS WHERE YOU MAKE NOTES OF THE EMPLOYEE’S REACTION TO THE PROBLEM – SOMETIMES THAT INCLUDES DENIAL, REASONS FOR THE PROBLEM, ETC. WHATEVER THEY SAY, MAKE NOTE OF IT AND INCLUDE IT IN THE MEMORANDUM. YOU SHOULD REMIND THE EMPLOYEE THAT THERE ARE RESOURCES SUCH AS SPEAKING WITH BENEFITS OR EAP THAT THEY MAY WISH TO USE (*you cannot require that they use these resources).]
I concluded the session by reaffirming my expectations of you in our office setting. [HERE YOU INDICATE YOUR EXPECTATIONS – I EXPECT YOU TO REPORT TO WORK ON TIME EVERY DAY; I EXPECT YOU TO ILLUSTRATE A POSITIVE, HELPFUL, COURTEOUS ATTITUDE IN THE OFFICE, ETC.] We agreed to schedule a follow-up session in [#] weeks.
As indicated in our meeting, if you have questions about this or any other problems you are experiencing, I will be glad to discuss them with you. Please understand that I am hoping for your cooperation in this matter and for a positive, future relationship in the office.
Thank you.
Supervisor Name (printed) Supervisor Signature Date
I have reviewed a copy of this memorandum and have had the opportunity to discuss it with my supervisor.
Employee Name (printed)Employee Signature Date
cc: Official Personnel File
Please understand that it is possible to hold a counseling session with an employee with no follow up in writing – that generally occurs when during the session, you believe there has been a meeting of the minds and that compliance will follow. In that case, I often have not committed the matter to writing. If, however, there is a repeat performance of a problem or you meet resistance in the meeting, it is always a good idea to put it in writing because you are then poised for discipline down the line.
Counseling is not considered punitive. It is meant to clarify rules and information, coach for improvement, and follow-up.