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In employee issues, it is common for many people to be involved in communication with and about an employee (Reliant staff, ministry or church staff, etc.). To ensure that leadership and HR is are aware of the status of the issue, decisions made (or to be made), and any communication/conversation, appropriate documentation needs to take place. This documentation is not meant to replace any corrective action documents that would go into the Employee File. Rather, it is a summarized record of what has been done to address and resolve the employee issue.

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• The date of the event and when the documentation was prepared. (They should be the same in most situations. Supervisors should always prepare their notes for file soon after the event took place.)
• A description of what was said. It is not necessary to quote verbatim. It is important to capture the key thoughts, who agreed to what, and the details about any deficiencies or issues the supervisor pointed out. The level of detail depends on the topic and how important details were to the conversation.
• How the conversation ended. What Was the action plan was agreed to by both people?
• Will there be a follow-up meeting?

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