What Is an Employee Counseling Form?
An employee counseling form is a document that guides a counseling session. A manager or supervisor completes it ahead of time, recording the issue that led to a need for a discussion. They also explain a corrective action plan and what happens if the employee does not improve. Then, they bring the form to the counseling meeting to reference as they talk with the employee. The goal is to encourage transparency and provide effective coaching.
Our employee counseling form helps you prepare to lead a counseling session. It lets you prepare all the details beforehand so you can focus on having a productive discussion.
When to Use an Employee Counseling Form
You should use an employee counseling form when an employee issue is present. It helps you oversee a counseling session, which can be a non-disciplinary action with just a verbal warning. If the issue is more serious, it can come with actions like an employee reprimand or a written warning. In severe cases, it may lead to employee termination.
Many issues can lead to the issuance of an employee counseling sheet. For example, sub-par performance and incomplete work will need correction. Also, you can use this form to record issues with an employee’s attitude or conduct, preventing major problems down the line.
Employee Counseling Process
Review the employee counseling process so you know how to oversee a formal counseling session:
- Identify the need for HR counseling: There could be a decline in job performance, behavior issues, conflicts, personal problems, or other signs that indicate the employee is struggling.
- Fill out a counseling form: Record the issue and corrective actions on the form.
- Schedule a session: Issue a counseling notice and find a time to meet that works for you and the employee.
- Conduct the session: Guide the employee through the main points on the form, explaining why they are in counseling and how their conduct affects the company. Explore the underlying causes of the problem, identify solutions, and explain the action plan.
- Follow up: After the initial counseling session, follow up with the employee to monitor their progress and provide ongoing support.
- Allow for reflection: Take time to reflect on what was discussed. If needed, update company policies or procedures based on what you learned. Counseling is a two-way conversation, so use it as a chance to improve how your workplace supports employees.
How to Write an Employee Counseling Form
Writing an employee counseling form helps you communicate the employee issue and record steps for improvement. Follow these steps to write your counseling sheet.
1. Fill in Employer & Employee Details
Include the full registered name of the employer who is completing the counseling form. Then, identify the employee who is participating in counseling. Write their name and title, and indicate the name and title of the employee’s supervisor.
2. State the Incident That Led to Counseling
Explain the incident that led to the counseling. Using our template, you can indicate the category of the incident, such as sleeping on the job, inappropriate dress, or substandard work. Describe the incident in detail so the employee knows what to avoid in the future. If there were witnesses, you can give their names on the form.
3. Name the Action Taken in Response
Some employee counseling sessions will just come with a verbal warning and an explanation of where the employee went wrong. Others may result in more serious actions, like a written warning, suspension without pay, or termination. For simplicity, select the action you will take on the form using our pre-selected options. Expand on the details of the action plan so the employee knows what to expect.
4. Address the Consequences of Non-Compliance
When you provide the consequences of non-compliance, you reinforce the employee’s obligation to follow your action plan. For example, you can state that they will be subject to further disciplinary action or termination if they don’t improve according to the corrective plan.
5. Allow for an Employee Statement
Let the employee provide a statement acknowledging that they participated in the counseling session and understand the goals going forward. When they can provide their insight and recognition, they may be more likely to be receptive and implement improvements.
6. Collect Signatures
Sign the form as the employer/manager and collect the employee’s signature. Only sign the form once all involved parties have reviewed the form’s contents and finished the counseling session.
Sample Employee Counseling Form
View a free employee counseling form template to get an idea of what it looks like. When you’re ready, fill out your own as a PDF or Word document.
Simplify Employee Counseling Today
Legal Templates’s employee counseling form makes it easy to handle performance or behavior issues with professionalism. Our ready-to-use template helps you prepare for the conversation by outlining the issue, setting expectations, and offering a path forward.
Fill it out in advance with our dynamic document editor. When it’s done, save it as a PDF or Word file. Bring it with you to the counseling session as a guide, ensuring the discussion stays focused and constructive.
With our template, you don’t have to start from scratch—we give you the structure and language you need to manage employee counseling confidently and consistently.
