File note form template
Our File Note Form Template records first offences or minor incidents, promoting fair and consistent documentation.
1 page / 146 words
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Compliance
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Workflow window
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Timings
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File note form
Private and Confidential
| Employee: | |
| Job title: | |
| Department: |
Summary
| Subject:
e.g. timekeeping |
|
| Background:
what actions/misconduct/poor performance |
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Compliance
This document incorporates relevant laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides guidelines on recording and maintaining accurate employment records, including disciplinary incidents.
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Equality Act 2010: Ensures that disciplinary actions are applied consistently and without discrimination based on protected characteristics.
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Data Protection Act 2018: Sets requirements for handling and protecting employee data, including disciplinary records.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues, which may include record-keeping.
File notes are written records of an employee's disciplinary actions or performance issues maintained in their personnel file.
They track incidents, counseling, and corrective measures, enabling employers to address poor behaviour or misconduct. File notes must be factual, objective, and compliant with relevant laws.
If an employee has displayed poor performance or attitude, or committed minor misconduct for the first time, use this model file note form template to record it.
Direction:Global (check local legislation)
Workflow window
Check what resources come before or after this step to understand the workflow.
Concern about performance letter
Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.
Verbal (informal) warning letter
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
Timings
Follow these best practice actions to get the most from this document, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing (Days from Decision) |
| 1 | Define Criteria: Establish clear criteria for using the File Note Form to record a first offence or minor incident, ensuring it does not discriminate based on protected characteristics. | HR / Management Team | N/A |
| 2 | Meet with Employee: Arrange a meeting with the employee to discuss the event and inform them about the File Note Form. | HR / Supervisors | Day 1 |
| 3 | Incident Documentation: Complete the File Note Form to record the details of the event, including date, time, and description. | Employees / Supervisors | Day 1 |
| 4 | Review and Verification: Review the File Note Form for accuracy and verify event details if needed. | HR / Management Team | Day 2 |
| 5 | File and Monitor: Securely file the Form for future reference and monitor any necessary follow-up actions. | HR / Management Team | Ongoing |
