30+ Free Printable Employee Counseling Form Templates (PDF, Word)

An employee counseling form template is a manuscript that is utilized by employers to keep the history of discussions with employees about their behavior, performance, or other workplace problems. The template commonly incorporates areas for identifying the employee, describing the issues, summarizing expectations for modification, and setting a timeline for follow-up. The template may also comprise sections for the employee to deliver their viewpoint on the problem, as well as a strategy for how they will handle the issue.

Employee counseling forms can be utilized to address a wide range of problems, such as poor performance, attendance issues, infringements of corporation guidelines, interpersonal disputes, and more. Utilizing a template for employee counseling forms can be beneficial to be sure of consistency and righteousness in the counseling procedure, as well as delivering a transparent history of the steps taken to handle workplace problems. It can also help managers and employers to stay classified and concentrated during counseling sessions, and deliver a structured way to convey expectations and purposes for advancement to employees.

Download Free Printable Employee Counseling Form Templates

Purpose of Employee Counseling Form

Delivering a transparent record of the counseling session can be beneficial to be sure that both the manager and the employee have a clear awareness of what was discussed and what expectations were set. The form can be utilized to set objectives and expectations for refinement and to keep a history of employees’ progress over time. This can be beneficial for managers to specify whether extra counseling action is essential, or whether the employee’s performance has been enhanced adequately.

By utilizing a standardized form, employers can be sure that they are treating employees reasonably and consistently across the institution. This can be useful to underrate the danger of intolerance or other legal issues. Employee counseling forms can be a useful mechanism for facilitating open and transparent discussions between employees and managers. Delivering a structured framework for these conversations, the form can be beneficial to build trust and facilitate problem-solving.

Types of Employee Counseling Form

Here are some types of Employee Counseling Forms:

• Performance Improvement Plan: It is commonly utilized when an employee’s performance is below expectation. This form summarizes specific sections where the employee is required to enhance and set goals and expectations for refinement. This form can also incorporate outcomes for failing to meet these goals.
• Verbal Warning Form: It is utilized to manuscript a conversation with an employee about a specific performance issue or demeanor. This form usually contains a description of the problem, a dialogue of the expectations for advancement, and a timeline for follow-up.
• Written Warning Form: It is used when a verbal warning has not resulted in the desired outcome. This form summarizes the specific problem, the outcomes failing to improve, and the expectation for modification.
• Employee Behavior Improvement Plan Form: It is employed when an employee’s behavior is problematic or violates company guidelines. This form summarizes the specific behaviors that require to be handled and sets expectations for progress. It may also contain outcomes for failing to improve.
• Counseling Record Form: It is utilized to manuscript any sort of counseling session with an employee. It may also incorporate data on the issue discussed, the employee’s response, and any follow-up efforts that were decided upon.

Components of Employee Counseling Form

Here are some components of Employee Counseling Forms:

1. Employee information: This section incorporates the employee’s name, job title, department, and other identifying data.
2. Reason for the counseling session: This section delivers a brief description of the problem that provoked the counseling sessions, such as poor performance, behavior, or attendance.
3. Discussion points: This section delineates the main points discussed during the counseling session, incorporating the expectations for improvement and any outcomes for failing to meet those expectations.
4. Action plan: This section sums up the specific stages that the employee and the manager or employer will take you to handle the problem and improve performance or behavior. This may also contain setting purposes, delivering training or support, or establishing a timeline for follow-up.
5. Signatures: The form should contain sections for the employee and the manager or employer to sign and date the form, demonstrating that they have examined and agreed to the contents of the counseling sessions.
6. Follow-up: This section may incorporate a space to manuscript any follow-up actions, such as extra counseling sessions, as well as a timeline for follow-up.

Guidelines for Conducting an Employee Counseling Session

Prepare for the meeting, and study any relevant papers or data related to the problem, such as the employee’s performance history or company guidelines. Plan what you want to say and how you will move toward the conversation. Set a positive and supportive tone. Communicate your concern for the employee’s well-being and accentuate that the goal of the meeting is to help them improve. Transparently and specifically describe the problem that you need to handle. Utilize objective language and deliver specific examples to support your compliance.

Give the employee the possibility to share their viewpoint on the problem. Listen carefully and try to comprehend their point of view. Work with the employee to create a plan to handle the issue. Be specific about the actions that the employee requires to take, and set transparent expectations and timelines for improvement. Use an employee counseling form to document the elements of the meeting, incorporating the problems discussed, the action plan, and any follow-up actions. Follow up with the employee to monitor their improvement and deliver ongoing support and feedback. Treat the employee with professionalism and respect. Be supportive and encouraging, but also clear and firm about expectations.

Benefits of Employee Counseling Form

• Improved communication: It delivers a structured and methodical way to convey to employees about performance or behavior issues. It is to be sure that all significant points are covered and that expectations and next steps are transparently recorded.
• Consistency: By utilizing a standardized form, employers and managers can be sure that all employees are being treated fairly and consistently. This is beneficial to evade any perceptions of favoritism.
• Documentation: The form delivers a written record of the counseling session, incorporating the problems discussed, the action plan, and any follow-up actions. This documentation can be utilized to support future correctional actions, if essential.
• Legal protection: In the event of a legal conflict, an employee counseling form can deliver proof that the employer has taken applicable steps to address performance or behavior issues. This can be useful to protect the employer from legal liability.
• Employee development: The counseling procedure can be beneficial for employees to identify areas for improvement and formulate new skills. By working collaboratively with employees to expand an action plan, managers can help to support employee growth and development.

How to Create an Employee Counseling Form Template

Creating an employee counseling form template can be a straightforward process if you follow these steps:

• Identify the key components: Start by identifying the key components that you want to include in the counseling form. As discussed earlier, these may include employee information, the reason for the counseling session, discussion points, action plans, signatures, and follow-up.
• Choose a format: Decide on the format that you want to use for the form. You may choose to use a standard word processing software such as Microsoft Word or Google Docs, or you may prefer to use a specific form builder software or application.
• Create the form structure: Use the key components you identified in step one to create the basic structure of the form. This may involve creating sections or fields for each component, including text boxes, drop-down menus, checkboxes, or other input options as necessary.
• Add instructions: Include clear instructions on how to complete the form, including what information should be provided in each section and any specific formatting or input requirements.
• Test the form: Before implementing the form, test it to ensure that it is working properly and that all necessary information is being captured.
• Customize the form: Customize the form to suit your organization’s needs, such as adding a company logo or modifying the language to align with your company culture or policies.
• Train employees and managers: Ensure that all relevant employees and managers are trained on how to use the form effectively, including how to document counseling sessions and how to follow up on action plans.