The Counseling Memo

In some instances, the supervisor may feel it is appropriate or necessary to formalize the counseling session with a memo. As with the counseling session, there are no definitive rules as to when it is appropriate to issue a counseling memo. Each case must be handled individually and a determination made based on the facts and circumstances surrounding the case.

Prior to issuing a counseling memo, the supervisor should carefully consider the need for such action. For most persons - supervisor and subordinate alike - the written record may represent a higher level of conflict than the actual interview. Many employees will become defensive upon receiving one. Therefore, it is best to reserve sending memos for those situations which warrant it.

Generally, a memo is both appropriate and necessary when:

1. previous counseling has failed to result in improvement
2. you do not have confidence that the employee will correct the improper behavior without further encouragement
3. the seriousness of the situation requires documentation that the session was held
4. a multi-part plan for improvement was discussed during the session and the memo serves as written confirmation and a reminder of the plan or to document specific instructions given to the employee during the session.

If at the end of the counseling session you have determined that a counseling memo is necessary, you should tell the employee of your decision before concluding the session. Giving the employee such notice can help to blunt a hostile reaction, at least to the extent that the employee is not surprised by the written summary. If in doubt as to whether a memo is appropriate, you should confer with Human Resource Management either before or after the session.

When a counseling memo is sent, it should be sent as close to the counseling session as possible. Otherwise, both the supervisor and the employee are likely to forget important aspects of the discussion. Additionally, the purpose in sending the memo is to reinforce understandings reached during the counseling session, it is also widely accepted that such learning takes place more effectively when the reinforcement (i.e., the memo) is close to the initial event (i.e., counseling session).