Writing a Counseling Memo

In several ways, writing a counseling memo is not dissimilar from conducting the counseling session itself. First, a counseling memo is a summary of the counseling session which should be addressed and delivered (or sent) to the employee. Second, the memo should be similar in tone to the session. It should not be punitive. In this respect, it should not be characterized as a disciplinary notice or letter of reprimand, it is neither.  View a sample counseling memo.

When writing a counseling memo, the following guidelines should be followed:

1. Write the memo to the employee.
2. Be concise and clear.
3. The memo is a summary of your counseling session. Include the following sections:
   1. A statement of the reason for and the date, time, and place of the meeting. Be as complete as possible in describing the problem.
   2. The employee's response to your concerns. This is important as it demonstrates to the employee that you were actually listening during the counseling session.
   3. The manner in which the employee is expected to improve performance. Also clearly provide your expectations for future performance or behavior.
   4. Provisions for follow-up consultations, if any.
   5. If situation warrants, recommend Employee Assistance Program to employee to handle personal problem interfering with work performance or behavior.
   6. Do not include other matters in the memo which were not discussed during the session.
4. Do not characterize the memo as discipline or as a penalty.
5. The tone of the memo should be supportive and factual. Avoid labels or conclusive language. Do not write it in a punitive or derogatory manner. Avoid inflammatory language.
6. Show on the memo the names of those persons who will receive a copy of the memo. Also make sure to indicate right on the memo that a copy will be place in their personnel file.
7. The memo should not be widely distributed. Generally, only individuals who absolutely need to know would be copied. Supervisors should consult Human Resource Management for policy regarding distribution.

If you need assistance in constructing the memo, do not hesitate to contact Human Resource Management. Some agencies require supervisors to consult with Human Resource Management before the issuance of a counseling memo.