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Employee Counseling Form

An employee counseling form provides structure for and documentation of an employee counseling session. In a counseling session, a supervisor meets with an employee to discuss something the employee has done or experienced, a task that they completed or failed to complete, a problematic habit or behavior, or their overall performance.
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Advantages of Employee Counseling

Adopting a robust employee counseling program can yield the following benefits:

  • Higher staff retention, which leads to reduced operating costs and affordability
  • Reduced absenteeism and sick time
  • Improving company performance by removing barriers and identifying shortcomings among both management and employees
  • Effective employee coaching and action plan development
  • Increased employee morale and confidence
  • Encourages an environment of transparency regarding potential issues
  • Increases accountability

Choosing the Right Counselor

Generally, the first person to conduct an employee counseling session should be the employee’s department supervisor. Alternatively, if the employer has reason to suspect that there may be mental health or substance abuse issues, it may be advisable to suggest a separate counseling session with a qualified professional.

Before the Session

The supervisor should give the employee notice ahead of time to find a convenient time for the session and arrange it so that it may be conducted in private and without interruption. Particularly if the reason for the session is an incident that the employee was involved in or a problem with their performance, the supervisor should:

  • Gather necessary documentation associated with the incident or problem
  • Formulate a clear explanation of how the employee’s conduct does not meet expectations
  • State how this shortcoming is harmful to the overall work of the company

This should consider tools, policy communications, or training the employee has received that will provide evidence or identify gaps that could have caused the problem. Has the employee been properly instructed? Or is the problem rooted in imperfect communication from management?

The supervisor should let the employee know the reason the counseling session is being called but should emphasize that it is not a disciplinary proceeding, although failure to correct the issue discussed may eventually lead to discipline.

What to Include in an Employee Counseling Form

As seen in the sample form, a counseling form should include:

  • The first and last name of the employee receiving counseling along with the date of counseling.
  • The issue being addressed. Common examples include unprofessional office behavior, lack of productivity or quality work, attendance, not following dress code, workplace safety violations, and harassment. Be prepared to explain not just the issue, but how it specifically harms the company’s performance
  • Relevant policies or procedures shared with the individual at time of hire or after.
  • The date of the incident(s) in question, details of the incident and names of witnesses if applicable
  • If there have been previous counseling sessions about this issue, the dates of those sessions and what, if anything, was agreed to or decided as a result of them
  • The suggested action the employer is requesting the employee to take, and how quickly the employee should begin them
  • Any employee comments made during discussion, including disagreements
  • The signature of the employee acknowledging the issue and agreeing to remediate the behavior
  • Future actions an employer may take in response to the employee not correcting the behavior as requested

Employee Counseling Process (3 steps)

1. Identify the Problem

The employer should detail the exact problem that needs to be addressed. This may require further investigation into tools, policy communications, or training the employee has received that will provide evidence or identify gaps that could have caused the problem.

2. Prepare Employee for Counseling

The employer should set up a meeting with the employee regarding the counseling, what is expected, and what will be occurring during the session.

3. Admit Employee into Counseling Sessions

Employers should allow employees into counseling sessions and engage the employee in open two-way dialogue.