Stick strictly to facts — record direct observations and measurable data, not interpretations or assumptions about intent; write notes as close to the event as possible
Include the essentials — exact dates, times, locations, individuals present, and specific actions or words used
Identify the violated standard — reference the specific handbook policy, licensing regulation (e.g., COMAR), or safety protocol that was breached
Record the employee’s response — note their explanation, admissions, disagreements, or commitment to improve, along with clear next steps and consequences
Obtain signatures and acknowledgments — if an employee refuses to sign, document that they were presented with the notice and refused, along with a management witness signature
