Free register template · Word

Counselling Record

A counselling record is a running register that logs every counselling session held in a department or site. Unlike the individual counselling form, it gives HR and managers one view of who was counselled, on what, by whom and whether follow-up happened, helping spot repeat concerns and ensure consistent treatment.

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[Company Logo][Company Name]

EMPLOYEE COUNSELLING RECORD

Company:: [Company Name]
Department / Site:: [Department] / [Work Location]
Period:: [Month / Quarter, Year]
Maintained by:: [HR Name]

Confidential. This register summarises counselling sessions. Detailed notes are kept in the individual counselling forms referred to in the last column.

Sr.	Date	Employee Name	Employee ID	Concern Category	Counselled By	Outcome / Agreed Action	Follow-up Date	Status	Form Ref.
1	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Attendance]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
2	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Work quality]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
3	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Behaviour]	[HR Name]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
4	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Process adherence]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]

Concern Categories

Attendance / punctuality
Work quality / targets
Behaviour / communication
Process or policy adherence
Safety practice
Other

Monthly Summary

Total sessions held
Follow-ups completed
Follow-ups overdue
Cases escalated to formal process
Comments

Reviewed by
[HR Name]
Date: [Date]

Department Head
[Name]
Date: [Date]

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What this template includes

Serial number and date for chronological order
Employee name and ID
Concern category for trend analysis
Counsellor name to show accountability
Outcome and agreed action in brief
Follow-up date and status
Link to the detailed counselling form

When to use it

A plant, branch or department head wants a single log of all counselling conversations
HR needs to check whether informal steps were taken before issuing a warning
Auditors or management ask how many counselling sessions were held in a quarter
Managers need reminders of pending follow-up meetings

How to customise this template

1Maintain one register per department or one master register in Excel
2Fix a short list of concern categories so data can be filtered
3Add a column for shift or line in manufacturing units
4Restrict editing rights to HR and department heads
5Review the register monthly in the HR meeting

HR tips

Record only short neutral notes; detail stays in the individual form
Do not record health or family information in the register
Check whether some managers counsel far more than others; it may signal inconsistency
Close each entry only after the follow-up meeting is held

For HR & hiring managers

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Frequently asked questions

What is a counselling record in HR?+

A register listing all employee counselling sessions with date, concern, counsellor, outcome and follow-up status.

How is it different from a counselling form?+

The form records one session in detail; the record is a summary log of many sessions.

Who can access the counselling record?+

Only HR and the relevant managers, because it contains personal employee information.

All 50 employee relations & grievances →

[Company Logo][Company Name]
EMPLOYEE COUNSELLING FORM
Ref. No.:
[Reference Number]
Date of Session:
[Date]
Record Type:
Non-disciplinary
Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Counselled by (name and designation)
Area of Concern
- Work quality or targets
- Attendance or punctuality
- Workplace behaviour
- Adherence to process or policy
- Other
Discussion
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Employee Counselling Form
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[Company Logo][Company Name]
LETTER OF COUNSELLING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Counselling regarding [concern, e.g., punctuality]
Dear [Employee Name],
This letter follows our discussions on [Date] and [Date], when your reporting manager, [Reporting Manager], spoke with you about [concern]. At that time, it was agreed that you would [agreed improvement].
Since then, the following has been observed:
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[Company Logo][Company Name]
RECORD OF DISCUSSION
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
[In person / Phone / Video]
Participants
Employee [Employee Name], [Employee ID], [Designation]
Manager / HR [Name], [Designation]
Others present (if any)
Topic
- Employee concern or request
- Change in role, shift or location
- Workload or priorities
- Feedback
- Follow-up on earlier matter
- Other
Summary
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Employee Discussion Record
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[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
- Leave or attendance
- Working conditions, shift or safety
- Transfer, promotion or appraisal
- Interpersonal issue with a colleague or manager
- Application of a company policy
- Other (please specify)
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Employee Grievance Form
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[Company Logo][Company Name]
EMPLOYEE COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
This form is used to report conduct that you believe breaches company rules or the code of conduct. All complaints are treated confidentially. If your complaint relates to sexual harassment, please approach the Internal Committee directly as per the company's POSH policy.
1. Complainant Details
Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact
2. Person(s) Complained Against
Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF GRIEVANCE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acknowledgement of your grievance dated [Date]
Dear [Employee Name],
We acknowledge receipt of your grievance submitted on [Date] regarding [brief neutral description of grievance]. It has been registered under case number [Reference Number]. Please quote this number in all future communication on this matter.
Your grievance has been assigned to [Reviewer Name], [Reviewer Designation], who will review the matter in line with the company's Grievance Redressal Policy. The next steps are:
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[Company Logo][Company Name]
GRIEVANCE INVESTIGATION FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Classification:
Strictly Confidential
Part 1: Case Details
Complainant [Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category
Part 2: Terms of Reference
Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date
Part 3: Investigator Appointment and Independence
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[Company Logo][Company Name]
GRIEVANCE INVESTIGATION REPORT
Case No.:
[Reference Number]
Report Date:
[Date]
Prepared by:
[Investigator Name], [Designation]
Submitted to:
[Decision Maker Name]
Classification:
Strictly Confidential
1. Executive Summary
This report sets out the investigation into the grievance raised by [Employee Name], [Designation], on [Date]. Of the [Number] issues investigated, [Number] were substantiated, [Number] were not substantiated and [Number] were inconclusive.
2. Background and Terms of Reference
[Brief neutral description of the grievance.] The investigator was appointed on [Date] by [Name] to examine: (a) [Issue 1]; (b) [Issue 2]; (c) [Issue 3].
3. Methodology
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