Free form template · Word

Employee Counselling Form

An employee counselling form documents a supportive, one-to-one session where a manager or HR discusses a concern about an employee's performance, attendance or behaviour before any formal warning. It records the concern, the expected standard, the employee's explanation, support offered and the improvement agreed.

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[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

Specific observations (dates and examples)
Expected standard / policy reference
Employee's explanation
Factors affecting the employee (if shared)
Support offered (training, buddy, schedule adjustment, EAP)

Improvement Plan

Goal	How It Will Be Measured	Support	Target Date
[Goal 1]	[Measure]	[Support]	[DD/MM/YYYY]
[Goal 2]	[Measure]	[Support]	[DD/MM/YYYY]
[Goal 3]	[Measure]	[Support]	[DD/MM/YYYY]

Follow-up meeting date
Employee comments

This form records a supportive counselling discussion and is not a disciplinary action. The employee has been given a copy and may add comments. The discussion is confidential between the employee, the manager and HR.

Employee
[Employee Name]
Date: [Date]

Counsellor / Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Specific concern with examples and dates
Expected standard or policy reference
Employee's explanation recorded in their words
Personal or work factors that may need support
Support offered such as training, flexible timing or EAP
SMART improvement goals
Follow-up date and employee comments

When to use it

An employee has started coming late or missing deadlines and the manager wants an early conversation
Minor behaviour concerns, such as tone with colleagues, have been reported
A previously good performer has dropped and the reason is unclear
Policies require informal counselling before a written warning

How to customise this template

1Pick the concern area and delete the rest
2Replace examples with factual observations, not opinions
3List the actual support your company can offer
4Set a realistic follow-up date, typically two to four weeks
5Mark clearly that this is a non-disciplinary record

HR tips

Listen first; many issues have a cause such as health or family circumstances
Keep the session private and calm
Avoid threatening language; this is a support conversation
Give the employee a copy and let them add comments

For HR & hiring managers

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Frequently asked questions

What is employee counselling in HR?+

An informal, supportive discussion to address a concern about performance or conduct early and agree how to improve, before formal disciplinary steps.

Is a counselling form a warning?+

No. It is a non-disciplinary record, although it shows that the concern was raised if formal action is needed later.

Should the employee sign the counselling form?+

Yes, to confirm the discussion took place. The employee may add their own comments if they disagree.

All 50 employee relations & grievances →

[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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[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]
EMPLOYEE CONCERN FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
Use this form to share an early concern, question or suggestion. It is informal and confidential. For safety emergencies, contact your supervisor immediately. For sexual harassment, please contact the Internal Committee at [IC Email].
Your Details (optional)
Employee Name
Employee ID
Department
Preferred contact (email / phone)
What is your concern about?
- Workload or working hours
- Wellbeing or stress
- Team or manager communication
- Clarity on a company policy
- Change in the organisation (shift, location, structure)
- Tools, systems or resources
- Suggestion for improvement
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[Company Logo][Company Name]
EMPLOYEE RELATIONS CASE FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Opened by:
[HR Name]
Classification:
Confidential
A. Case Source
- Employee (written)
- Employee (verbal)
- Manager referral
- Ethics / whistleblower channel
- Exit interview
- Other
B. Case Type
- Grievance
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- Bullying / behaviour
- Discrimination
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- Attendance / performance
- Workplace conflict
- Sexual harassment (refer to Internal Committee)
- Other
C. Parties
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[Company Logo][Company Name]
EMPLOYEE STATEMENT
Case No.:
[Reference Number]
Date:
[Date]
Classification:
Confidential
1. Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Role: Person raising the matter / Person the matter concerns / Involved in incident
2. Matter Being Addressed
Incident or matter (as communicated by HR)
Date of incident
Date the matter was communicated to you
3. Your Response
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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]
COMPLAINT ACKNOWLEDGEMENT EMAIL
Subject: Your complaint has been received – Case ID [Reference Number]
To:
[Employee Name] <[Employee Email]>
From:
[HR Name], Human Resources
Date:
[Date]
Classification:
Confidential
Dear [Employee Name],
Thank you for writing to us on [Date] about [brief neutral description]. We appreciate you coming forward. Your complaint has been registered as Case ID [Reference Number].
What happens next:
1. [HR Name] will contact you by [Date] to arrange a confidential meeting and understand the details.
2. We will carry out a preliminary review to decide the appropriate route, which may be an inquiry, mediation or other action.
3. We will keep you informed of progress and let you know the outcome that concerns you.
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