Free form template · Word

Employee Discussion Record

An employee discussion record documents a one-to-one conversation between an employee and their manager or HR on any work matter, whether a concern, a change in role, a request or feedback. It notes key points from both sides, what was agreed and what remains open, and both sign to confirm it is an accurate summary.

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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

Key points raised by the employee
Key points raised by the manager / HR
What was agreed
What remains open
Next steps and owners
Follow-up date

Employee Comments

Any comments or corrections by the employee

This is a summary of the discussion and not a disciplinary record. A copy has been given to the employee. The record is confidential and will be kept by HR.

Employee
[Employee Name]
Date: [Date]

Manager / HR
[Name]
Date: [Date]

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What this template includes

Meeting details and participants
Topic category
Key points raised by the employee
Key points raised by the manager or HR
Agreements reached
Open items
Signatures with space for employee comments

When to use it

After a one-to-one about an employee's concern or request
When discussing a role change, transfer or shift change with an employee
After an informal conversation that may need to be referred to later
When a manager and employee agree on next steps after a disagreement

How to customise this template

1Use it for any topic; tick the relevant category
2Record both sides in separate fields for balance
3Share a copy with the employee within a day
4File it in the employee's HR folder or ER case file
5Add a follow-up date if items remain open

HR tips

Write a summary, not a transcript
Use the employee's own words for their key points
Let the employee add comments if they disagree
Use the counselling form instead for performance concerns

For HR & hiring managers

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Frequently asked questions

What is an employee discussion record?+

A short written summary of a one-to-one conversation with an employee, recording key points, agreements and next steps.

Does the employee have to sign it?+

Signing confirms it is an accurate summary. If the employee disagrees, they can write their comments instead.

How is it different from meeting minutes?+

Minutes record group meetings; a discussion record covers a private one-to-one conversation.

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)
Form · Word
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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Employee Complaint Form
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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:
Letter · Word
Employee Grievance Acknowledgement
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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.
Email template · Word
Employee Complaint Acknowledgement
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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
Form · Word
Employee Counselling Form
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Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email

Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact

Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)

Employee Name
Employee ID
Designation
Department
Reporting Manager
Counselled by (name and designation)

[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

Counselling Record

Download .docx

[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
- Other
Form · Word
Employee Concern Form
Download .docx
[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
- Conduct complaint
- Bullying / behaviour
- Discrimination
- Retaliation
- Attendance / performance
- Workplace conflict
- Sexual harassment (refer to Internal Committee)
- Other
C. Parties
Form · Word
Employee Relations Case Form
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