Performance records that hold up.

A simple, consistent way to document issues as they happen, and to close out every plan and departure in writing.

Inside:What good documentation looks like · notes that hold up · how to close every plan · what to keep and where · state notes for CA, NY, IL, TX, and FL · 3 editable templates

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Why this matters

If it isn't written down, it didn't happen.

When a decision is questioned, months later, memory is the weakest evidence there is. The company with a clear, dated, factual record is in a far stronger position than the one rebuilding events from email threads.

Good records protect good employees too. They show progress, fairness, and the support you gave. They mean:

Decisions are based on facts, recorded when they happened.
Every plan has a clear ending, in writing.
Sensitive records are stored correctly, separate from the personnel file.

The shift, in one line

Notes rebuilt from memory after the fact → a dated, factual log kept as things happen, and a written close to every plan.

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Writing the note

A stranger should understand it.

Write every note as if someone with no context will read it a year from now.

Avoid · Opinion

"Sam seemed checked out again."

Instead · Fact

"Sam missed the 10:00 standup on 3/4 and 3/6 without notice. Asked on 3/6, said he overslept."

Avoid · Vague

"Talked to Priya about quality."

Instead · Specific

"Met with Priya 3/12. Reviewed 3 reports with errors (attached). Agreed she'll use the checklist before sending."

Avoid · Personal

"Probably going through a divorce."

Instead · Relevant

Leave it out. Personal life, health, and family don't belong in performance notes.

Avoid · Negative only

A file with only problems in it.

Instead · Balanced

Record improvement and good work too. A balanced record is a credible record.

Rule of thumb: if you'd be uncomfortable reading the note aloud to the employee, rewrite it until you wouldn't be.

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Full guide

7 more pages in the full guide

Plus 3 editable templates.