01
Attendance
Employee is consistently late to their shift
✗ Manager says:
"You're late again. This has to stop."
✓ Better way to say it:
"[Name], I've noticed you've arrived late on [dates]. Your shift starts at [time] and the team depends on you being here. I want to understand if there's something going on, and I need your commitment that this changes starting [date]."
Documentation note:
On [date], I spoke with [Name] regarding repeated tardiness on [dates]. Employee was advised that punctuality is a condition of employment. Employee acknowledged the expectation and committed to arriving on time starting [date]. A follow-up check-in was scheduled for [date].
02
Performance
Employee's work quality has declined noticeably
✗ Manager says:
"Your work hasn't been great lately. You need to do better."
✓ Better way to say it:
"[Name], I want to check in with you. Over the past [time period], I've noticed [specific examples]. I'm not here to criticize — I want to understand what's going on and figure out how I can support you. What's been happening?"
Documentation note:
On [date], I met with [Name] to discuss a decline in work performance observed over [time period], specifically [examples]. Employee [responded / acknowledged / provided context]. A performance improvement plan will be discussed if no improvement is observed by [date].
03
Attitude
Employee has a negative attitude affecting the team
✗ Manager says:
"Your attitude is a problem. Everyone's noticed."
✓ Better way to say it:
"[Name], I want to talk about some specific behaviors I've observed. On [date], [specific behavior]. That kind of interaction affects the team dynamic. I'm not questioning how you feel — I'm asking you to be mindful of how it comes across."
Documentation note:
On [date], I spoke with [Name] regarding specific conduct observed on [dates]: [behaviors]. Employee was reminded that professional conduct is a workplace expectation. Employee [response]. Manager to follow up on [date] to assess improvement.
04
Customer complaint
A customer complained about an employee's behavior
✗ Manager says:
"A customer complained about you. What happened?"
✓ Better way to say it:
"[Name], I received feedback from a customer about an interaction on [date]. I want to hear your perspective on what happened before we discuss it further. Can you walk me through that interaction?"
Documentation note:
On [date], I met with [Name] following a customer complaint received on [date] regarding [summary]. Employee provided [their account]. Investigation is [ongoing / concluded]. Next steps: [action or monitoring plan].
05
Follow-up after warning
Checking in after a formal written warning was issued
✗ Manager says:
"Just reminding you that you're on thin ice."
✓ Better way to say it:
"[Name], it's been [time] since our last conversation and I wanted to check in. I've noticed [improvement / ongoing issue]. I want to be transparent with you about where things stand and what I'm seeing."
Documentation note:
On [date], I conducted a follow-up meeting with [Name] as scheduled following the written warning issued [date]. During this period, performance [improved / remained below expectations]. Employee [acknowledged / disputed] this assessment. Further action: [next step].
06
Dress code
Employee is not following the company dress code
✗ Manager says:
"You can't wear that. You know the dress code."
✓ Better way to say it:
"[Name], I need to flag something quickly. Today's outfit doesn't meet our dress code — specifically [detail]. I'm not trying to embarrass you. Going forward, please make sure you're in [requirement] before your shift. Is there anything making that difficult I should know about?"
Documentation note:
On [date], I spoke with [Name] regarding a dress code violation observed on [date]: [specific item]. Employee was reminded of the company dress code policy. Employee acknowledged the standard and agreed to comply going forward.