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The Manager's Pocket Guide to Documenting Employee Performance by Terry L. Fitzwater

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THE LETTER FORMAT

In general, the disciplinary letter consists of three parts: (1) the salutation, (2) the body, and (3) the manager-employee signature area. The salutation directs the letter to the employee, the body presents the main text of the letter, and the signature area provides lines for, and identifies, the respective signatures of manager and employee.

Obviously, the body of the letter requires the most work, and the most guidance; thus it will be our focus here. Salutations and signature areas will be shown in the sample letters I have included.

Outline for Verbal Discussion

As you know by now, it is critical to document a verbal discussion—what you say to the employee, and what the employee says to you, during the performance counseling ...

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