Documentation
Write what happened, not what you assume it means.
Strong documentation identifies dates, actions, exact words, witnesses, reports and follow-up. It separates observable facts from interpretations.
What to record
• Date
• Time
• Location
• People involved
• Witnesses
• Exact words
• Observable actions
• What happened immediately before
• The employee’s response
• Who was notified
• When notice occurred
• Response received
• Later follow-up
• Supporting evidence
• Connection to earlier events
The difference objectivity makes
The examples below are fictional.
Weak
“My manager hates me and is trying to get me fired.”Stronger
“On September 4 at approximately 3:15 PM, during the charge-nurse huddle, the charge nurse instructed my preceptor not to allow me to administer medications. I asked whether a competency or safety concern had been identified. No specific concern was provided. Two staff members were present.”Privacy warning. Do not enter patient information, medical-record numbers, patient photographs, coworker details, confidential employer records, passwords, legal documents or private incident narratives into this website.
Clinical documentation warning. A personal workplace log does not replace required patient charting, facility incident reporting, safety reporting or use of the employer’s designated systems.
Reporting pathways
General educational options, in no required order:
- Supervisor
- Next level in the chain of command
- Human Resources
- Compliance or ethics
- Workplace safety
- Union representative
- Licensing or regulatory body
- Government civil-rights agency
- Employment attorney
- Emergency services for immediate danger
The appropriate reporting path depends on the facts, urgency, employer policies, employment agreement, union status and jurisdiction.
Keep your own structured record
The Workplace Discrimination, Harassment & Retaliation Documentation Tracker™ helps you organize dates, events, witnesses, evidence and follow-up in one structured workbook.
Last reviewed: September 2026. Educational content only — not legal advice.