Good documentation helps protect members, supports grievances, strengthens health and safety, and identifies workplace patterns.
Use this checklist when meeting with a member. Not all the information will be needed in all cases, however this list can be used as a guide.
Member Information
☐ Name
☐ Job title
☐ Department
☐ Contact information
Incident Information
☐ Date(s)
☐ Time(s)
☐ Location
☐ Who was involved?
☐ Witnesses
☐ What happened?
☐ Exact words used (if known)
Supporting Information
☐ Emails
☐ Text messages
☐ Letters
☐ Photos (where appropriate)
☐ Medical documentation
☐ Workplace policies
☐ Previous incidents
Workplace Impact
☐ Has work been affected?
☐ Does the member feel safe?
☐ Has time off been required?
☐ Is an accommodation needed?
☐ Is there an immediate health and safety concern?
Union Considerations (identify if any of these are present)
☐ Possible collective agreement articles affected.
☐ Human rights concerns.
☐ Workplace violence or harassment concerns.
☐ Health and safety issue.
☐ Discipline or retaliation.
☐ Time-sensitive grievance deadlines.
Next Steps
☐ Member informed of their rights.
☐ Follow-up meeting scheduled.
☐ Executive or Staff Representative consulted if needed.
☐ Member received copies of relevant information.
☐ Documentation stored securely.
Remember: good documentation is factual, organized, and timely. It helps our union advocate effectively and protects members throughout the representation process.