Record keeping

Managers should be aware that written communications may be disclosed in the event of an Employment Tribunal claim or a disclosure request under the Data Protection Act. For example, an email between the manager and HR Business Partner seeking advice on how to manage a situation could be disclosed, so care should be taken when such messages are written. Communications should be factual, objective and professionally worded.

Managers should retain copies of notes of discussions and communications with the employee relating to the fixed term nature of their employment, the circumstances in which it may or may not be extended, the progress of new applications for funding etc. 

The manager conducting the meeting should retain any handwritten notes made during the meeting as these may be disclosed later.