Verbal agreements are a daily occurrence. If the agreement is not documented properly, it can quickly turn into a dispute. Protect yourself (and the organization) by capturing the right details every time because clear notes today can prevent grievances, arbitrations, or misunderstandings tomorrow.
Below is a checklist of key items to document:
- Date & time – When the conversation occurred
- Location & format – In person, phone, Teams/Zoom, hallway chat, etc.
- Participants – Names, titles, and any union reps involved
- Issue discussed – Keep it factual; avoid opinions or emotion
- Specific terms – Exactly what was agreed to (precision matters)
- Action items – Who will do what, by when, and for how long
- Scope & limitations – Non-precedential, temporary, without prejudice, subject to contract language, or future review
- Conditions – Any “if/then” contingencies
- Positions stated – Note any reserved rights or disagreements
- Follow-up steps – Owners and deadlines
- Confirmation – Send a same-day summary email; silence can be powerful documentation
- Your name & role – Who documented it and when