Timeline Template: How to Document Workplace Issues the Right Way

When it comes to employment law, what you can prove often matters more than what actually happened. Conversations, meetings, and incidents may blur together over time—but clear, written records give your story credibility and power. That’s why documentation is one of the most valuable tools Michigan employees can use when facing discrimination, harassment, retaliation, or wrongful termination.

One of the best ways to organize that information is through a timeline. A well-kept timeline is more than a personal diary—it’s a structured, factual record that shows what happened, when it happened, and who was involved. It helps your attorney, the EEOC, or the Michigan Department of Civil Rights (MDCR) see patterns that might not be obvious in isolated events. For example, it can reveal how quickly discipline followed after you reported harassment or how performance reviews changed after you took medical leave.

Each entry, when dated and detailed, becomes a piece of evidence. Over time, those pieces add up to a powerful picture of workplace conduct—whether it’s favoritism, retaliation, or ongoing bias. Even subtle actions, when logged consistently, can establish a pattern of unlawful treatment that would otherwise be dismissed as “coincidence.”

For Michigan workers, documenting early and consistently can make the difference between a case that’s hard to prove and one that clearly shows cause and effect. You don’t need legal training to start—just consistency, honesty, and attention to detail.

What to Include in Your Workplace Timeline

Date

Always include the exact date of each event—and the time if it’s relevant (for example, when documenting a specific meeting or phone call). Even if you can’t recall the exact day, estimate as closely as possible and note that it’s an approximation (e.g., “around March 5, 2024”). Dates are critical for showing patterns and proving cause and effect.

People Involved

List everyone who was part of the event or aware of it. That might include:

• Supervisors or managers
• HR representatives
• Coworkers or witnesses
• Clients or customers (if they were involved in a complaint or interaction)

Identifying who said or did what—and who witnessed it—helps establish credibility and makes it easier for your attorney to follow up later.

What Happened

Write down what actually occurred, sticking to facts, not feelings. Avoid speculation or interpretation—just the sequence of events. For example:

Instead of “My boss was clearly discriminating against me,”
write “My boss said, ‘We need someone younger for this client project.’”

Precise language gives your notes more weight and helps prevent the other side from dismissing your documentation as opinion or exaggeration.

Where It Happened

Include the location or medium: in-person meeting, Zoom call, email exchange, company chat, or phone conversation. This helps verify the event and identify where supporting evidence—like messages or call logs—might exist.

Evidence Available

Document what proof supports the event. Save emails, texts, screenshots, photos, or written notes and store them securely outside of your employer’s systems. Label them clearly so they can easily be matched to your timeline entry later.

For example:

“Saved email titled ‘Client Complaint Response – March 12’ showing supervisor’s comment.”

Your Response or Follow-Up

Note what you did next:

• Did you report the issue to HR or a manager?
• When and how did you report it (email, conversation, written statement)?
• What was their reaction or follow-up, if any?

This information helps demonstrate that you acted in good faith and gave your employer a fair chance to address the issue—something courts and agencies often look for.

Impact on You

Describe how the incident affected your work life or well-being. This could include:

• Increased workload or reduced responsibilities
• Unfair discipline or negative performance reviews
• Emotional stress, anxiety, or humiliation
• Exclusion from meetings or opportunities

Documenting the personal and professional impact shows the real-world consequences of what happened, not just the event itself.

How to Format Your Timeline (Template Overview)

Use a Spreadsheet

A spreadsheet—such as Google Sheets, Excel, or Numbers—is one of the best tools for keeping a clean, chronological record. Create five to six columns that capture the most important details

Why it works:

• Keeps your entries consistent and easy to read.
• Makes it simple to spot gaps, patterns, or timelines of retaliation.
• Can be printed, shared securely with your attorney, or exported as a PDF if needed.

Use a Running Word/Google Doc or Notebook

If spreadsheets aren’t your style, a simple document or dated notebook works just as well—especially if you’re documenting events on the go.
Just make sure every entry includes:

• The date of the incident.
• The people involved.
• A factual description of what happened.
• Any follow-up or response.

This approach is easy to maintain and can later be formatted into a timeline summary if your attorney or the EEOC requests one.

Formatting Best Practices

No matter which method you use, keep these guidelines in mind:

• Keep it chronological. Record events in the order they happen so it’s easier to track cause and effect.
• Don’t rewrite old entries. If new information comes up, add it as a new dated entry instead of editing older ones. This keeps your notes authentic and credible.
• Stay factual and neutral. Avoid opinions or emotional language—just document the facts.
• Back up your file. Store your documentation securely—use personal email, an encrypted cloud folder, or a private USB drive. Never save sensitive notes on your employer’s systems, even if you’re using a company-issued device.

The Do’s and Don’ts of Workplace Documentation

DO: Follow Smart Documentation Practices

Write factually, not emotionally

Stick to what you observed or heard, not how you felt about it. Use neutral, objective language.

Keeping your notes factual makes them more credible and prevents your employer from dismissing your documentation as personal opinion or exaggeration.

Keep records private and secure

Never save your notes, emails, or evidence on your employer’s systems or devices. Use personal storage such as a private cloud folder, personal email, or an encrypted USB drive. If your employer controls your computer or account, they likely have access to everything on it.

Include both positive and negative events

Document times when your supervisor praised your work or HR followed up appropriately. A balanced record builds credibility—it shows you’re being objective, not just collecting complaints.

Note dates of HR reports and responses (or lack thereof)

If you report an issue, always record when and how you made the report—and what response, if any, you received. This helps show whether your employer took your concerns seriously or ignored them.

DON’T: Make Common Documentation Mistakes

Don’t record conversations illegally

Michigan is a one-party consent state, meaning you can record a conversation only if you are part of it. Still, recordings can raise workplace trust and privacy issues. Always proceed cautiously—and talk to your attorney before recording anyone.

Don’t alter entries later

Once you’ve written an entry, leave it as-is. If new information arises, make a new, dated note instead of editing old ones. Changing prior entries can damage your credibility if your documentation is ever reviewed by HR, the EEOC, or a court.

Don’t rely solely on memory or informal texts

Memory fades quickly, and casual text messages can get deleted or lost. Back up your notes and include every relevant detail while it’s still fresh.

Don’t share your documentation widely

Keep your records confidential. Do not send them to coworkers or HR unless advised by your attorney. Sharing your notes too broadly can complicate your case or even be used against you later.

Your Story Deserves to Be Heard—and Proven

The strongest workplace cases start with simple, consistent documentation. You don’t need to be a lawyer or an investigator—you just need to be organized, proactive, and willing to write things down when they happen.

A well-built timeline protects you from “he said, she said” disputes and helps your attorney connect the dots between workplace actions and legal violations. Whether you’re facing discrimination, harassment, or retaliation, your notes can turn vague memories into clear evidence that stands up under scrutiny.

Remember, your documentation isn’t just a record—it’s your story, told in your own words, supported by dates, details, and facts. And that story deserves to be heard.

If you’re unsure whether your documentation is strong enough—or if you’ve started noticing troubling patterns at work—don’t wait. The earlier you get legal guidance, the easier it is to protect both your evidence and your employment rights.

If you’re facing discrimination, harassment, or retaliation at work—or if you’ve already started documenting workplace issues—contact Batey Law Firm, PLLC today. We’ll review your documentation, explain your rights, and help you protect your job and your reputation.

📍 30200 Telegraph Rd, Suite 400, Bingham Farms, MI 48025
📞 248-540-6800 🌐 www.bateylaw.com
✉️ sbatey@bateylaw.com