Documenting Sensitive Outcomes

Activity: Reporting the Outcome to a Direct Supervisor

When reporting a sensitive outcome, share only the information needed for the supervisor to understand the decision, next steps, and any required follow-up.

Use a Clear Structure

1. State the outcome: Approved, returned for correction, rejected, or pending additional information.
2. Give the reason: Reference the specific requirement, missing detail, or eligibility issue.
3. Identify next steps: Explain who must act, what is needed, and any deadline.
4. Keep the tone respectful: Use neutral, factual language.
5. Protect confidentiality: Do not share nomination details outside the authorized review process.

Include

• Employee or nomination identifiers required for follow-up
• Decision status
• Specific missing or corrected information
• Required approval or documentation needs
• Resubmission deadline, when applicable

Avoid

• Personal opinions about the nominee or nominator
• Unnecessary details about sensitive circumstances
• Blame-focused language
• Sharing information with anyone who is not authorized
• Changing award values, eligibility rules, or approval requirements unless policy permits it

Sample Supervisor Update

“The nomination has been returned for correction. The description does not yet include a specific example of the colleague’s contribution or the result achieved. The nominator has been asked to provide those details before the nomination can be reviewed further.”

De-escalation Reminder

If the outcome may disappoint the employee or nominator, remain calm, acknowledge the concern, explain the reason clearly, and focus on the next available step.