Employee Write-Up Forms (With Examples)

Post A Job For Free, Promote It For A Fee

Post a Job

Employee write-up forms, also known as employee discipline form is a document that outlines any workplace violations and incidents. These forms are typically recorded by managers or supervisors when they observe an employee doing something inappropriate or wrong.

Employee write-up forms typically outline exactly what the violation is through a brief description. This allows the incident to be documented in writing and usually follows a warning system that, after a certain amount of times, may end in employee termination. Employee write-up forms typically present evidence that validates termination.

Key Takeaways:

• When creating a write-up form for an employee, it’s important to be specific about the details and have witness statements if possible.

• Make sure to include the employees full name, employee supervisor, date, and a description of the violation.

• If the employee has received any previous warnings, be sure to include them in the letter.

How to create a write-up form for employees

An employee write-up form doesn’t need to be a process you start from scratch. Start from a template and consolidate all of the information you need before beginning to write the letter. Here are some easy steps on how to begin:

• Refer to the employee handbook. Typically a company will have an employee handbook that outlines any reasons for termination or warning letters. These procedures and policies are easy to refer to in the handbook, thus eliminating any accusations of unfair treatment.

• Be specific. Record all of the details that are relevant for this write-up. Be sure there are details you can refer back to, especially if the problem persists.

• Witness statements. If there were witnesses or individuals impacted by this event, include their names and statements within this written warning.

• Discuss with the employee. Be sure you have a face-to-face meeting with the employee you are writing to so you can go through the information on the form. It’s a good idea to include their supervisor or an HR employee as well.

• Allow the employee to defend themselves. It’s important to coordinate due process so the employee has the opportunity to defend themselves should they feel they are unfairly being written up. Always consider your employee’s response, so it doesn’t look like neglect.

• Create an actionable plan for improvement. The goal of writing up an employee shouldn’t be termination. In fact, you should guide them in the right direction for improvement. Be sure to set expectations and goals for them to hit, so they have something concrete to work towards.

• Schedule a follow-up. Be sure that you’re following up regularly with your employee so that they stay on track. However, if there is no noticeable improvement, you may need to write a new form for an additional warning, with new goals and expectations in place.

Employee Write-Up Form Template

What Is an Employee Write-up Form?

An employee write-up form is a document used by human resources (HR) departments that highlight an employee’s behavior or job performance that may not be up to par. This can include anything from a steady decline in meeting goals to inappropriate behavior towards others or issues in efficiency or productivity.

A write-up form can be used to explain and demonstrate the expectations the company has for employees with regard to their performance and behavior. The form may also indicate the consequences should an employee continue to behave or perform poorly.

However, in order to be used effectively, write-up forms should be used only after a verbal or written warning has been given. While it is important to document poor behavior or performance, everyone makes mistakes, and it’s important to give your employee the chance to correct the behavior before providing them with a warning letter.

Why Use Employee Write-up Forms?

When used properly, employee write-up forms can help managers or supervisors avoid having to take additional disciplinary measures. Typically, the write-up form will be distributed to the employee who informs them of the issue. Once they are aware, they can fix their behavior or, if the situation requires, receive another warning.

If the employee has received a certain number of write-up forms, it may serve as the reason for termination. Additionally, if the employee attempts to dispute their infraction, the employee disciplinary form can be used as evidence to demonstrate the attempt to correct the behavior or situation.

What to Include in an Employee Write-up Form

If you have never written an employee write-up form before, you may want to use an existing template to get started. There are a number of different ways to create an employee write-up form. We’ve provided some templates and suggestions in this article. However, here are some things that should be included, no matter the format of the form:

• Name. Include the employee’s full name so they know who the letter is directed at. Additionally, if any copy must be distributed to a manager or supervisor, they’ll know to who the form is in reference.

• Employee supervisor. Equally as important is to include whomever the employee’s supervisor is, as well as if they’ve been notified.

• Employee department. Depending on how large your organization is, you may have large teams in different departments. Providing this information helps to specify the identity of the employee on the write-up form and who it may impact.

• The date. Providing a date leaves a paper trail in case the write-up form must be used in evidence if the employee looks to take legal action against termination.

• A description of the violation. The most important piece of this is to include a brief description of the violation. Include any relevant details to show poor behavior or performance.

• Employer statement. Be sure to get a signed statement from a current employee, typically the manager or supervisor of the employee.

• A worker statement. Employees should also have the chance to defend themselves, so a worker statement is also important.

• A decision. Depending on how serious the infraction is, there should be some kind of decision made around warnings, consequences, or termination.

• Any previous warnings. If this is the first warning, disregard it. However, if this is a subsequent warning, be sure to include any previous warnings in this letter.

Once you’ve written the letter and collected all of the information, be sure your employee and supervisor sign the letter. Once completed, create three copies. One goes to the employee, one to their supervisor, and one goes to HR to keep within the employee’s personnel file.

Employee Write-Up FAQ

1. How do you write an employee write-up?

   Use clear and simple language to briefly describe the employee’s violation. Be sure to include all relevant information in your written warning and what the employee can do to improve.

2. What to say during an employee write-up?

   When writing an employee up, be sure to specifically tell them what the issue is and what improvement is expected from them. Explain how their behavior or performance impacts other members of the team or clients, and discuss the consequences of not improving or correcting their actions.

3. What can an employer write you up for?

   An employer can write you up for:

   • Tardiness

   • Unauthorized leave

   • Being absent too many times

   • Calling out too many times

   • Policy violation

   • Substandard work

   • Substandard productivity

   • Violation of safety rules

   • Inappropriate behavior towards other employees or customers

   • Insubordination

References

1. Legalzoom – Understanding Employee Write-Up Forms

2. Fit Small Business – Employee Write-up Form: How to Create & Use One

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia where she has written 140+ articles that have reached over 1 mil viewers as of June 2023. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research.