Employee Write-Up Form (+ Free Templates)
An employee write-up form is a document that records an employee’s violation of company policy or failure to meet stated goals—when either reaches a point that requires disciplinary action. These forms should be used companywide and completed by the employee’s supervisor, HR, or both. Follow your company’s employee discipline policy and process every time you need to write an employee up.
We’ve prepared three write up templates for you to download and use.
How to Create & Manage Write-Up Forms
Small business owners, managers, and HR leaders should not be afraid of disciplining employees. A crucial component of effective employee management is disciplining employees and correcting behavior in real time.
Your employees are the catalyst that keeps your business running. It might seem counterintuitive to discipline them with a formal write-up, but if they’re veering off track, it is an effective way to help them get back on track for success.
For effective creation and management of write-up forms, follow these steps:
Add Key Sections
Several key sections help make an employee write-up form more solid, especially in the event of a lawsuit. You’ll need to outline the reason for the write-up in as much detail as possible, along with any dates and related conversations you’ve had regarding the issue.
Communicate With the Employee
Communicating and discussing the problem areas with the employee makes them feel like a valuable member of the team, not someone you are looking to terminate. Solid people management skills include the ability to have tough conversations.
Whether you’re giving a verbal warning or a write-up, you must have a discussion with the employee. Never simply hand the employee a write-up and send them on their way. To show your team that you’re intimately involved in their success, interact with them and discuss how you’re going to help them improve.
For example, if you’re writing an employee up for excessive tardiness, having a discussion with them could uncover the reasons they’ve been late. Don’t just assume ill intent. Understanding the reasons something happens can help you proactively correct the behavior.
Follow Through With Check-Ins
As part of the corrective action section of your employee write-up form, you will need to include details about check-in meetings and how the employee successfully resolved the issue. Document every check-in you have with the employee, discussing their progress and any support you have provided. Remember, your goal is to help the employee succeed, and that will include involvement and effort on your part.
Sometimes an employee write-up does not end successfully. When that happens, you may decide to end the employment relationship with the underperforming employee.
Tip: If the write-up noted that termination would result if the employee fails to correct their performance or behavior, you need to follow through. While an unpleasant process, you need to ensure that employees are held accountable. Make sure you know how to terminate an employee effectively and legally.
Store Employee Write-Up Forms
Always provide a copy of a write-up to the employee and keep the original in their personnel file. Limit access to employee personnel files to HR. This helps ensure that employees’ information is kept confidential and your company respects their privacy.
When there’s an employment dispute or a former employee sues for wrongful termination, the first document request from their legal counsel will be for the employee’s personnel file, which contains their write-up forms. If you don’t have those forms in the employee’s file, you don’t have evidence supporting your decision to terminate an employee. This could be a costly oversight.
Employee Write-Up Tips
To make sure you give your employees a positive experience and keep your company out of hot water, follow these tips. If you have specific legal questions, speak with your attorney.
- Speak with an employee before engaging in a formal write-up (document the conversation)
- Follow your company’s employee discipline policy
- Investigate issues before reaching a conclusion
- Document liberally
- Train managers and HR how to complete the form
- Communicate openly with the employee
- Be specific about violations or underperformance
- Be honest with the employee about the real reason for the warning
- Retain all documentation in the employee’s personnel file and keep it confidential
- Give your employee the support they need to be successful
There are some offenses an employee can commit that may make you want to bypass the write-up stage and lead directly with termination. Check out our list of the top fireable offenses to learn more.
Bottom Line
Completing employee write-up forms is a necessary part of managing employees. Through proper documentation, you can help your employees be better workers and give your company firm footing if an employee ever alleges discrimination or wrongful termination.