How to write an employee write-up form: Template & guide

Imagine a workplace where disciplinary issues are handled inconsistently, leaving employees feeling confused and resentful. It’s a company that likely struggles with high turnover rates and low morale, all because managers lack the tools and knowledge to address problems effectively.

Now, imagine a different scenario: a company where every employee understands expectations, feels valued, and has the support they need to succeed. A workplace where disciplinary actions are fair, consistent, and well-documented, providing a clear path for growth and improvement.

One of the keys to achieving this positive vision? A robust employee write-up process. In this comprehensive guide, we'll explore the ins and outs of employee write-up forms, from what they are and when to use them, to disciplinary write-up examples and best practices for creating effective documentation. 

What is an employee write-up form?

You can think of an employee write-up form as a formal record of an employee's performance issues. It's a document that outlines a specific incident, patterns of behavior, the steps taken to address it, and expectations for improvement. 

An employee write-up form is more than just a piece of paper; it's a powerful tool for creating a fair, consistent disciplinary process across your organization. By using a standardized template, you ensure that all employees are held to the same standards and that all incidents are documented thoroughly and objectively. This record can be invaluable in the event of legal challenges or disputes, as it provides a clear paper trail of the steps taken to address the issue.

Importance of employee write-ups

Now, you might be thinking, "Do I really need to bother with write-ups? Can't I just have a quick chat with the employee and call it a day?" Well, not so fast. Employee write-ups are a crucial part of managing a productive, positive workplace. Here's why:

First and foremost, write-ups help employees understand the gravity of their actions. It's one thing to have a verbal conversation about an issue, but putting it in writing sends a clear message that the behavior is not acceptable and needs to change.

But write-ups aren't just about pointing out problems—they're also about finding solutions. By clearly documenting the issue and outlining expectations for improvement, write-ups provide a roadmap for success. They give employees concrete steps to follow and goals to work towards, turning a negative situation into an opportunity for growth.

By using employee write-ups to address disciplinary issues, you create a fair, uniform process that applies to all employees. This helps prevent accusations of favoritism or discrimination and fosters a sense of trust and transparency in the workplace.

Neglecting to use employee write-ups can have serious consequences. Without a clear, consistent disciplinary process, minor issues can quickly escalate into major problems. Productivity can suffer, morale can plummet, and your company can even face legal risks if disciplinary actions are handled haphazardly.

When should you use employee write-up forms?

Knowing when to use employee write-up forms is just as important as having a well-crafted employee write-up form template. While every situation is unique, there are several common scenarios in which employers should consider documenting disciplinary issues. 

Some of these situations include:

• Repeated tardiness or absenteeism: If an employee consistently arrives late to work or has excessive unexcused absences, a write-up can help address the issue and reinforce the importance of punctuality and reliability.
• Poor work performance: When an employee consistently fails to meet job expectations or produces subpar work, a write-up can be used to outline the specific areas for improvement and establish clear performance goals.
• Violation of company policies: Whether it's a safety infraction or harassment, a write-up serves as an official reminder of the importance of following company rules.
• Insubordination: If an employee is refusing to follow reasonable instructions or engaging in disrespectful behavior, a write-up can help document the incident and reinforce the need for a positive, collaborative work environment.
• Unprofessional or disruptive behavior: From offensive language to creating a hostile work environment, a write-up can address inappropriate workplace behavior head-on and outline expectations for future conduct.

While managers may initially document incidents without notification, formal write-ups require a private meeting with the employee. During this meeting, the write-up is reviewed together, allowing the employee to provide their perspective before both parties sign the document.

Of course, write-ups aren't always the answer. In some cases, a verbal warning or a performance improvement plan may be more effective. The key is to assess each situation carefully, considering the severity of the issue, the employee's track record, and the potential impact on the team.

What to include in an employee write-up form

Crafting an effective employee write-up form requires a thoughtful approach and attention to detail. To ensure that the form captures all the necessary information and provides a clear, comprehensive record of the incident, it should include several key elements:

1. Employee information

The write-up form should begin with basic details about the employee in question, including their full name, employee identification number, job title, and department. This information helps to clearly identify the individual involved and provides important context for the incident.

2. Date of incident

To establish a clear timeline and maintain accurate records, it's important to document the specific date when the incident or behavior occurred. This information can be valuable in tracking patterns of behavior over time and demonstrating a history of disciplinary issues if necessary.

3. Description of the incident

Here's where you get to the heart of the matter. Provide a detailed, objective account of what happened, including any relevant context or circumstances. Stick to the facts and avoid subjective language or assumptions about the employee's intentions.

4. Policy violated (if applicable)

If the employee's actions violated a specific company policy, be sure to cite the relevant policy from your employee handbook and explain how their behavior missed the mark. This helps reinforce the importance of following company guidelines and provides a clear rationale for the disciplinary action.

5. Employee's explanation or comments

Every story has two sides, and it's important to give the employee a chance to share their perspective. Include a section for the employee to provide their explanation or comments on the incident. This demonstrates a commitment to fairness and open communication.

6. Consequences of repeated behavior

Here's where you lay down the law. Clearly outline the potential consequences if the employee continues to engage in the problematic behavior, whether that's additional write-ups, suspension, or even termination. This helps convey the severity of the issue and provides a strong incentive for improvement.

7. Previous incidents or warnings

If the employee has a history of related disciplinary issues, be sure to include a summary of any prior incidents or warnings. This helps demonstrate a pattern of behavior and can justify more serious consequences if the problem persists.

8. Signatures

Last but not least, include spaces for the employee, supervisor, and any witnesses to sign and date the document. This ensures that everyone is on the same page and provides a legal record of the disciplinary process.

Employee write-up examples

To better illustrate the structure and content of an effective write-up form for employees, let's explore two hypothetical examples:

These examples demonstrate how a well-structured employee write-up form can clearly document disciplinary issues, provide context for the incident, and outline expectations for future behavior. By following this template and including all relevant information, managers can create a comprehensive record of the disciplinary process and lay the groundwork for positive change.

Employee write-up form best practices

Now that you know the ins and outs of crafting an effective write-up, let's talk about some best practices to keep in mind:

1. Keep it confidential and professional

Employee disciplinary matters are sensitive, so it's important to handle them with the utmost confidentiality and professionalism. Conduct write-ups in private, away from prying eyes, and keep the information contained in the form strictly confidential.

When discussing the incident with the employee, maintain a calm, respectful demeanor. Focus on the facts, not personal attacks or assumptions. The goal is to have an open, productive conversation aimed at getting to the root of the problem and finding a solution.

2. Use clear and objective language

When it comes to write-ups, clarity is key. Use specific, objective language that focuses on observable actions rather than subjective opinions or judgments. Avoid vague or ambiguous terms that could be open to interpretation.

For example, instead of saying an employee "has a bad attitude," describe specific instances of the problematic behavior, like "Employee X rolled their eyes and used a sarcastic tone when speaking with a customer on June 1, 2024." By using concrete examples and objective language, you can create a more accurate and legally defensible record of the incident.

3. Align with company policies

Consistency and fairness are essential in the disciplinary process. Employee write-ups should always align with your company's established policies and procedures. Before issuing a write-up, review the relevant policies and confirm that the employee's actions actually constituted a violation.

When citing a policy violation in the write-up, quote the specific section or language of the policy and explain how the employee's behavior missed the mark. This reinforces the importance of following company rules and provides a clear justification for the disciplinary action.

4. Use a consistent format

Consistency is key when it comes to write-ups. Establish a standardized format for your forms and ensure that all managers and HR professionals use the same employee write-up template.

Using a consistent format helps ensure that all necessary information is captured for each incident and that employees are treated equally and fairly across the board. Plus, it makes it easier to track and compare disciplinary actions over time, so you can identify any patterns or trends that need to be addressed.

Automated employee management in a single place

While employee write-ups are an essential tool for addressing disciplinary issues, they are just one piece of the larger employee management puzzle. Juggling multiple systems and processes for hiring, onboarding, performance tracking, and more can be a real headache.

Enter Rippling. Rippling HCM and HRIS tools provide a comprehensive, integrated platform for managing all aspects of the employee lifecycle. Organizations can expect to streamline and automate key HR tasks, such as:

• Employee onboarding and offboarding
• Benefits administration
• Time and attendance tracking
• Performance management
• Compliance monitoring

By centralizing employee data and workflows in a single system, Rippling eliminates the need for manual data entry and reduces the risk of errors or inconsistencies. Managers and HR professionals can access real-time insights and analytics, making it easier to identify trends and make data-driven decisions.

Rippling's user-friendly interface and customizable workflows also help to create a more positive employee experience. Employees can easily access their own information, request time off, and complete necessary paperwork, all from a single platform.

By leveraging Rippling's powerful tools and automations, organizations can save time, reduce administrative burdens, and focus on what matters most: supporting and engaging their employees.

Employee write-up form FAQs

How do you legally write up an employee?

Legal compliance is crucial when it comes to employee write-ups. To ensure your write-ups are legally compliant and defensible, follow these guidelines:

• Align with company policies: Ensure that the write-up is consistent with your organization's established policies and procedures for disciplinary action.
• Provide evidence: Include concrete examples and evidence to support the claims made in the write-up, such as dates, times, and locations of specific incidents.
• Allow for employee input: Give the employee an opportunity to provide their perspective on the incident and document their comments in the write-up form.
• Be consistent: Ensure that disciplinary actions are consistent across the organization and that employees are treated fairly and equally.
• Maintain confidentiality: Handle all disciplinary matters with the utmost confidentiality and professionalism.
• Consult with legal counsel: If you're unsure about the legal compliance of a write-up or disciplinary action, consult with your organization's legal counsel for guidance.

How many write-ups do employees get before termination?

The number of write-ups before termination varies depending on the company's policies and the severity of the incidents. Generally, employers follow a progressive disciplinary process, which may include verbal warnings, 1-3 written warnings, and finally, termination. However, some severe violations may warrant immediate termination.

How do you write up a disgruntled employee?

Writing up a disgruntled employee can be challenging, but it's important to handle the situation professionally and objectively. Here are some tips:

1. Focus on specific, observable behaviors rather than attitudes or emotions.
2. Maintain a professional and objective tone throughout the write-up.
3. Provide clear examples of the problematic behavior and how it violates company policies or expectations.
4. Allow the employee to provide their perspective and document their comments in the write-up form.
5. Outline expectations for future behavior and consequences for non-compliance.
6. Follow up with the employee regularly to ensure they are meeting expectations and to provide support and guidance as needed.

Remember, the goal is not to punish the employee but to address the problematic behavior and help them improve and succeed in their role.

This blog is based on information available to Rippling as of November 20, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.