Employee Write-Up Form Template

Document workplace incidents professionally and fairly with our comprehensive employee write-up form. Maintain accurate records, ensure legal compliance, and create clear improvement plans for your team.

Employee Write-Up Form Template

An employee write-up form is a formal document used to record workplace incidents, policy violations, or performance issues. This essential HR tool helps maintain consistent documentation of disciplinary actions while providing clear communication between managers and employees.

What This Template Is For

This template provides a structured format for documenting employee infractions, ensuring fair and consistent disciplinary procedures across your organization. It helps managers record incidents objectively, outline specific improvement plans, and maintain proper documentation for HR records and potential legal requirements.

When To Use This Template

Use this write-up form when you need to document:

  • Repeated tardiness or attendance issues
  • Policy violations
  • Performance concerns
  • Behavioral incidents
  • Safety infractions
  • Insubordination

How To Customize It

Follow these steps to effectively customize and use the write-up form:

  1. Fill in all employee identification details accurately
  2. Document the specific incident with objective facts and dates
  3. Reference relevant company policies
  4. Include any previous verbal or written warnings
  5. Outline clear, measurable improvement expectations
  6. Set specific timeline for improvement
  7. Obtain necessary signatures

Common Use Cases

This template is commonly used in situations such as:

  • Documenting attendance issues
  • Addressing performance deficiencies
  • Recording policy violations
  • Following up on verbal warnings
  • Creating improvement action plans

Best Practices

To ensure effective documentation:

  • Stick to objective facts
  • Be specific about incidents and dates
  • Include supporting documentation
  • Maintain confidentiality
  • Follow progressive discipline procedures
  • Keep copies for HR records

Template Variations

Consider these variations for specific needs:

  • First Warning Write-Up
  • Final Warning Form
  • Performance Improvement Plan
  • Behavioral Incident Report

Success Stories

Organizations using structured write-up forms report improved employee compliance, clearer communication, and better documentation for HR purposes. Many have successfully used these forms to help employees improve performance and maintain consistent disciplinary procedures.

Frequently Asked Questions

How many copies of the write-up should be made?

Make three copies: one for the employee, one for their personnel file, and one for the supervisor.

Should the employee sign the write-up?

Yes, the employee should sign to acknowledge receipt, though they may note their disagreement.

How long should write-ups be kept on file?

Keep write-ups in personnel files for at least 3 years or according to your company policy.

Can an employee refuse to sign?

Yes, but note their refusal and have a witness sign to verify the form was presented.

Should I include improvement goals?

Yes, always include specific, measurable goals and timeline for improvement.