What To Include in an Employee Write-Up

What should your employee write-up include
  • The employee’s name or ID Number.
  • The employee’s position.
  • A specific recounting of the offense committed.
  • The type of warning or discipline enacted.
  • A plan for improvement.
  • Any and all managers or decision-makers who should be aware of the situation.

How to Write Up an Employee

Why do you need to write up an employee?

When other forms of reprimand, like a verbal warning, are ineffective at stopping recurrent incidents, you might need to write up an employee. Circumstances that commonly result in write-ups include:

What are write-ups for employees?

Employee write-ups are formal recommendations that list persistent problems with behavior or performance and offer solutions. If incidents persist despite a verbal warning from the employer, supervisors frequently issue a write-up. Recurring infractions of safety regulations, lax productivity, and frequent absences are examples of ongoing behaviors that could result in a write-up.

A write-up is a form of progressive discipline that aims to enhance worker performance or conduct before managers use suspension or termination. The report details the incident, explains how it contravenes company policy, and outlines the employee’s clear expectations. Employees can use the suggestions to enhance their performance and guarantee that their actions are in accordance with company policies.

How to deliver an employee write-up

When presenting a write-up, take into account setting up a meeting with a worker. You can give them a physical copy and talk about how they can behave or perform better. You can also speak with the employee to address any queries they may have or to explain the reasons behind the write-up. Consider inviting a different manager to the meeting so that a third person can attest to the fact that you gave the employee performance counseling.

What to include when you write up an employee

Consider including details like the following when writing up an employee:

Basic information

The employee’s name, job title, department, and ID number are typically listed at the top of the document. You might also want to include the name of the supervisor and the date that the report is being issued. This fundamental knowledge identifies who will receive the official warning and facilitates the organization of company records.

Description of the incident

Consider adding a description of the incident after the basic information. Choose the appropriate offense from a list that includes possibilities such as tardiness, poor work, or rudeness to customers. You can also provide a more thorough account of what transpired. Try listing information such as:

By consulting the employee handbook, you can be objective in your description. Try citing company rules and describing how the workers’ actions violated them. For instance, you can note this discrepancy on the write-up if an employee falls short of the quota that the handbook specifies. Another way to remain unbiased is by including witness statements. Try getting witnesses to the incident, such as clients, staff, or other managers. These various viewpoints can assist you in validating employee behavior and developing a successful improvement strategy.

Improvement plan

An employee’s improvement plan outlines how they can modify their behavior or performance to adhere to company policies. Include specific objectives and doable actions an employee can take to improve whenever possible. For instance, the improvement plan might reiterate the company’s no-phone rule if a worker uses their phone nonstop throughout their shift. They might be encouraged by the strategy to put their phones in their lockers and concentrate on serving customers instead. Give the employee a deadline to change their behavior by. This section can also outline what happens next if the employee persists in disobeying company rules.

Signature section

The majority of write-up forms have a signature section with spaces for both the employee and the supervisor to sign. These signatures show that both parties have read the warning and understand what will happen if the bad behavior continues. If the employee declines, some forms include a separate line for a witness signature that a third party can sign.

What to do after issuing an employee write-up

You can assess your employees’ behavior following a write-up to see if they behave better. These assessments could be unofficial, such as when you watch how they interact with customers. Additionally, you can carry out more formal evaluations by grading the caliber of their work using a common rubric. Think about giving them individualized guidance to help them get even closer to their objectives. In addition, consider encouraging the employee to ask you questions about how they can perform better to show your support.

How to avoid writing up employees

Avoiding employee write-ups can save you time and improve morale at work. Here are a few tips for avoiding these formal warnings:


What can an employee be written up for?

What are common reasons for writing up an employee?
  • Tardiness.
  • Unauthorized early leaving.
  • Absenteeism.
  • Company policy violation.
  • Substandard work.
  • Violation of safety rules.
  • Inappropriate behavior toward customers or clients.
  • Insubordination.

How do you write up an employee form?

How to Write Up an Employee in 8 Easy Steps
  1. Don’t do it when you’re angry. …
  2. Document the problem. …
  3. Use company policies to back you up. …
  4. Include any relevant witness statements. …
  5. Set expectations for improvement. …
  6. Deliver the news in person (and proof of receipt) …
  7. Keep a copy for your records. …
  8. Follow up.

How do you write a written warning to an employee?

Here are the 10 guidelines for drafting a written warning.
  1. Document verbal warnings first. Record all verbal cautions and disciplinary actions as soon as they are given in writing.
  2. Determine tone. …
  3. Consult with manager. …
  4. Formalities. …
  5. State company policy. …
  6. Describe what happened. …
  7. State expectations. …
  8. Outline consequences.

When should an employee be written up?

One of the many tools in your human resources toolbox should be an employee write-up. Typically, a write-up is issued for: Chronic absenteeism and tardiness. Insubordination, such as not following rules or exhibiting disrespectful behavior.

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