Table of Contents
The Purpose of an Employee Write-Up Form
Every workplace has specific policies and rules staff are expected to follow. Enforcement of these rules usually takes a concerted effort between supervisors, managers, and human resources staff.
Writing up an employee who breaks policy is an important part of rule enforcement, as it highlights transgressions and ties them to the rules that govern the workplace. It can also set the stage for the implementation of a performance improvement plan.
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Write-up forms are not taken lightly at most businesses. In fact, these documents may represent a final effort in the disciplinary process, one intended to get the worker on track and prevent problematic behavior from having a negative impact. As a result, write-up forms for employees can play a role in employee retention.
As reported by Forbes, the cost of replacing an employee is often steep and typically multifaceted. In addition to funds necessary for the recruiting and hiring process, workplaces may also lose money due to decreased productivity and a lack of expertise. Accordingly, working to keep current staff is a better approach, and disciplinary processes are a major factor in doing so.
How Do You Decide When to Write Someone Up?
Work environments are dynamic places, and not all rule violations are the same. For instance, there’s a significant difference between arriving late due to a traffic accident on the way to work and displaying a pattern of lateness that occurs several days out of the week.
Electing to write up an employee is a step that’s usually reserved for more serious rule violations. This includes occurrences that cost the company time or money or that affect the quality of the work output. Similarly, an ongoing pattern of misconduct can be addressed by write-up forms. Safety issues or behaviors that put other staff in harm’s way can also warrant intervention.
As for possible legal issues, using existing policies to guide the creation of write-up forms for employees is beneficial. All workers should be aware of rule violations before any issues occur, and putting this information in your employee handbook ensures complete awareness. From a legal perspective, employers can take care to avoid discriminatory behaviors or wrongful termination when conducting disciplinary actions.
How Do You Write Up an Employee?
A staff member’s direct supervisor or manager is often the person who initiates the disciplinary process. This person may observe problematic behaviors or detect poor performance and choose to take the necessary steps to write up the employee.
- Supervisors gather evidence to include within the employee write-up form, such as statements from co-workers.
- Management personnel chat with human resource representatives for more information on rules and policies.
- Managers complete write-up documentation according to workplace policies.
- Human resource reps review the document to ensure it complies with company policy.
- Employees are made aware of the documentation and asked to read and sign the form.
- Managers may consult with employees to ensure they understand the process.
- Supervisory staff follow up with workers to provide support and monitor their progress.
It’s up to specific employers to decide how many write-ups an employee may receive before termination occurs. It can also depend on the policy break committed. In some cases, it may be appropriate to complete two or three documents, while a more serious issue may only involve one warning.
Employee Write-Up Form Template
The following write-up template provides a general structure for the document, which can be personalized according to a workplace’s needs and preferences:
Employee Name:
Employee Job Role/Position:
Supervisor/Manager Name:
Type of Violation/Misconduct: [this section can include check boxes listing general infractions, as well as a blank space to write in a specific incident]
Date of Violation/Misconduct:
Location:
Previous Verbal/Written Warnings: [list all previous discussion/correspondence related to the issue, including verbal warnings and written notices]
Manager/Supervisor Statement: [this section provides space for the worker’s manager or supervisor to include a detailed description of the violation or incident]
Employee Response: [this section allows the employee to respond to the supervisor’s statement in their own words]
Corrective Actions: [list solutions and specify a timeframe during which solutions should be implemented]
Consequences: [describe what will happen if the corrective actions above are not implemented in the expected timeframe]
Employee Acknowledgement: [Name] acknowledges this write-up document and is willing to take the necessary steps to remedy the issue described within. [Name] agrees that if the listed steps aren’t taken within the expected timeframe, further consequences will occur.
Employee Signature:
Supervisor/Manager Signature:
HR Representative Signature:
Document Reviewed by [HR Representative] on: [date of review]
Best Practices for Creating and Presenting Write-Up Forms
In addition to the fundamental steps that outline how to write up an employee, there are some best practices to use when drafting the document.
Use Clear Language
Clarity prevents misinterpretation of the situation and ensures the employee completely understands what’s expected of them. Employ precise language to describe the incident or violation that occurred, and state solutions and outcomes with equal clarity to avoid any misunderstandings.
Consult Policies and Guidelines
Rules and regulations in a workplace’s employee handbook can serve as a guide when drafting this and other disciplinary documents. Having an HR representative involved in the process is also recommended, as they will provide a deeper understanding of rules about disciplinary procedures.
Discuss Employee Resources
An employee might need help making the changes detailed in the write-up document. Employee resources, such as training programs and other forms of support, can be outlined in the write-up to prime the worker for a successful outcome.
Prioritize Confidentiality
Information included in the write-up form should remain private. Only the relevant parties, including the employee, their supervisor or manager, and human resources personnel, should be involved in creating and discussing the document.
Remain in Contact
By checking in with the employee regularly, you can determine whether further corrective action is necessary. Ongoing monitoring also allows you to provide additional coaching and support if warranted.
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Great workers need support, particularly when struggling. Disciplinary processes are key, and employee write-up forms present any issues clearly.
While addressing misconduct isn’t a pleasant process, a well-crafted write-up form provides an opportunity to make the needed adjustments.
Frequently Asked Questions
Verbal warnings do have a place in workplace disciplinary practices, but they can’t take the place of write-up documentation. One of the most important aspects of these documents is that they establish a record of behaviors and infractions. Conversely, verbal warnings can be debated or misinterpreted, which leaves the employer open to conflict if there are disagreements.
While you can include additional concerns within a write-up form, a singular focus is generally preferred. Including other behavior or conduct issues can reduce clarity and make it harder for the staff member to implement the recommendations. If there are multiple issues affecting a worker’s performance, it may be necessary to complete multiple write-up forms.
Provided there isn’t a contract detailing terms of employment, employers can fire employees without prior notice. However, this practice should be reserved for serious issues, such as conduct that puts others’ safety in jeopardy. Whenever possible, employers are encouraged to go through the proper disciplinary procedures before a firing, both to protect themselves and to ensure fairness.
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