Employee Write Up Form

“Mind your p’s and q’s” This is important advice to employees. If you do not follow the rules, take too many shortcuts doing your job, and produce inferior work, you can get written up. Those are the slang words most supervisors use to tell you that you are going to get a warning.

Being written up is not fun, and most people do not like writing them either. But if you have to write on,e then it pays to know how to write the best kind. Continue reading to find the best way to write up your employee.

What Is an Employee Write-Up Form?

An employee write-up form is usually written by a manager or supervisor and are used to either describe an employee’s work ethic or reprimand them for doing bad work or doing something wrong at the workplace.

Often these forms are used for the latter reason and are used as warnings for the employee to clean up their act or face termination shortly. Also, an employee can fill out one of these forms if they are going to report a negligent co-worker who decides to act inappropriately during work hours.

Depending on company policy, these notices can be sent by e-mail, delivered in person, or posted at their workspace.

Employee Write Up Forms and Templates

When to Use

The majority of times, these forms are used is when an employee is not performing as they should during work hours. They could have bad behavior, make inappropriate comments about or to their co-workers, boss, or owner of the company, or just fail to do their job correctly.

When a manager, etc., write up an employee, they are warning the employee to shape up and make the right changes to their work habits or face disciplinary meetings. These written forms are filled out when the verbal warnings have not impacted the worker’s performance, and they continue on with their inappropriate behavior.

Also, these employee write-up forms create a paper trail that the company can use to show that they complied with all regulations, union agreements, or contract agreements before terminating the employee. Some of the reasons they are used include but not limited to:

  • Bad attendance
  • Showing up late for their shift continuously
  • Creating disturbances at the workplace
  • Insubordination
  • Inferior work quality
  • Bad work performance
  • Ignoring instructions
  • Doing personal things during work hours
  • Causing damage to company property

How to Write Up an Employee

How you write up the employee will depend on the type of form your company uses. Here is just one example:

  • Fill in the employee’s name in the right spot and add the date
  • Give the reason for giving this warning
  • Indicate how many previous warnings have been given to the employee
  • Provide more details of offenses committed
  • Give a deadline to fix the problems, or further action will be taken
  • Have the employee sign the form

The last point provides verification that the employee saw and read the notice. This is done just in case the employee brings union hearings or legal action against the company for being terminated

You can also include the following information when you fill out these forms:

  • Document the problem
  • Quote company policy or list where they can be found to back up your effort to write up the employee
  • Add in any relevant witness statements
  • Besides a deadline, give any expectations for improvement, like a timetable for behavioral changes
  • Give the notice in person
  • Always keep a copy for your records
  • Follow up to see if the employee is responding positively


  • Do not write up an employee when you are angry. Wait till you calm down so you can be rational and examine the situation properly
  • Be specific- do not leave out any details
  • Be consistent- do not write up one employee for infractions you have let slide with other employees
  • Be honest- never lie
  • Provide explanations if the details are not clear enough. That includes explaining the consequences
  • Let the employee present their case in their defense as there may be legitimate reasons behind their actions

Final Thoughts

No one likes to fire employees, but sometimes it has to be done as there are other employees to consider. Giving the offending worker a chance to change is a wise business move as they may turn things around and do better. Writing up an employee is not the first step in the process. It should be near the middle as managers, etc., should give the employee an honest chance to change.

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