Employee Write Up Form: HR Best Practices

An employee write-up form serves as a formal record of policy violations, documenting persistent behavior issues and outlining necessary corrective actions. HR plays a crucial role in ensuring write-ups are justified, compliant with company policies, and applied consistently.

By Douglas Wade, Attorney

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Table of Contents

1. What is an employee write up form?

2. The significance of employee write-ups

3. When to (and when not to) perform an employee write-up

4. Employee write-ups versus disciplinary action

5. What needs to be included in a successful employee write-up form?

6. Guidelines for filling out an employee write-up form

7. The best ways to use employee write-up forms

8. Checklist: What to do next after an employee report

9. Conclusion: make good use of employee write-ups

What is an employee write up form?

Written warnings known as employee write-ups are typically issued after other disciplinary measures have failed to change an employee’s behavior or output. They can be used to decide on future promotions or even terminations, and they are part of the employee’s permanent record.

HR professionals can support the process equally and fairly in their firms by using an employee write-up form template.

A formal record of an employee breaching a policy is called an employee write-up. It is quite serious and usually regarded as the last action prior to termination. A manager must formally finish an employee write-up by filling out a standard form detailing the employee’s wrongdoing, outlining the regulations they violated and what they need to do to change. The write-up is included to the employee’s permanent work record and is kept on file.

Being in charge of HR means that you have a big say in the employee write-up process because HR makes sure that rules and regulations are applied equally and uniformly throughout the organization. The write-up must be reviewed by HR to ensure that it is justified, complies with applicable laws, and follows corporate policy.

You could also advise on what needs to be done to improve or what kind of disciplinary action is needed. Should an employee contest a written warning or the disciplinary action implemented, it can fall under your purview to mediate the dispute, look into the matter, and make sure a just conclusion is reached.

The significance of employee write-ups

Handling employee misconduct is probably not your favorite aspect of the job as an HR professional. Regretfully, though, managing disciplinary actions is a crucial HR responsibility, especially in terms of guaranteeing that all procedures are carried out properly and equally.

Usually, write-ups are the last-ditch effort to address the most significant problems brought on by an employee’s behavior. It can be difficult to navigate the complexities of this process, especially when it comes to handling possible employee complaints.

HR’s part in maintaining accurate records

Notably, HR is in charge of keeping up with employee personnel files, which contain records of disciplinary actions like write-ups. Maintaining records facilitates the monitoring of behavioral patterns, backs up any disciplinary actions, and offers legal proof in the event of disagreements or legal action.

In order to reduce the possibility of legal problems or accusations of unfair treatment, it is imperative that employee write-ups comply with all applicable labor laws and regulations. It is also crucial to make sure that this is properly documented in case there are any problems later on.

Maintaining accurate records as an HR professional enables you to:

Keep an eye on and assess how well your company’s disciplinary procedures are working.

Make sure that every employee receives fair and consistent treatment. Assist managers in adhering to a uniform procedure when managing comparable circumstances.

Steer clear of accusations of favoritism or bias.

When to (and when not to) perform an employee write-up

An employee write-up typically occurs following the issuance of one or more verbal warnings, or in the event that performance has not improved despite informal coaching.

It is a formal, permanent document that details the wrongdoings of an employee, stresses the significance of fixing the problem, and specifies the following steps. In many situations, as an HR specialist, you might advise a formal employee write-up:

If a worker disobeys rules or policies established by the company
If they behave or perform in a way that is unacceptable
If they have improperly exploited corporate resources, harmed or endangered people at work, consistently ignored directives, or consistently refused to adhere to established protocols
If they have acted improperly, including stealing, harassing, or discriminating
If their conduct or deeds have a detrimental effect on the position or reputation of the business.

Importantly, an employee write-up requires the creation of official records that serve as support for further actions, like terminating employment in the event that corrective action is not performed. If a manager can get away with taking a less serious approach, it might be preferable to suggest that they follow a less formal method. If performance is the problem, this could involve a verbal warning or an employee assessment procedure that improves performance.

An employee write-up, however, may act as a wake-up call that motivates an employee to take problems seriously in more serious situations where management have failed to mentor an employee or motivate them to enhance their performance.

Checklist from HR regarding when to perform an employee write-up:

Has HR been consulted by the manager or supervisor?
Is this a justified action?
Is this the right course of action given the company’s disciplinary procedure?
Does it align with the policies of the company?
Does it adhere to all applicable rules and regulations?
Does the employee have a suggested course of action to follow?

HR advice

An employee write-up should preferably be completed as soon as possible after the incident or behavior pattern was noticed. This guarantees that the management and the employee are still thinking about the problem, which increases the effectiveness and significance of the feedback.

Employee write-ups versus disciplinary action

Forms for employee disciplinary actions are commonly referred to as employee write-up forms. Discipline, on the other hand, encompasses a wider range of actions that an employer may take to address a worker’s performance concerns or behavior. A written report by an employee is far more detailed.

Let’s examine the differences.

Disciplinary action

A general phrase for the various actions an employer takes to discipline or correct behavior.
May consist of written or verbal warnings, demotions, suspensions, or even termination.
Adheres to a progressive discipline system in which punishment gets harsher after every incident.
Could be official or informal, and won’t always need to be recorded until needed.
Is employed to keep a safe and effective work atmosphere, help people perform better, and help them recognize the consequences of their actions.

Employee write up

A particular kind of discipline intended to record persistent problems or show a pattern of behavior that can result in more severe sanctions, such suspension or termination.
Is a written, official document.
Describes the misbehavior or performance problem of an employee and the necessary corrective action.
Includes an explanation of the problem, the precise policy or regulation that was broken, the consequences of the employee’s conduct, and the actions that the employee must do to behave or perform better.
Documents what happened and is kept in the worker’s personnel file.

What needs to be included in a successful employee write-up form?

An appropriate employee write-up should have all the information required to address the specific performance or behavior issue at hand, and it should be organized, clear, and short. HR specialists can assist with the process by developing a form or template that lists every important detail a manager should include in an employee write-up. This includes the following:

The incident’s date: Indicate the date on which the event happened or was reported. It is imperative that the report is written as soon as possible after the incident.
Information about employees: Provide the name, department, job title, and, if applicable, a brief description of the employee’s duties in relation to the write-up.
Information about the manager or supervisor: The name and position of the person writing the report.
Specifics of the event: Give a detailed account of the occurrence, mentioning all that happened, when it took place, and who was involved. Remain true to the facts.
Rule or policy violation: Cite the exact corporate policy or regulation that the employee broke, if applicable. When possible, use the employee handbook to illustrate the significance of following these regulations and the repercussions of doing otherwise.
Prior warnings or conversations: Describe any prior verbal warnings, unofficial coaching, or conversations about the matter, making it clear that this report is a component of the progressive discipline procedure.
Repercussions: Describe the employee’s actions and the resulting consequences, including any disciplinary measures that may be implemented.
Planned improvement: State what you would want to see happen, along with a schedule for reaching any performance objectives or desired behaviors.
Employee acknowledgment: Give the employee a place to sign and date the write-up to show that they understood and read the contents. If the worker wants to, let them provide written remarks or criticism.
Signature of manager or supervisor: The document should be signed and dated by the management or supervisor who issued the write-up.
HR evaluation and signature: Verify that the write-up complies with all legal requirements and business regulations by reviewing, signing, and dating it.

Guidelines for filling out an employee write-up form

It’s important to never take an employee write-up lightly. It is a significant issue that will remain on an employee’s record indefinitely. Because of this, it is important that the employee understands exactly what is happening, why it is happening, and what is expected of them. Furthermore, the employee write-up form may be used as grounds for termination in the future, so it is important to fill it out carefully.

Here are some guidelines that managers or supervisors who have made the decision to give a write-up can use.

Be succinct and clear.

Language is vital. Factual language is preferred in employee reports; subjective or sentimental language should be avoided. It’s critical to describe the incident using particular examples, but also in a clear, succinct manner. Don’t include more material than is essential, and refrain from drawing conclusions or generalizations.

Maintain composure

Not only does this worsen the situation, but a manager working on a write-up document while angry invites mistakes and a lack of professionalism. Write-ups are supposed to be impartial records. They are entered into personnel records, will be seen and examined by others, and may be used as proof in the event that an employee contests a disciplinary decision.

Take into account company policies

A good justification should exist before an employee gets written up. Apply company guidelines as evidence for any assertions, connecting the problem to a particular policy. For future reference, it’s also a good idea to cite the actual policy. Make reference to the employee handbook as well, if it was signed by the staff member attesting to their reading and agreement to all policies.

Provide details

Add any witness accounts or additional supporting documentation, but make sure it is factual rather than subjective. Be clear about the disciplinary actions that will be implemented and the future expectations for behavior and performance.

HR advice

Reports ought to concentrate on the conduct rather than the worker. A serious and professional tone should be maintained throughout the process and on the employee’s permanent record by providing feedback towards the problem rather than the individual.

The best ways to use employee write-up forms

We have emphasized throughout this guide the importance of employee write-ups. When it comes to making sure that managers and supervisors understand this and follow best practices to guarantee that employee write-ups are used responsibly and that the proper tone is kept if the decision is taken to issue a write-up, HR professionals play an essential part.

Here are some important pointers to make sure your company uses employee write-up forms in accordance with best standards:

Always abide by the rules and guidelines of the company you work for. Is a write-up necessary if no policy or established, recorded procedure has been broken? Employee write-ups are employed consistently, in accordance with criteria, and are not issued too hastily or incorrectly when business policies and procedures are followed.

Consult the company’s guidelines. Cite the exact policy or rule that the employee disregarded, if applicable, and outline the repercussions of doing so.

Apply incremental punishment. Written warnings should usually be the last resort in a sequential process with less harsh measures like verbal warnings or informal coaching being employed initially and then being issued when prior attempts to remedy the situation have failed.

Set definite expectations. Give an outline of the desired conduct or improvement in performance, together with a schedule for accomplishing these objectives. Provide assistance, materials, or training that will enable the staff member to move forward.

Describe the repercussions. Make clear to the employee the possible repercussions of failing to resolve the matter, which could range from additional disciplinary measures to termination.

Be impartial and unbiased. Regardless of their role, length of service, or interpersonal connections, treat every employee with the same respect. Avert being biased or exhibiting prejudice.

Give an employee time to respond. Give the staff member a chance to share their viewpoint, pose queries, or voice reservations regarding the employee write up. This can facilitate open conversation and help clear up misunderstandings.

Keep things private. To preserve the employee’s privacy and uphold a professional work atmosphere, keep the write-up and all discussions that surround it private.

Record and inquire further. Maintain a copy of the report in the worker’s personnel file, and conduct follow-ups on a regular basis to assess their development and offer continuing assistance and feedback.

HR advice

Document and share the write-up procedure and best practices with all managers and supervisors. By doing this, write-ups won’t be released hastily or angrily.

Checklist: What to do next after an employee report

You have a number of key responsibilities as an HR specialist to make sure the disciplinary procedure is efficient and just after an employee receives a written warning. The following steps consist of:

Continue to keep records. Make sure the report is written down and placed in the worker’s personnel file. As we’ve already discussed, maintaining records is essential for identifying patterns of conduct and for supplying proof of disciplinary measures in the event of disagreements or legal proceedings.
Observe and respond. Work along with the manager or supervisor to monitor the worker’s development and make sure they are making progress toward the specified improvement objectives. This could entail more coaching sessions, status reports, or frequent check-ins.
Offer assistance. Provide the staff member with tools or training to assist them perform better or behave better. You might suggest mentorship, internal or external training courses, or other forms of assistance based on the needs of the worker.
Keep an eye on uniformity. Make sure that write-ups and other disciplinary measures are administered equally and uniformly throughout your company. Examine disciplinary records on a regular basis to spot patterns or problems that might call for changes to the policy or further manager training.
Resolution of disputes. If an employee disagrees with the write-up or if there are issues between them and their supervisor, be ready to intervene and mediate. Look into the matter, help people communicate, and try to come to a just conclusion.
Legal compliance. Maintain a close eye on adherence to relevant labor rules and regulations to reduce the possibility of legal problems or allegations of unjust treatment.
Assess efficacy. Evaluate the success of the disciplinary system, taking into account the usage of employee write-ups, in order to pinpoint areas that require enhancements or modifications to the company’s policies and practices. For instance, is it the employees’ fault or a lack of policy comprehension if several employees are consistently receiving write-ups for similar policy violations?
Deal with the escalation. Work with the manager or supervisor to decide what should happen next in the disciplinary process if the employee doesn’t change or continues their misconduct after receiving a written warning. Possible outcomes include more written warnings, demotion. suspension, or termination.

HR advice

HR’s participation in the employee write-up procedure helps to keep a safe and productive work environment, effectively handles behavior or performance issues, and fosters employee growth.

Conclusion: make good use of employee write-ups

When an employee consistently violates company rules and expectations, they should be subject to employee write-ups. HR specialists may advise managers and supervisors on the best practices for employee write-ups using an employee write-up form template, ensuring a positive outcome for the company, the employees, and the supervisors. Ensuring a respectful, safe, and productive work environment is the ultimate goal.

Have a quick question? We answered nearly 2000 FAQs.

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Employee Write Up Form: HR Best Practices

What is an employee write up form?

The significance of employee write-ups

When to (and when not to) perform an employee write-up

Employee write-ups versus disciplinary action

What needs to be included in a successful employee write-up form?

Guidelines for filling out an employee write-up form

The best ways to use employee write-up forms

Checklist: What to do next after an employee report

Conclusion: make good use of employee write-ups

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