Choose the Right Employee Write-Up Form: Templates for Common Workplace Write-Ups
Employee write-up forms are essential for communicating and recording employee workplace violations. In this article, we’ve provided write-up form templates that can be used for some of the most common workplace write-ups.
Below, you’ll find a general attendance, no call no show, and tardiness write-up form.
Employee Write-Up Template
This general employee write-up form includes all of the required fields for communicating and recording write-ups. It provides space for recording employee information, violation details, disciplinary actions, and more.
View this sample employee write-up form or customize and print your copy. Available in Word and Google Docs.
Attendance Write Up
This write-up sample was designed specifically for employee attendance violations. It includes space for recording details of the attendance violation, actions to be taken, plans for improvement, and employee and supervisor signatures.
Download your attendance write-up template. Available in Word and Google Docs.
No Call No Show Write Up
This write-up form can be used when employees do not show up to work without notice. It includes space for recording no call no show details, disciplinary actions, improvement plans, and more.
Download this sample no call no show write-up form, or customize and print your copy. Available in Word and Google Docs.
Tardiness Write Up
This tardiness write-up template can be used when employees do not show up to shifts on time. It includes all of the necessary fields for recording tardiness and lets you keep track of how many times employees have been late.
Download your tardiness write-up sample. Choose from Word or Google Docs.
Insubordination Write Up
This insubordination write-up form is best used for situations where employees refuse to follow supervisor's directions. Here, you can log all of the details of an employee's behavior and create a plan to improve it.
Download your insubordination write-up template here. Available in Word and Google docs.
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Try For FreeEverything You Need To Know About Employee Write-Ups
What is a write-up?
Employee write-up forms are documents that employers use to record employee behavioral or performance issues. Typically, these forms are used to keep track of how many times an employee violated the terms of their employment or caused a disturbance in the workplace.
By recording this information, managers can assess an employee’s overall performance and determine whether or not further disciplinary action is necessary. While no one wants to discipline an employee, it’s best to be prepared with an effective write-up method if needed. In doing so, you’ll be able to communicate the issue at hand and decrease the likelihood of the problem recurring.
How to write up an employee
There are a few methods employers can choose from for employee write-ups. For example, they may select manual forms like the ones we’ve provided here or digital write-ups.
Here’s a brief comparison of manual and digital write-ups:
Manual write-up forms: Manual write-up forms are standard in many workplaces. Much like the ones we’ve provided in this article, manual forms are to be printed and filled out by a manager or supervisor. They are then given to the employee to review and sign before being filed for future reference.
Although manual write-up forms are easy to access, they are easy to misplace. If these forms go missing, employers may not be able to legally pursue further disciplinary action if an employee repeats a violation.
Digital write-ups: Similar to manual write-up forms, digital ones let employers fill in all the details of a workplace violation. Further, they allow employers to store and access previous write-ups easily. This can help management make better-informed decisions when choosing which disciplinary action to take and help avoid legal issues.
Digital write-ups can be completed and stored through employee management apps like Workyard. Rather than printing and filing documents, employers can simply enter the reason for the write-up and have employees sign it directly through the platform.
How to write up an employee for being late
Employee tardiness can negatively impact many parts of a business. Oftentimes it can lead to other employees having to stay late and go into overtime, delay project completion, and more.
To ensure employees are aware of the seriousness of tardiness violation(s), employers must communicate clearly when an incident occurs. One of the most effective ways of doing so is by providing a formal tardiness write-up.
Write-ups for tardiness should include:
Employee information: First and last name, employee ID, supervisor/manager’s name, date of write-up.
Write-Up Details: A description of what a tardiness violation entails, the date and time of the violation and the number of warnings given for tardiness.
Description of Tardiness Violation(s): An account of the tardiness violation and any supporting evidence of prior violations that led to the chosen disciplinary action.
Action to be taken: The disciplinary action to be given to the employee. Common actions include a warning, probation, or suspension.
Plan for Improvement: A brief plan employees must follow to ensure
Signatures: The signatures of the employee being written up, and the manager or supervisor who issued the write-up.
How to write up an employee for poor performance
If an employee hasn’t been meeting expectations, it’s essential that they are made aware of the situation. Doing so can help them know which areas need improvement so that they can make the necessary adjustments to their work.
By providing a write-up form, employers can let their employees know that their performance requires urgent improvement. Write-ups for poor performance should include the employee’s name and information, details of where their work is lacking, the disciplinary action to be taken, a plan for improvement, and a space for their signature.
How to write up an employee for bad attitude
Perhaps one of the most difficult things to have to write an employee up for is poor attitude. No one wants to hear that their attitude is negatively impacting the workplace. However, leaving the problem unaddressed will only lead to further conflict.
When writing an employee up for having a bad attitude in the workplace, employers should include for following information in their write-up:
- Identification of behavioral issues
- Examples of times or situations where their attitude negatively affected others in the workplace
- Action(s) to be taken whether disciplinary or another intervention such as counseling that may lead to an improved attitude
- Expectations for how the employee should conduct themselves at work moving forward
How to write up an employee for insubordination
If an employee has a history of insubordinate behavior, employers will likely need to issue a formal write-up. Refusal to obey a manager’s or supervisor’s reasonable requests and directions can lead to hazards in the workplace and cause unnecessary conflicts.
Insubordination write-ups should include the employee’s name and information, details of when and where the behavior took place, the disciplinary action to be taken, a plan for improvement, and a space for their signature.
By having an employee sign and acknowledge a formal write-up, employers will have a record of what took place to reference if the behavior continues.
How many write-ups before termination?
The number of write-ups an employee receives before termination will depend on several factors. Employers must take into account the seriousness of an employee’s violation(s), how long an employee has been with the company, and their policies for terminating employment.
Generally, workers in the U.S. can be fired without notice. This means that if an employee has committed a serious violation even just once, they can be terminated on the spot. That being said, certain states have their own rules when it comes to providing notice.
If your state does not require notice before termination, it’s still good practice to utilize employee write-up forms. By doing so, you can let employees know how many “strikes” they have before termination if they violate the terms of their employment. Today, many businesses choose to issue three formal write-ups before letting an employee go.
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