Employee Write-Up Form
Records a performance or conduct concern, what must change, and by when.
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| Employee | [employee name] |
| Employee ID | [employee id] |
| Position | [position] |
| Level | Written warning |
| Date | October 14, 2026 |
1. What happened
[describe what happened, with dates]
4. What must change
[what you expect from here]
If the concern is not resolved, the likely consequence is [consequence].
5. Employee comments
| Employee signature | _______________________ Date: __________ |
| Issued by | [manager name] |
| Manager signature | _______________________ Date: __________ |
What is an Employee Write-Up Form?
A write-up form records a performance or conduct concern in writing: what happened, what standard was missed, what has to change, and by when. It is the document that turns a difficult conversation into something a manager can follow up and, if it ever comes to it, defend.
The purpose is correction, not punishment. A write-up that only describes what went wrong leaves the employee with nothing to act on. The section that matters most is what good looks like from here, written specifically enough that both people would agree in a month's time whether it happened.
Facts, not characterisations. 'Arrived after shift start on 3, 5 and 11 September without notifying the shift lead' is a fact that can be checked. 'Has a poor attitude to timekeeping' is a conclusion, and it is the kind of line that falls apart at a tribunal or in an unfair-dismissal claim.
Progressive discipline — a verbal note, then a written warning, then a final warning — is the pattern most organisations follow, and skipping a step is one of the more common ways a later dismissal is found unfair. Follow your own policy, because your policy is the standard you will be judged against.
What to put in an Employee Write-Up Form
These are the details this template asks for. Anything left blank is marked in red on the preview so you can see what is still missing.
| Field | What goes in it |
|---|---|
| Issuing organisation | For example: Maple Grove Homeowners Association |
| Organisation address | For example: 1420 Kinnear Road, Columbus, OH 43212 |
| Issued to (full name) | For example: James Whitfield |
| Employee code optional | For example: EMP-20418 |
| Designation | For example: Senior Assistant |
| Department optional | For example: Operations |
| Level | For example: Written warning |
| What happened | For example: Arrived after the shift start time on 3, 5 and 11 September without notifying the shift… |
| Policy or standard concerned optional | For example: Attendance policy, section 4 — notify your shift lead at least one hour before start time. |
| Previous discussions optional | One per line |
| What must change | One per line |
| If it continues | For example: Further disciplinary action, up to and including termination of employment. |
| Signatory name optional | For example: K. Srinivasa Rao |
| Signatory designation optional | For example: Honorary Secretary |
How to write an Employee Write-Up Form
Record the facts with dates
What happened, when, and how you know. Take dates from records rather than memory, and keep it to what you could evidence.
Name the standard that was missed
The policy, the procedure, or the expectation that was set. A concern with no standard behind it is an opinion, and it is very hard to act on.
Note what was discussed before
Earlier conversations, with dates. This is what shows a pattern was addressed rather than saved up, and it is what makes the level of the warning defensible.
Write what must change, specifically
Observable actions, not attitudes. Add a review date so there is a point at which the matter is either closed or escalated.
Let the employee respond, then both sign
Leave a section for their comments and let them write in it. Signing records that they received the form, not that they agree, and the form should say so.
Common mistakes
- Writing conclusions about character instead of describing behaviour.
- Skipping steps in your own disciplinary policy.
- No review date, so the matter neither resolves nor escalates.
- No space for the employee's own account, which makes the record one-sided.
- Raising several months of accumulated concerns in one document, with no earlier record of any of them.
Frequently asked questions
Does an employee have to sign a write-up?
They should be asked to sign to confirm they received it. If they decline, note the refusal and the date on the form — a refusal to sign is not a refusal to be bound by the process.
What if the employee disagrees with the write-up?
Record their account in the comments section in their own words. Most policies also give a right of appeal — say what it is and how to use it.
How long does a warning stay on file?
Your policy should set a period, commonly six to twelve months for a written warning. Say the period on the form so everyone knows when it lapses.
Can a write-up lead to dismissal?
It can be a step towards it if the concern is not resolved, which is why the form should state the likely consequence. Dismissal itself is a separate process with its own requirements.
Should HR be involved?
Usually yes, at least to review the wording and confirm it follows the policy. Consistency between managers is what makes a disciplinary process hold up.
This page explains general practice and is not legal advice. Requirements differ between countries and, in some cases, between states — check what applies where the document will be used.