In the realm of human resources and personnel management, effectively addressing employee conduct or performance issues requires clarity, consistency, and documentation. In instances of misconduct or substandard performance within the workplace, an essential tool is the Employee Write Up Form.
What is an Employee Write Up?
Employee write ups are formal documents written HR professionals recording an employees job performance. These documents can go by many names, including but not limited to a disciplinary action form, warning notice. These are typically written in the case of poor performance, and are to be saved to the employee’s records. They can be used to track an employee’s behavior over time and any progressive discipline. They can also be helpful in the case of a future reference. These forms typically come before any kind of termination letter, and are not the same ting as a performance review, which is done on a regular basis.
Why should you use an employee write-up form?
1. Documentation: Utilizing an employee write-up form ensures clear documentation of incidents or performance issues, providing a written record for both the employer and employee.
2. Legal Protection: By documenting infractions or misconduct, employers can mitigate potential legal risks and demonstrate adherence to company policies and procedures. Ensure they do not later get charged with wrongful termination or unfair treatment.
3. Consistency: Standardizing the disciplinary process with an employee write-up form ensures fairness and consistency in addressing similar incidents across the organization.
4. Communication: The form serves as a tool for effective communication, clearly outlining expectations, consequences, and opportunities for improvement.
5. Record-Keeping: Maintaining written records through employee write-up forms facilitates tracking of patterns or trends in behavior or performance over time.
When to use an employee disciplinary action form
There are many incidents in which it may be appropriate to write up an employee, these include, but are not limited to:
- Repeated tardiness
- Employee misconduct: behavioral issues misbecoming of an employee, anything going against the employee handbook
- Poor employee performance
How do I write an employee warning notice?
When drafting an employee write-up form, begin by gathering pertinent details such as the employee’s name, contact information, and any relevant policies or regulations. Clearly outline the incident or behavior in question, referencing specific rules or expectations violated. Provide space for the employee to respond and indicate an understanding of the consequences outlined. Finally, ensure both parties sign and date the form for acknowledgment and record-keeping purposes. It is important for Human Resources (HR) to include the following information:
Employee Information
The form must capture essential employee details such as name, position, department, contact details, and relevant identifiers such as employee ID number. This ensures clarity and accuracy in identifying the individual under review.
Description of the Issue
An employee write-up must concisely, but thoroughly describe the incident, behavior, or performance issue at hand, including the date, time, location, and specific actions or behaviors observed.
Policy Violations and Previous Warnings
Reference specific company policies or rules violated along with any previous verbal warnings or written warnings issued to the employee. This establishes a pattern of behavior and underscores the seriousness of the issue.
Witness Statements and Supporting Evidence
In cases where witnesses observed the incident, their statements may be included to corroborate the account and provide additional context. Supporting evidence such as attendance records or performance metrics can also strengthen the case.
Employee Response and Improvement Plan
Employee write-up forms should allow the employee an opportunity to respond to the allegations and propose a plan for improvement. This section is there to foster open communication and encourage accountability on the part of the employee.
Signatures and Follow-Up
Ensure both the employee and the supervisor or HR representative sign and date the form to acknowledge receipt and understanding of its contents. This also signifies a commitment to follow up on the agreed-upon actions.
Employee Write-Up Form Template
Below is a free template that HR can use for their formal write up.
Employee Information:
– Name: [Employee Name]
– Job Title: [Employee Position]
– Department: [Department Name]
– Employee ID: [Employee ID Number]
– Contact Information:
– Phone Number: [Employee Phone Number]
– Mailing Address: [Employee Mailing Address]
– Email Address: [Employee Email Address]
Incident Details:
– Date of Incident: [Date]
– Time of Incident: [Time]
– Location: [Location of Incident]
– Description of Incident: [Brief description of the incident, including specific actions or behaviors observed]
Policy Violations:
– Company Policy/Rule Violated: [Specify the policy or rule violated during the incident]
Witness Statements:
– [If applicable, provide space for witness statements or corroborating evidence]
Employee Response:
– [Allow the employee to provide their perspective on the incident, including any mitigating circumstances or explanations]
Action Plan:
– Consequences/Disciplinary Action:
– [Specify the consequences or corrective actions to be taken, including any disciplinary measures or performance improvement plans]
Signatures and Dates:
– Employee Signature: ___________________ Date: ____________
– HR/Supervisor Signature: _______________ Date: ____________
Note: By signing below, I acknowledge that I have read and understand the contents of this Employee Write Up Form.
Employee’s Comments (if any):
[Employee’s comments or additional information]
Supervisor/HR Comments (if any):
[Supervisor or HR representative’s comments or additional information]
This form is to be retained in the employee’s personnel file for documentation purposes.