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Employee Write-Up Sample: A Guide to Documenting Performance and Behavior Issues

image of employee disciplinary action form

Employee write-up samples can be invaluable tools for managers and HR professionals when documenting employee performance and behavior issues. Clear and concise documentation is crucial in these situations, ensuring everyone is on the same page and providing evidence in a legal dispute. While every company may have different policies and procedures when it comes to employee write-ups, having a sample to refer to can be incredibly helpful. In this blog post, we’ll explore the importance of employee write-ups, what to include in one, and provide a sample for reference.

The Importance of Employee Write-Ups

A. Clear Record of Performance or behavior issues

 One of the most significant reasons for documenting performance or behavior issues is to maintain a clear record of the incident. A written account of the problem, the steps taken to address it, and any other relevant details are crucial for legal purposes or tracking the employee’s progress over time. If the issue is severe enough to require termination, a written record can help defend the company’s actions in court.

B. Communication of Expectations 

Employee write-ups are also an effective tool for communicating expectations to employees. Managers can communicate what is expected of the employee moving forward by documenting the issue and the steps the employee needs to take to address it. This provides the employee with a roadmap to follow and ensures that they understand the issue and the consequences of not addressing it. It also serves as a reminder to the manager or HR professional of what actions they should take if the problem persists.

C. Tool for Tracking Patterns 

Employee write-ups can also be used to track patterns over time. Managers and HR professionals can proactively identify and address any recurring issues by documenting all performance or behavior issues. For example, suppose multiple employees have the same issue. In that case, this can be a sign of a problem with the company’s policies or procedures that needs to be addressed. In addition, documenting these issues helps identify areas where additional training or support may be necessary for employees.

What to Include in an Employee Write-Up

A. Clearly Stating the Issue at Hand

The employee write-up should begin by clearly stating the issue at hand. This can be done by summarizing the incident or behavior that prompted the write-up. The write-up must be specific and factual to ensure clarity and communication about the issue.

B. Specific Examples of the Behavior or Performance Issue

Managers should provide specific examples of the behavior or performance issue in the write-up. This helps illustrate the point and provides the employee with a clear understanding of what they must address. Concrete examples can also help prevent the write-up from being perceived as subjective or unfair.

C. Action that Will be Taken in Response to the Issue

The employee write-up should clearly state what action will be taken in response to the issue. This can include disciplinary action, performance improvement plans, or other measures. But, again, it’s essential to be clear and specific about the consequences of not addressing the issue.

D. Explanation of What the Employee Needs to Do to Improve

In addition to stating what action will be taken in response to the issue, the employee write-up should also include an explanation of what the employee needs to do to improve. This can consist of specific steps the employee needs to take, goals to meet, or behaviors to change. Again, it’s essential to be clear and precise in this section to avoid confusion or misunderstandings.

E. Signed and Dated by Employee and Manager or HR Professional

Finally, the employee write-up should be signed and dated by the employee, manager, or HR professional. This confirms that the employee has received the write-up and understands its contents. It also serves as a record of the conversation regarding the issue.

Including these elements in an employee, write-up can help ensure it effectively addresses performance or behavior issues. Being transparent and specific about the problem, providing specific examples, stating what action will be taken, explaining what the employee needs to do to improve, and having both parties sign and date the write-up are all critical components. By including all necessary information in the write-up, managers, and HR professionals can help ensure that employees are aware of the issue, what they need to do to improve, and the consequences of not addressing the problem.

Employee Write-Up Sample

Having a sample employee write-up can be helpful for managers and HR professionals who are new to the process or need guidance on adequately structuring a write-up. Here’s an example of what an employee write-up might look like:

Employee Write-Up Form

Employee Write-Up Form
Employee Name:[Insert Name]
Date:[Insert Date]
Issue:[Insert description of the issue, including any specific examples]
Action Taken:[Insert description of the action that will be taken in response to the issue, such as disciplinary action or a performance improvement plan]
Expectations:[Insert explanation of what the employee needs to do to improve, including specific steps or goals]
Employee Signature:[Insert Employee Signature]
Date:[Insert Date]
Manager/HR Signature:[Insert Manager/HR Signature]
Date:[Insert Date]

It’s important to note that an employee write-up’s exact format and content may vary depending on the company’s policies and procedures. However, this sample provides a basic outline that managers and HR professionals can use as a starting point.

When using a sample employee write-up, it’s essential to customize it to the specific situation and employee being addressed. This may include adjusting the language used or providing additional context. It’s also necessary to ensure the write-up is objective, factual and includes specific examples of the issue being addressed.

Managers and HR professionals can use a sample employee write-up as a guide to ensure that their write-ups effectively address performance or behavior issues and comply with the company’s policies and procedures.

Conclusion

In conclusion, employee write-ups are critical for documenting performance or behavior issues. By using them consistently and effectively, managers and HR professionals can ensure they address issues appropriately and proactively. Maintaining a clear record, communicating expectations, and tracking patterns over time are all essential aspects of employee write-ups. Managers and HR professionals can ensure they document issues correctly and consistently by including all necessary information in the write-up and using a sample as a reference.

Suggested reading: 7 Warning Signs of a Toxic Employee


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