Types of Employee Write-Up Forms
Choose an employee write-up form based on the issue and how serious it is. Some forms cover performance problems, attitude issues, or policy violations. Others document complaints, discipline, demotions, or termination. Browse Legal Templates forms below to choose the one that fits your situation.
Warn employees for infractions, whether they're repeated, first-time, major, or minor
Employee Warning Notice
Detail training or other disciplinary actions to correct behavior
Employee Disciplinary Action Form
Issue a reprimand to an employee who violates company policies
Employee Reprimand Form
Mandate employee counseling and detail corrective action plans
Employee Counseling Form
Demote an employee for poor performance, bad attendance, or another reason
Demotion Letter
Terminate an employee due to serious or repeated issues
Employment Termination Letter
Allow employees to use this form to bring internal issues to HR
Employee Complaint Form
What Is an Employee Write-Up Form?
An employee write-up form puts a workplace issue on record. Employers may use a write-up form for employees to document misconduct, a policy violation, or a performance problem.
It explains what happened, which rule or expectation applies, and what needs to change. It can also explain what happens next if the issue continues. Depending on the situation, you may need a warning notice, disciplinary action form, counseling form, or another related document to record the issue properly.
For broader performance concerns, an employee evaluation form can help document an employee’s overall work and progress.
How to Write a Write-Up for an Employee
A good employee write-up is clear, specific, and fair. It explains what happened, what needs to change, and what you discussed with the employee. Follow these steps to document the issue properly.
1. Match the Form to the Situation
A write-up may work well for a policy violation or performance concern. If the issue is less serious, a counseling form or warning notice may be a better fit. If it’s more serious, you may need a demotion or termination letter.
If you need to record a specific incident that involved multiple parties, use an incident report instead.
2. State What Happened
Document the issue clearly, especially when it involves workplace misconduct or a policy violation. Include the key facts, such as what happened, when it happened, and which rule or expectation applies.
A write-up is stronger when it points back to clear workplace rules. A company policy or employee handbook can help you set those expectations ahead of time.
3. Explain What Needs to Change
Vague feedback is hard to act on. Use the write-up to explain the specific change you expect and how the employee can meet that standard. For example, instead of saying the employee needs to “be more punctual,” say they should arrive by their scheduled start time for every shift over the next 30 days.
4. Meet With the Employee
After drafting the write-up, meet with the employee privately to discuss the issue, the workplace rule or expectation involved, and what needs to change. Walk through the form with them so they understand what you recorded and why. Give the employee a chance to respond, ask questions, or share their side. Then briefly summarize the conversation in the write-up so there’s a clear record of what was discussed.
Before audio or video recording the meeting, check your state’s consent laws. Some states require everyone in the conversation to agree before you record.
5. Confirm the Employee Received the Write-Up
Ask the employee to sign the write-up form so there’s a clear record that they received it. Their signature acknowledges receipt and the expectations going forward. It doesn’t necessarily mean they agree with every detail, including your version of what happened.
Does an Employee Have to Sign a Write-Up?
An employee can refuse to sign a write-up. If they don’t sign it, you can document their decision and store the write-up in their employee file. This way, there’s still a clear record that the conversation took place.
6. Keep the Write-Up With Your Records
Store the completed write-up with your workplace records. It helps you track whether the issue improves and gives you something to reference if the problem continues. It can also help if the employee asks to review their file or if you need to explain the decision later. A clear record shows what happened, what was discussed, and how you handled it.
Keep the write-up fair, specific, and focused on the issue at hand. Avoid basing it on protected traits or protected activity, and retain disciplinary records as required by law. If an EEOC discrimination charge is filed, keep relevant records until the charge is resolved.
Can Employees Access Their Write-Up Forms?
Employee write-ups may stay in a personnel file as part of an employer’s disciplinary records. Whether an employee can review a write-up depends on state law. Some states let employees request access to their personnel files, which may include employee write-up forms. The table below shows which states have access laws employers should know before storing or sharing write-up records.
State
Can Employees Access Their Personnel Files?
Law
Alaska
Yes. Current and former employees can inspect and copy their personnel files. Employers may charge a reasonable copying fee.
AK Stat § 23.10.430
California
Yes. Current and former employees can inspect and receive copies of personnel records related to performance or grievances, provided that the business employs at least four people. Employers generally have 30 days to respond.
CA Labor Code § 1198.5
Colorado
Yes. Current employees can inspect and copy their personnel files at least once a year. Former employees can inspect their file once after leaving.
CO Rev Stat § 8-2-129
Connecticut*
Yes. Current employees can inspect and copy their personnel files within 7 business days. Former employees can do so within 10 business days if they request access within 1 year after leaving.
CT Gen Stat § 31-128b
Delaware
Yes. Covered employees can inspect personnel files used for employment, pay, termination, or discipline decisions. Employers may limit access to once per calendar year unless there's reasonable cause.
19 DE Code § 732
* Employers must give employees a copy of any disciplinary action within one business day after issuing it.
** Employers must notify employees within 10 days when they add negative information to a personnel record.
These laws can affect more than whether an employee can see a write-up. They may also shape how quickly employers need to respond, whether they must provide copies, and what notice rules apply after adding disciplinary records. Check your state’s requirements before storing, sharing, or responding to a request for an employee write-up form.
Sample Employee Write-up Form
View the sample employee write-up form below to see how the document records the issue, the workplace rule involved, and the expected next steps. Then customize the employee write-up form template and download it in Word or PDF.
