Employee Write Up Form FAQs
1) Why is it important to have an employee write-up form?
It’s extremely important to use an employee write-up form because it helps provide documentation of employee conduct issues and subsequent disciplinary actions. The employee write-up form allows employers to record all details and interactions between the employee and the employer, ensuring factual evidence is available in case of future disputes or legal issues. With a thorough write-up, employers can demonstrate that they did their due diligence to communicate concerns or fulfill duties related to an employee’s transgressions.
Employee write-ups also encourage fair, standardized treatment of employees with documented expectations, feedback, communication policies, and repercussions. In this way, they give employees a better chance of improving when they make a misstep, and they capture useful information for an employer to reference in the future.
2) When should an employee write-up form be used?
While the exact circumstances for using an employee write-up form will vary depending on an organization’s procedures, an employer should typically use the form in cases of conduct and policy violations, performance issues, or safety concerns. Employee write-up forms allow you to record the details of an incident or poor performance, explain disciplinary actions, identify areas for improvement, address safety concerns, and much more.
3) Who typically fills out an employee write-up form?
Typically, a direct manager or HR representative will fill out an employee write-up form. While write-ups are typically based on a collaborative effort between HR and management, occasionally a person who was directly involved as a third party to the incident or who had firsthand knowledge of the events will fill out the form themselves, or someone from HR may interview them to document the incident. It’s also sometimes possible for HR to provide the subject of the write-up an opportunity to share their perspective.
4) What information should be included in an employee write-up form?
The employee write-up form should first include identifying information about the employee: name, ID number (if applicable), department, etc. Next, it should list information about the incident or concern, including when it occurred, the type of warning management gave, the location of the incident, and more. There should be space for a write-up of additional details like the string of events, as well as any further plans for action. You can also list past disciplinary actions and future consequences should transgressions continue. Finally, make sure to provide information about the person filling out the form, like their name, date, department, and signature.
5) How should the incidents be described on the employee write-up form?
You should describe the incidents exactly as they occurred. If someone determines that the employee write-up form contains embellished, unclear, or misleading information about an incident, the employer could end up in legal trouble. Make sure to interview every individual who was involved so you can get a clear picture of events and provide a factual report.
6) Can an employee provide their own written response to the employee write-up form?
This depends on the employer’s policies and procedures as well as local employment laws. In some cases, an employer may ask the employee for their own perspective and response to include in the employee write-up form. In other cases, this may be a separate form altogether. Typically the employee will have the opportunity to explain and defend themselves in the face of disciplinary action.
7) What actions can be taken based on the information provided on an employee write-up form?
The actions that an employer can take based on the information in an employee write-up form will vary by company and location. Occasionally, employee write-up forms can be the basis for immediate suspension or termination. At other times, the forms will need to go to HR for different levels of evaluation. Employers may give the employee a warning, a mark on their record, or a demotion.
8) Can an employee write-up form be challenged or appealed by the employee?
Usually, an employee can challenge or appeal the information contained in the write-up form. If an employee contests the events or circumstances of the write-up, they usually have an opportunity to review company policies and grievance procedures and request additional internal investigations and reviews. In some cases, the employee may even be able to present their case at a meeting or hearing to share their side of the story. If the internal grievance against them holds firm, they may also have the option to appeal the matter again, which would then involve upper management, a third-party mediator, or legal counsel.
