Employee write-up form

When performance or conduct issues arise, having a clear and consistent process to document and address them is essential.

This employee write-up form helps you handle those situations with professionalism and fairness, ensuring every conversation is documented, expectations are clear, and employees have a fair opportunity to improve.

Use this editable form to guide performance discussions, keep records aligned with your HR policies, and protect your organization by maintaining proper documentation.

What is an employee write-up form?

An employee write-up form is a formal document used to record instances of misconduct, policy violations, or ongoing performance issues.

More than just a disciplinary tool, it’s a structured way to ensure accountability, transparency, and improvement.

This template walks you through each step of the process, from outlining the issue and referencing company policies to setting goals for corrective action and documenting follow-up.

It helps you maintain consistency across teams and ensures every employee receives a fair and clear explanation of what’s expected next.

Who's it for?

This template is designed for HR professionals, managers, and people leaders like you, those responsible for maintaining performance standards and fostering accountability across the organization.

It ensures your documentation aligns with company policy and employment law while keeping the process human and constructive.

How to use the template

1. Document the issue: Start by recording the employee’s details and a clear, factual description of the incident or performance concern.
2. Reference company policies: Identify which policy or expectation wasn’t met, so the conversation stays objective and policy-based.
3. Outline corrective actions: Use the built-in sections to define goals, expected improvements, and the support that will be provided.
4. Set timelines and accountability: Add review dates, follow-up checkpoints, and space for manager and employee signatures to confirm discussion and understanding.
5. Follow up and record progress: Use the final notes section to document outcomes, progress, or any further actions after the review date.

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Employee write-up form

Employee write-up form NB: This employee write-up form is provided as a sample framework only. The structure, examples, and language included are illustrative and must be customized to reflect your organization’s specific policies, disciplinary procedures, and legal requirements. Before use, re…

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