Employee Write-Up Form

A free employee write-up form for US small businesses. Use it to document a verbal warning, a written warning or a final warning in a way that is clear to the employee and stands up later. It records the facts, the rule that was missed, a plan with dates, the employee’s side, and the signatures.

What you get

A Word file to fill in on screen, and a five-page PDF sized for US Letter paper:

• Pages 1–2: the blank write-up form to print and fill in.
• Pages 3–4: the same form completed for a fictional restaurant, so you can see what good answers look like.
• Page 5: step-by-step notes, a retaliation check and record-keeping rules, with links to the sources.

Page one records the employee and supervisor, the date of the write-up and of the issue, and the warning level (documented verbal, written, final or suspension). It also covers the type of issue, a ruled box for what happened, and a table of earlier conversations. Page two holds the expectation that was missed, an improvement plan table (what must change, the support you’ll give, check-in dates and a deadline) and what happens if the issue continues. It ends with space for the employee’s comments, a note on what signing means, and lines for the employee, supervisor and a witness.

What a good write-up includes

• Facts, in order. Dates, times and what you saw or can show. “Clocked in at 3:31 p.m., per the time clock” holds up; “has a bad attitude” doesn’t.
• The rule that was missed, quoted from your handbook, job description or a written instruction.
• Earlier conversations. A write-up rarely comes from nowhere; record what was said before and when.
• A specific plan. What must change, what help you’ll give, and when you’ll check in.
• The consequence. Say plainly what happens if the issue continues.
• The employee’s side. Give them room to comment. It’s fairer, and it shows they were heard.

How to write up an employee

1. Talk to the employee early, and keep a note of the conversation. Most issues are fixed here.
2. If the problem continues, fill in the form before the meeting, using facts and records only.
3. Check that you’ve treated others who broke the same rule the same way.
4. Meet in private, ideally with a second manager present. Go through the form and listen.
5. Let the employee write their comments, then ask them to sign to confirm receipt.
6. Give them a copy, file the original, and put the check-in dates in your calendar.
7. If things don’t improve, the next step might be a performance improvement plan or a final warning. Follow your own policy.

Completed example

The example in the download is a written warning for a line cook at a fictional restaurant who arrived late on three Mondays without calling ahead. It quotes the handbook’s attendance rule and records an earlier verbal conversation. The plan moves the Monday start time at the employee’s request, with weekly check-ins, and names a final written warning as the next step. The employee’s comment and both signatures are filled in.

Verbal, written and final warnings

• Documented verbal warning: the first, informal step. You talk it through, then record that the conversation happened.
• Written warning: a formal record the employee signs. Use it when an issue repeats or is more serious.
• Final written warning: makes clear that the next step may be suspension or termination.

Serious misconduct, such as violence, theft or harassment, can justify skipping steps if your policy allows it. Write down that you did and why.

Before you write someone up

Pause and get advice first if the employee has recently complained about discrimination, harassment, pay or safety. The same goes if they’ve asked for an accommodation, taken or asked for protected leave, or filed a workers’ compensation claim. Discipline soon after any of these can look like retaliation, even when the reason is genuine. Employees also have the right to discuss pay and working conditions with each other (NLRB), so never write someone up for that.

Not sure if a write-up is the right move, or what your state requires? That’s what hrsupport.io is for: HR answers for your state, with the law behind every answer.