TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!


There are several issues that affect the co-workers of business owners. Employees may not be equally good at their job on all days. They can also have mood swings. Such behavior is acceptable, to some extent, occasionally. When such behavior is consistent, it counters the productivity of the business.

Employees may also suffer losses due to poor job performance. There may be many reasons for the employee’s poor performance, which is why it’s important to outline your expectations and consequences in a formal warning letter.

Usually, a company’s human resources department will have several employee management programs and tools that they can use to solve problems that might occur with their employees. Managers can use both spoken and written methods of communication, but when they specifically send communications to their employees in written form they are more effective.

Employers care greatly about the productivity of their employees. When an employee performs poorly, it can severely damage the overall efficiency of a company. Sadly, some employees are unable to improve, which forces employers to become formal, while using an employee write up template.

Employee write up forms are employee reprimands, employee discipline forms, and employee discipline notes. The companies that offer them may vary, but, in general, they’re still owned by the same company. These forms are usually written by the human resources department to alert problems with employee behavior.

Employee write up forms help managers and employers to convey the behavior changes they are expecting. It doesn’t just describe the poor job performance or unacceptable behavior. It also describes what will happen if it continues. Moreover, employee warnings are brought forward as the first resort. This letter is kept at the bottom of the company’s arsenal. Employees are first given verbal warnings only.

Employers can also benefit from employee write up templates, like the one available on our main website. Checklist of common job performance problems or disciplinary issues such as misusing company’s internet, taking excessive breaks, daily quota of calls, absenteeism, carelessness, bad performance, tardiness, breach of company policy, poor work quality etc.

You can download it on our main site. You can edit the details yourself and forward it to the employee.

Why Should You Use It?

As mentioned above, employers must give a verbal warning before a written warning. If employees need to be warned about their behavior multiple times, employers should consider sending out written warning letters to have them shape up.

Employers should make their employees recall the number of times they’ve previously given warnings and the consequences of previous warnings (if any). If you’re in a situation where you can and should write up an employee for poor performance, don’t forget to include any other relevant information.

When to Use It?

Employee write up forms can’t always be used. They’re only given out when things get serious. Managers should have a word with underachieving staff in person and give them a chance to explain themselves.

It is essential to talk to your employees about what you think about their performance or behavior, because they might not really know what you think. Therefore, it’s better to talk and to coordinate with one another. At times, it’s enough just to talk things over with your employees in order to get the best out of them.

There are many reasons why one should write an employee write up as every employee has different types of behavioral and performance problems. This is why an employee may get multiple written warnings for the problem. There are companies out there, which come up with multiple warnings while some employers use only one warning. It depends on you and your organization to make your choice.

Most employers write a warning letter to their employees due to absenteeism. Even though there are many other reasons for doing this, absenteeism is the most common one. There are some other common issues mentioned below which can make you write more of it.

  • Attendance
  • Excessive use of Electronic communication
  • Carelessness
  • Inappropriate dressing
  • Not giving quality or quantity in work
  • Not giving accuracy in work
  • Misconduct
  • Creating disturbance
  • Insubordination
  • Failure to follow instructions
  • Personal work during work hours
  • Poor performance
  • Failure to follow safety procedures


We’ve listed some reasons for writing a warning letter to an employee, but there are many more. There can be one reason for writing a warning letter to an employee, or there can be multiple ones. If you’re not financially stable enough or if you have too many personal issues, you should check the box in the employee write-up template and also give some explanation regarding it in the comments or notes section.

Verbal warnings are necessary if your employee consistently does not follow the rules set by the company. If you skip this step, it will be hard to prove that you gave your employee ample warning prior to terminating them.

Disciplinary Action Forms

How to Write Up Form To an Employee?

When delivering a write up form to an employee, there are six elements that you need to include. Here’s what they are.

Part 1: Mention the Employee’s Name and Date

You should not forget to put the employee’s name and the date of issuance, on the top of your form. This is important because it determines the name of the employee you are writing the form for. Make sure the name and date are legible. This section will make it obvious to your customers when they can expect to receive your writing.

Part 2: Highlighting the Purpose of Discipline

Employees write up forms may be one of the most important documents to keep on the employee, but it is also one of the most misunderstood. The reason for this can be traced back to the lack of details found in the comments or notes section. The employee may have received at least two or three verbal warnings before written warnings. The main reason behind mentioning this is that you can give a reference and prove that you did give warnings before firing an employee.

Part 3: Detailed About the Problem

You should mention the employee’s behavior or poor job performance or anything that is wrong with the employee. When you want to make a claim of bad or poor performance, you should be specific, using dates and quotes.

Your employee may be able to better understand your instructions if you are more specific. For instance, if an employee is disobedient to their boss, adding why they are being disobedient can make it sound more appealing. These specifications will provide more support for you if the employee files a legal action against you.

Part 4: Fix the Problem with a Deadline

One reason people write up an employee is to correct a problem. In addition to finding out when an employee will be able to solve a problem, you should also have a date in place until when the problem is still considered a priority.

Part 5: Provide a Date and Signature Section

An employee write-up is not the same thing as an official contract, but having both the employee and manager sign it can help prove that it’s genuine. It can be helpful to keep a paper trail when you have to fire someone or terminate them because they did not follow what they were told to do. Ideally, the situation would have been resolved, but it’s better to be signed on a date to avoid further issues.

Best Employee Write Up Form

Some Tips to Document Employee’s Discipline

It’s important to be careful when writing up about employees for disciplinary reasons. That’s because this could cause problems if an employee files a lawsuit against you. In order to write up an employee more efficiently, you should ensure that you follow the following tips.

Be Specific
The employee was late to work thrice in the past month, two of which happened on the same day. We have been unable to call him on time due to his late arrival. Instead of mentioning that the employee was late to work, you should mention the days and times that the employee was late.

Show Consistency
Don’t write up an employee for behavior that you haven’t previously addressed with other employees. When you don’t know what to do, look up similar problems that have been documented in the past.

Support it With Facts
Conversely, formal letters should also provide details about what happened, including who was involved and what policies were violated.

Explain the Consequences
The letter should be worded as strictly and severely as possible. For example, if you are writing to a tardy employee, you should tell them that their continued tardiness will lead to further disciplinary action. If they are tardy for work again, they will be fired from their job.

Response from Employees
There will be a chance for the employee to defend him/herself. Include a section for employees where they can speak their point of view about the issue.

Employee Write Up Form Example

Final Thought

Employee discipline and productivity is of paramount importance to companies. In some cases, employers must discipline their employees or fire them. To save yourself time and effort, simply download template forms from our main website and use them.


TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!