In any workplace, maintaining discipline and accountability among employees is crucial for fostering a productive and professional environment. Employee write-up forms serve as tools for documenting disciplinary actions and addressing critical behavior or performance issues that may arise. Whether you're a manager, HR professional, or business owner, having a well-designed employee write-up form can facilitate your disciplinary process and ensure consistency in handling employee issues. In this article, we'll explore the specifics of employee write-up forms, how to write an employee write-up form, and offer a free template for employee write-up in PDF format to help you get started.

What is an employee write-up form?

An employee write-up form, also known as an employee discipline form or warning notice, is a document used by employers to record instances of employee misconduct, performance issues, or policy violations. These forms provide a formal record of disciplinary actions taken against employees.

How to write an employee write-up form

Crafting an effective employee write-up form requires attention to detail and clarity. Here's a step-by-step guide on how to create one:

  1. Title and identification: Begin by clearly labeling the form as an "Employee Write-Up Form" and include fields for the employee's name, position, and department.
  2. Description of incident: Provide space for detailing the specifics of the incident, including the date, time, location, and a brief description of the behavior or performance issue.
  3. Violation(s) and policy reference: Clearly outline the company policies or rules violated and reference any relevant sections of the employee handbook or code of conduct.
  4. Witness statements (if applicable): If there were witnesses to the incident, provide space for them to provide statements or observations.
  5. Employee response: Offer the employee an opportunity to provide their perspective on the incident and any mitigating factors they believe should be considered.
  6. Action taken: Specify the disciplinary action or consequences resulting from the incident, such as a verbal warning, written warning, suspension, or termination.
  7. Signatures: Include spaces for the employee, the manager or supervisor issuing the write-up, and any witnesses to sign and date the form, acknowledging receipt and understanding of its contents.

How to create employee write-up forms from scratch

You can download the provided template and fill it with the incident details. Consider using apps like PDF Expert to complete forms on your Mac, iPhone, or iPad. 

PDF Expert also provides tools for editing PDFs, such as removing text, erasing sensitive information, and adding images, signatures, and other necessary information. 

The template can also be used as a reference for creating your company’s employee write-up form template. To save time on writing, you can create a new Google Doc with the fields and information you would like to include, format the text, and then save the document as a PDF file. This way, the file will look the same when you share it with others.

Free employee write-up form template PDF

To assist you in creating your employee write-up forms, we've provided a free template in PDF format. 

* The templates here are provided for reference only and you should always talk to a professional for all legal matters.

** It is advisable to consult with an attorney or legal professional to ensure that your document complies with all applicable laws and regulations in your jurisdiction.

Employee write-up forms document workplace violations or incidents. By formally logging instances of misconduct or performance issues, employers can ensure fair and consistent treatment of employees while also protecting the interests of the organization. Download the provided employee write-up form template or follow the guidelines outlined in this article to create effective employee write-up forms that facilitate clear communication, accountability, and resolution of workplace issues. 

PDF Expert

You can edit the PDF using PDF Expert, the best PDF Editor app for Mac. With PDF Expert, you can change text and add your own details to adjust the template to your needs.