Employee Write Up Examples

Understanding the Employee Write-Up Process

The employee write-up process is a formal procedure used by managers and human resources professionals to document performance issues, behavioral problems, or policy violations in the workplace. It serves as a tool for communication between an employer and an employee, providing clear feedback and setting expectations for future conduct or performance. The write-up typically outlines the issue, the expected change, and the consequences of failing to improve.

When to Use an Employee Write-Up

Employee write-ups are not the first step in addressing issues. They usually follow verbal warnings and are part of a progressive discipline policy. Situations that may warrant a write-up include:

• Repeated tardiness or absenteeism
• Failure to meet performance standards
• Violation of company policies
• Insubordination or disrespectful behavior
• Safety violations
• Misuse of company property

Key Components of an Effective Write-Up

An effective employee write-up should include the following elements:

• Date of the write-up and the incident
• Employee’s name and position
• Specific description of the issue or behavior
• Reference to previous warnings or discussions
• Explanation of the impact on the team or company
• Clear expectations for improvement
• Consequences of failing to improve
• Employee’s acknowledgment with a signature

Employee Write-Up Examples

To illustrate how to craft an effective employee write-up, let’s explore some examples that address different types of workplace issues.

Example 1: Tardiness

Date: April 15, 2023
Employee: John Doe, Customer Service Representative
Issue: Tardiness
Details: John, this is to document that you have been late to work on five occasions in the past month without prior notification or acceptable reason. Your tardiness has disrupted the team’s workflow and has resulted in a delay in customer service at the start of the day.
Previous Warnings: Verbal warning on March 20, 2023, and written warning on April 1, 2023.
Expectations: Employees are expected to be at their workstation ready to work at the start of their scheduled shift. You are required to arrive on time for your shifts moving forward.
Consequences: Further incidents of tardiness may result in additional disciplinary action, up to and including termination.
Employee Acknowledgment: _________________________ (Signature)

Example 2: Performance Issues

Date: April 15, 2023
Employee: Jane Smith, Sales Associate
Issue: Performance Below Standards
Details: Jane, this write-up is to address the consistent shortfall in your monthly sales targets over the past quarter. Your performance has been 20% below the team average, which affects our department’s overall results.
Previous Warnings: Coaching session on February 10, 2023, and performance improvement plan initiated on March 5, 2023.
Expectations: You are expected to meet or exceed the monthly sales target of $50,000. We will provide additional training and support to assist you in achieving these goals.
Consequences: Failure to meet the specified performance targets within the next 60 days may result in further disciplinary action.
Employee Acknowledgment: _________________________ (Signature)

Example 3: Policy Violation

Date: April 15, 2023
Employee: Michael Brown, IT Specialist
Issue: Violation of Company Internet Policy
Details: Michael, you have been observed using company internet resources for personal use during work hours, which is a violation of our company policy. This behavior has been noted on several occasions and was previously addressed verbally.
Previous Warnings: Verbal warning on March 25, 2023.
Expectations: Company resources are to be used for business purposes only during work hours. Immediate cessation of personal use is required.
Consequences: Continued violation of this policy may result in disciplinary action, including possible termination.
Employee Acknowledgment: _________________________ (Signature)

Example 4: Insubordination

Date: April 15, 2023
Employee: Emily Johnson, Marketing Coordinator
Issue: Insubordination
Details: Emily, this write-up is being issued due to your refusal to comply with a direct request from your supervisor to complete a project deadline. Your actions have caused a delay in the campaign launch and have affected team morale.
Previous Warnings: None
Expectations: All employees are expected to follow reasonable instructions from their supervisors. You are required to complete assigned tasks in a timely and cooperative manner.
Consequences: Further acts of insubordination may lead to more severe disciplinary actions.
Employee Acknowledgment: _________________________ (Signature)

Best Practices for Writing Employee Write-Ups

To ensure that employee write-ups are effective and legally sound, consider the following best practices:

• Be specific and factual in describing the issue.
• Focus on behaviors and results, not personal attributes.
• Include any relevant documentation or evidence.
• Be consistent in applying policies to all employees.
• Allow the employee to provide their perspective.
• Review the write-up with the employee in person.
• Keep the write-up confidential and store it securely.

Legal Considerations and Fairness

When documenting employee issues, it’s crucial to consider legal implications. Write-ups should be non-discriminatory and comply with employment laws. They should also be applied consistently across the organization to ensure fairness. Always consult with human resources or legal counsel when in doubt.

FAQ Section

What should I do if an employee refuses to sign a write-up?

If an employee refuses to sign a write-up, note their refusal on the document and have a witness sign to confirm the employee’s receipt of the write-up. The lack of a signature does not invalidate the document.

How long should I keep an employee write-up on file?

The retention period for employee write-ups varies by company policy and legal requirements. Typically, they are kept for several years. Consult your HR department for specific guidelines.

Can an employee write-up lead to immediate termination?

Immediate termination may occur if the issue is severe, such as theft, violence, or gross misconduct. However, most companies follow a progressive discipline policy where termination is a last resort.

Should I give an employee a chance to improve before writing them up?

Yes, it’s generally best practice to provide feedback and an opportunity to improve before resorting to a formal write-up, unless the behavior or issue is severe.

References

For further reading and to ensure that your employee write-ups are legally compliant and effective, consider the following resources:

• The Society for Human Resource Management (SHRM) – www.shrm.org
• The U.S. Equal Employment Opportunity Commission (EEOC) – www.eeoc.gov
• The National Labor Relations Board (NLRB) – www.nlrb.gov
• Employment Law Handbook – www.employmentlawhandbook.com

By staying informed and following these guidelines, you can navigate the employee write-up process with confidence and integrity.