How to Write Up an Employee in 5 Steps
Writing up an employee is a formal disciplinary measure meant to document and address issues like going against company policy, consistently missing deadlines, or displaying poor performance. If telling off an employee is a verbal, short-lived exchange that leaves no trace, then writing up the employee is a notch more serious since it's a formal disciplinary move that starts with a written record of the misconduct.
You got it right: This can be taken as a severe, and thus delicate, action. So, what does it take to “write up” an employee? How do you approach this sensitive task while keeping the conversation productive? This blog will guide you through everything you need to know, like understanding what a write-up is and dealing with it. Along the way, we’ll provide tips, real-life examples, and even sample employee write-up forms to help you handle this responsibility with professionalism.
What Does It Mean to Write Up an Employee?
Writing up an employee means documenting workplace issues in a formal and structured way. It typically involves recording details about an incident or pattern of behavior that doesn’t align with company policies or expectations. This document is then shared with the employee. It creates a transparent written record of the issue and the steps the organization is taking to address it. Also, some companies might draw on accumulated write-ups to have grounds to legally terminate an employee's contract.
But still, a write-up isn’t meant to punish employees. It's actually considered a tool for accountability. When you write down an issue, you create an official record that can be referred to in the future—so that you make sure there’s no misunderstanding about the situation.
For example, if an employee frequently misses deadlines, a write-up would detail specific instances, explain how this impacts the team or project, and clarify what’s expected going forward. It might also outline support measures, like additional training or resources, to help the employee improve.
Ultimately, the goal is two-sided: to give employees a chance to correct their actions and to protect the organization by documenting its efforts to address workplace issues diplomatically and professionally.
When Should You Write Up an Employee?
Writing up an employee is a serious step that should be set aside for situations where informal discussions or warnings haven’t fixed the issue, or when the employee's behavior is significant enough to call for formal documentation.
Here are some common scenarios where a write-up might be worthwhile:
- Tardiness or absenteeism: Repeated lateness or unexcused absences that disrupt the workflow.
- Unprofessional behavior: Cases of inappropriate conduct, such as disrespect towards colleagues or disregard for workplace norms.
- Performance issues: Failure to meet deadlines, subpar work quality, or not matching job expectations despite previous feedback.
- Policy violations: Actions like ignoring safety protocols, handling employee data recklessly, breaching confidentiality, or using company resources inappropriately.
Minor, one-time mistakes or misunderstandings are often better addressed through a casual conversation or a verbal warning. The goal is to use write-ups for recurring problems or serious infractions where clear documentation is needed to promote fairness and accountability.
It’s also important, for employers and HR professionals, to make sure that all employee write-ups are conducted with legal compliance with the relevant labor laws to avoid any potential legal issues.
Steps to Write Up an Employee Professionally
Let’s now move on to the steps you should follow in order to carry out a write-up.
- Gather All the Facts
Before taking action, make sure you have a full understanding of the situation. Gather evidence, such as emails, project records, or reports from colleagues. If the issue involves interpersonal conflict, set up interviews to hear all perspectives.
This step puts off hasty decisions and guarantees that the write-up is based on verified facts, not assumptions. For instance, if an employee missed a deadline, find out whether they lacked necessary resources or if external factors led to the delay.
- Review Workplace Policies
Refer to your organization’s policies and employee handbook to make sure the write-up aligns with existing rules.
For example, if the issue involves excessive absenteeism, check the company’s attendance policy and cite the specific section in the write-up. This strengthens your case and also helps the employee understand how their actions conflict with the company’s expectations.
- Draft the Write-Up Document
When drafting the write-up, structure it clearly and concisely to avoid misunderstandings. Here’s a suggested format:
- Date and time of the incident: Include when the issue came up or was observed.
- Description of the issue: Provide factual details about what happened—avoid emotional or biased language.
- Employee response (if applicable): Summarize any explanations the employee gave during discussions about the issue.
- Expected changes or consequences: Clearly state what needs to change and what employee’s actions will follow if the behavior continues (e.g., additional training, probation, or further disciplinary process).
For example: "Last Tuesday, January 14, 2025, you failed to submit the project report by the agreed deadline. This caused delays in the project timeline and caused us to fail in our contract with our client. When asked, you explained that _________. Moving forward, all deadlines must be met as agreed. Failure to improve may result in disciplinary actions."
💡 That last phrase might be too harsh. But don't turn it into a euphemism. If you think it's unnecessary, just leave it out.
- Discuss the Write-Up With the Employee
The conversation should be direct but still professional. Start by explaining why the meeting is taking place and present the write-up in a clear and non-confrontational manner.
Example phrases to set the tone:
- “I want to discuss some concerns we’ve noticed and work together on a solution.”
- “This is an opportunity to clarify expectations and make sure we’re aligned moving forward.”
Encourage the employee to share their perspective and address any misunderstandings. Remember, this is a two-way conversation aimed at solving the issue in a positive way.
- Provide a Copy and Get an Acknowledgment
After discussing the write-up, provide the employee with a copy and ask them to sign it. Their signature doesn’t necessarily mean they agree with the content—it simply confirms that they received it. You can, of course, do this digitally and send it as an email. That's record-keeping kept simple.
Also, just receiving the email and opening it can count as an acknowledgment, so it's not necessary to make a stir about the signature.
After the meeting, the details of the write-up are added to the employee's personnel file for future reference and to track their progress.
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Tips for Writing an Effective Write-Up
Crafting an effective employee write-up takes a balance of clarity, professionalism, and fairness. Here are some key tips to keep in mind:
- Use Clear, Non-Judgmental Language
Stick to straightforward, neutral language that avoids assigning blame or expressing frustration.
For example, instead of writing “You’ve been lazy and careless with deadlines,” go for “You missed three deadlines in the past month, and this has had a negative toll on our productivity.”
- Focus on Facts, Not Emotions
Base the write-up on verified information, not personal feelings or assumptions. Include specifics such as dates, times, and examples of the behavior in question.
For instance, state: “On January 5th, you arrived 2 hours late without notifying your supervisor.” Never use vague or emotional statements like: “You’re always late, and it’s frustrating.”
- Keep It Concise but Detailed
While it’s important to be thorough, avoid overly long or complex explanations. Include only the necessary details to clearly describe the issue, expectations, and consequences.
For example, instead of a lengthy narrative, structure the document as:
- What happened: A brief summary of the issue.
- Why it matters: The impact on the team or company.
- What’s expected: Specific improvements needed.
2 Examples of Employee Write-Ups
To better understand how these tips come together, here are sample write-ups for two common scenarios—each one can also work as an employee write-up template:
Example 1: Attendance Issues
Example 2: Unprofessional Workplace Behavior
Common Mistakes to Avoid When Writing Up an Employee
Even with the best intentions, certain missteps can undermine the success of a write-up. Here are some common mistakes and how to avoid them:
- Being Vague About the Issue
A write-up should clearly outline the specific problem, including dates, times, and any relevant details. Vague statements like “You’re not meeting expectations” leave employees confused about what needs to change.
What to do instead: Be specific. For example, say: “On January 12 and January 15, you missed deadlines for submitting client reports. These mistakes caused delays in project completion.”
- Failing to Tie the Write-Up to Company Policies
Without referencing workplace policies, a write-up can come across as arbitrary or unfair. This weakens its impact and could also lead to arguments about its validity.
What to do instead: Clearly correlate the issue to the company’s policies or handbook. For example, write: “Your conduct on January 20 violated the company’s code of ethics, which states that all employees must treat colleagues with respect.”
- Not Allowing the Employee to Respond or Explain
A one-sided write-up may miss important context, like external factors contributing to the issue. Not giving the employee a chance to share their perspective can leave them feeling unheard or unfairly judged.
What to do instead: Engage in a two-way conversation. Document the employee’s response in the write-up, even if it doesn’t change the final outcome. For example: “You explained that the missed deadline was due to a lack of access to necessary resources.”
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How to Use Write-Ups to Improve Workplace Performance
A well-crafted write-up is a tool to encourage growth and set employees on the path to success. Here’s how you can use write-ups to drive positive change:
Frame Write-Ups as a Tool for Improvement
Shift the perspective from punishment to progress. Explain that the purpose of the write-up is to clarify expectations, give feedback, and help the employee make necessary improvements.
Example phrase: “This write-up is an opportunity to address challenges and make sure you have the tools and guidance to succeed.”
Follow Up With Actionable Support
A write-up is just the beginning. To allow them to actually improve, follow up with concrete steps related to the employee’s circumstances:
- Training opportunities: Offer specialized training sessions to help the employee build skills or better understand workplace policies.
- Mentorship or coaching: Pair the employee with a mentor or provide coaching to address specific performance areas.
If the employee refuses to accept help, then they'll be building a case on their poor engagement.
Pivot from Writing Up to Managing Talent with HR Tools
Writing up an employee can be a necessary but delicate process in maintaining a productive and professional workplace. If you approach the task with clear, objective language, referencing company policies, and engaging in a constructive conversation, write-ups can become an opportunity for growth, not just punishment.
Use write-ups to address significant or recurring issues so that they can offer employees a chance to improve while maintaining fairness. If you use them as tools for learning and keep helping them, you'll be winning—and so will they.
But writing an employee up or telling them off still feels a tad too late. It's bes to continually track employee performance and see how they can improve or how you can help. To monitor it and pivot to talent management, consider using a tool like TalentHR. With its flexible employee performance management tool, TalentHR helps you check progress and provide feedback. Plus, if you need a way for employees to report something improper, TalentHR’s Safe voice tool also offers a confidential and secure way for employees to voice concerns or report issues. If you integrate both tools, you can create a more supportive and fair work environment, and you might not even be required to hand out write-up forms.
Sign up for free to TalentHR today and try all the features—including Safe Voice—with the Premium plan 14-day trial. No credit card needed.
