You have an employee who is causing problems. You’ve investigated the issue and now it’s time to write up an employee disciplinary action report.

At some point in time, whether you’re a workplace investigator, a human resources manager, or a department supervisor, you may need to write-up an employee for disciplinary reasons. It is important to know how to properly write-up an employee incident to help protect your business in the event of legal actions which may be brought due to firings or other disciplinary actions.

What is an Employee Write-Up?

Essentially, employee write-up forms are warning letters that are also referred to as employee disciplinary action forms. They are used to warn employees of their problematic conduct and to help managers explain behavior or productivity problems to employees.

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Write-ups are generally used after a verbal warning has been given. Common uses for employee write-ups include:

• excessive use of electronics
• lack of productivity
• breach of company policy
• misconduct
• poor performance
• tardiness or excessive absenteeism
• damage to company property
• theft
• substance abuse
• creating disturbances

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What to Include in a Disciplinary Form

When writing up an employee, it’s important to include the following information in any disciplinary form:

• The employee’s name and the date of the write-up. This ensures there will be no question as to who the form was referring to and when it was written.
• Clearly state why they are being written up. Even if you have discussed it with the employee, you should document in detail the reason(s) for the write-up. This helps to protect you in the event of any legal actions.
• How many times this employee has been written up. This can be used to show that the employee has been warned and that the next step may be termination.
• Clearly state details about the problem. List any proof you have including quotes from others, dates and details about their performance or behaviors. Be specific and as detailed as you can be. You should be able to gather this information during your investigations.
• Give the employee a deadline to fix the problem. Writing a deadline tells them what changes you expect and when you expect these changes or corrective actions to be in place.
• Always have them sign and date the write-up. This paper trail is essential in the event that you need to terminate them. It shows they were warned and that they understood the possible consequences for their behavior. It also shows them that this is serious. And again, it can be used in the event of any legal actions.

Conducting a thorough investigation and following up with warning letters or write-ups helps to protect your company and can go a long way towards helping wayward employees to get back on track.

FAQs

How do you document employee discipline?

To document employee discipline, include the employee's name, the date of the write-up, clear reasons for the disciplinary action, the number of times the employee has been written up, details about the problem including evidence, and a deadline for corrective action. Then, have the employee sign and date the document.

How do I fill out a corrective action form?

To fill out a corrective action form, include the employee's name and the date of the incident, clearly state the reasons for the corrective action, provide details about the problem with evidence, specify the expected changes and a deadline for compliance, and have both the employee and the supervisor sign and date the form.

How do you write a disciplinary procedure?

To write a disciplinary procedure, outline the steps for addressing employee misconduct, including verbal warnings, written warnings, and possible escalation to termination. Ensure fairness and consistency in applying disciplinary actions, document all incidents and disciplinary actions thoroughly, and provide clear guidelines for employees to understand behavioral expectations and consequences.