How to Write Up an Employee: A Complete Guide for Managers

Writing up an employee is one of the most challenging tasks a manager faces. A well-written employee write-up protects your organization, creates a clear record, and gives the employee a fair chance to improve.

Why Employee Write-Ups Matter

Employee write-ups serve several critical purposes. They create a documented trail of workplace issues and corrective actions. They protect your company in case of wrongful termination claims. They give employees clear notice of problems and expectations for improvement. And they demonstrate that your organization follows a fair, consistent disciplinary process.

Step 1: Gather the Facts

Before writing anything, collect all relevant information about the incident. Document the date, time, and location. Identify any witnesses. Review any relevant company policies that were violated. The more specific and factual your documentation, the stronger it will be.

Step 2: Use a Consistent Format

Every employee write-up should include the employee's information, the date of the incident, a clear description of what happened, the company policy that was violated, any prior warnings, the corrective action required, and the consequences of further violations.

Step 3: Be Specific and Objective

Avoid vague language like "bad attitude" or "unprofessional behavior." Instead, describe exactly what the employee did or failed to do. Use specific dates, times, and observable actions. Stick to facts, not opinions or assumptions.

Step 4: Include Corrective Action

Every write-up should clearly state what the employee needs to do differently going forward. Set specific, measurable expectations and a timeline for improvement. This shows good faith and gives the employee a clear path forward.

Step 5: Get Signatures

Have the employee sign the write-up to acknowledge receipt. Make it clear that signing doesn't mean they agree — it simply confirms they received the document. If an employee refuses to sign, note that on the document and have a witness sign instead.

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