13+ Employee Write Up Form Template Download [Word, PDF, DOC]

An unproductive employee is not going to add value to a firm. If you are a business owner having unproductive employees, it is time you take action on it by using an employee write up form.

This form is meant to address disciplinary issues of an employee through verbal warnings and employee warning notice. If at all there is a violation in the activity of an employee, you can take strict action.

How about having highly valuable employees that can upgrade your brand? This post is for you!

Printable employee write up form templates

1. Employee disciplinary action form

This form is to be used by managers for every team member. Whenever there is no work-related progress or behavioral issues or other violations as mentioned in the list, you are liable to issue the action form along with the statements from the associated employee.

After a round of discussion involving stakeholders, the decision needs to be listed. As you maintain employee records, it is encouraged to file employee write up forms as well so you can consider it during appraisal times.

2. Written warning discipline notice

Writing a discipline notice gives you the liberty to either warn the employee or suspend for a specific duration. However, you should always support your decision with a relevant reason.

The following printable employee write up forms template gives you a list of reasons. If you have a different reason that is not on the list, you should list it beneath and get consent signature from the supervisor and employee.

3. Employee complaint form 

Are you concerned about the job performance of a fellow colleague? Do you feel that a written warning from the management can do justice?

This write up template is an employee complaint form where you can write down the details of the incident and give an opportunity for the management to reach you out whenever there is an issue.

As you share your personal information for contact purposes, the employee write up forms gets necessary attention as it gains credibility.

4. Employee welcome letter

An employee write up form does not only mean complaints and written warning but also includes other employees documents including a welcome letter. Drafting one such letter each time an employee enters is practically impossible.

However, you can write a letter with placeholders so you can just edit the employee name and department name on the go.

As you use the employee’s template below, you have to provide laws and codes of conduct to follow within premises.

5. Progressive disciplinary action form 

Have you already issued an employee’s disciplinary action form? How has your employee performed? Here is employee write up forms to record your observation and notify the management of action plans.

As a manager, ensure that you also send employee warning notice copies of this form to other stakeholders including the employee’s human resource manager, employee’s supervisor, and employee.

This form is rather descriptive and you can extend the length as much as you want.

write up form employee

6. Conviction and discipline reporting form 

Has the employee committed a non-disciplinary action more than once? It needs the attention of the management immediately.

At times, employees tend to cause injuries within the premise which can affect the rest. As a supervisor, you are encouraged to write down the background of the incident and decide on the penalty to apply to the guilty.

7. Employee leave request 

This is a much-needed employee write up form. It is quite habitual for employees to request leave but the human resources department needs to file each time an employee takes off.

This helps in deciding appraisals and salaries over time. As an add-on, you can also add new fields to the employee’s template.

8. Action-based employee write up form 

Every problem needs to be sorted with an action plan in place. However, to decide the actions to be carried out along with desired goals, it is important to maintain a written checklist like these samples of hourly and weekly planners  and add as much detail such as date as possible to the form.

This employee warning notice template also has a declaration statement at the end so that the action plan is implemented with the consent of the employee.

form employee write

9. Employee assessment form

How do you categorize the performances of employees? Perhaps, there are variables that need to be used to rate the performance of an employee.

Here is a write up template that lets you rank the employee against each variable like the quality of work, oral communication, and so on and also add comments alongside the score. This will add more meaning and enlighten the employee.

10. Student employee disciplinary action

Employees are professionals and understand concepts like disciplinary action, written warning, and termination while student employees can be new to them.

Verbal and written warnings are a few ways to remind student employees about their behavioral performances within the organization. As students become professionals at a later stage, this write up template gives an opportunity to fine-tune their behaviors.

11. Instructional disciplinary action form 

What kind of action can you allot to a person that has violated a law and needs to be charged with disciplinary action? This employee disciplinary action form gives you the possibilities including oral reprimand, suspension, written reprimand, and dismissal.

If you decide to give an oral reprimand, you may have to provide a supporting document detailing the incident and after a year, the employee shall be appraised.

12. Employee write up form sample

If you are new to the employee write up form, you may have to try out with the following write up template.

It gives instruction on where you should fill in specific information and how to highlight the same to make it more official. It also has space holders for three people to sign in the footer area for official reasons.

13. Employee write up form with an improvement plan

How about a write-up form along with an improvement plan so you can refer to the document and use it in one go?

The improvement plan acts in the form of goals and you may also add new sections like an action plan to achieve each goal. The advantage of including an improvement plan is that you can follow up with the employee and then evaluate performance accordingly.


1. Does the employee write up form depend on any specific policy?

Yes. An employee is assessed based on a conflict of interest policy, dress code, grievance policy, and harassment policy. All policies are already followed by the organization to maintain law and order. A warning is issued when one of these policies is breached.

2. What are a few mandatory sections in a write-up form?

If you are planning to design your own write-up form, you may have to include six major fields – employee detail, incident background, type of warning, action plan, consequences, and witness signatures.

3. When should write up to your employee?

There are a few instances when your employee needs to be informed. These include insubordination, tardiness, absenteeism, substandard work, and safety rule violation. To be more precise, whenever an employee is destructing the peace of colleagues and organization, you need to write it down.

4. How to write up a warning to your employee?

Following one of the templates listed in this article, you may have to explain the incident as detailed as possible. Subsequently, you should also include separate spaces, to sum up, your meeting with the employee followed by management.

5. Is it legal to write down an employee write up form?

While there is no direct law that instructs organizations to write down one, it is up to the discretion of the organization to write based on the policies and the existing situation. It is not illegal as well.

6. Should an employee necessarily go by the content in the employee write up form?

The purpose of this write-up form is to enhance the productivity of an effective employee in as many ways as possible. As soon as a manager writes down the form, you are always invited to share your view before escalating the problem further.

Those organizations following this procedure demand employees to abide by the same which is not illegal as it focuses on a win-win relationship. If at all you feel that a content is incorrect, you have every right to deny.

As an employer, it is a good idea to maintain policy handbooks and take the consent of the employee as soon as he/she joins the workplace.

This helps in maximizing the cooperation of the employee towards the firm’s policies and codes of conduct. Another way to maximize cooperation is to conduct regular sessions informing violations and supporting penalties. Policy education has several benefits including commitment, dedication, cooperation, productivity, and participation.


As you learn this concept and apply it to your firm, ensure that you do not turn to be a stricter boss as it can hamper relationships. Use this form only whenever there is a need. Further, take the consent of the employee before you decide on the improvement plan. The motive behind this form is to abide by ethical procedures and correct the employee whenever he/she violates a particular policy.

The templates in this article can help you excessively in maintaining a shared vision and also care sufficiently for your employees.

Sara Beasley

Sara is a mom who loves to share useful stuff on this blog related to homeschooling and other daily use things such as templates.

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