How to Write Up an Employee: 11 Common Situations

Employee engagement is essential for every business. Engaged employees have higher productivity rates of 18% and businesses see a reduction of 78% in absenteeism.

According to Gallup research, 85% of employees are actively disengaged at work. This means only 15% of staff are engaged while working, a factor that may contribute to poor performance and behavior in the workplace.

As a manager or leader in your organization, you want employees to always display respectful and responsible behavior. However, as we all know, this doesn’t always happen. Disciplinary action is no leader’s favorite part of the job, but it’s often necessary to provide a healthy and safe workplace that upholds your company's values.

Writing up an employee can seem daunting at first, but it doesn’t have to be. It’s possible to write up an employee while preserving their dignity and promoting a safe and productive company culture for everyone. Continue reading to learn how to write up an employee in a respectful, professional way and enact employee discipline fairly.

How to write up an employee

Employee write-ups aren’t a fun part of your role as a manager or supervisor, so it’s helpful to have a plan in place that guides you through the process. Knowing what information to include, what to leave out, and how to organize all of it can make your job easier and allow you to focus on preserving your workers’ dignity and help you with the process of improving employee performance.

What to include in an employee write-up

Creating thorough employee write-ups is vital. When documenting unacceptable work, poor employee performance or behavior, make sure to include all pertinent information:

• Employee details. Basic information about the employee, such as their name, title, and employee number.
• Your information. The name of the supervisor reporting the information
• Description of the incident. The type of infraction incurred (e.g., insubordination, violence, or substance abuse).
• Specific details of the incident. Including the date, time, location, and any witnesses.
• Eyewitness statements. Compile clear, first-hand accounts of what happened.
• Relevant company policies. A copy of the official workplace policy that was violated.
• A detailed plan of action. Outline how the employee could correct the course. This should include specific actions to be taken and dates for follow-up.
• An explanation of consequences. Clearly list what could happen if behavior or work quality does not change.
• Employee’s response. Detail how the employee has responded to the write-up and the information presented. Confirm they understand factors such as where they went wrong and how they’re expected to improve.
• Secure signatures. These should come from the employee, supervisor, and HR manager.

Recording all this information ensures clear communication with the employee and helps you stay fair and organized throughout the process.

11 common reasons to write up an employee

The reasons employees get written up in your company will depend on your cultural norms, values, and policies. Below are some common behaviors that many HR managers deem unacceptable and worthy of a write-up.

1. Absenteeism and tardiness

An employee being late to work once a year is likely no big deal to you. However, when employees are repeatedly late or aren’t showing up for work regularly, absenteeism can impact the team’s productivity and may warrant further action.

How to write up an employee for absenteeism

Here’s how you can write up an employee for absenteeism to address and resolve your attendance concerns:

• Note time and date. Firstly, document the dates and times of absence so you can refer to them as the basis for the write-up.
• Reference company policy. Outline the company’s attendance policy so you can demonstrate how the employee’s behavior breaches it.
• Talk with the employee. Provide the write-up and speak with the employee, highlighting how their absenteeism and tardiness go against company policy. You can also outline how their actions are affecting the business and the rest of the team. Let them know what the consequences of their actions can be if the issue continues.
• Consult with your HR team. Let the HR team know all details of the write-up so they can keep everything on record. They can also help you determine the next appropriate steps if needed.

2. Sexual harassment

Sexual harassment is a serious issue. It harms your employees, undermines your values and presents a huge legal and compliance risk. It’s illegal and unethical for employers to allow sexual harassment to go unaddressed, so it’s crucial that you handle these kinds of situations with care, professionalism, and urgency.

How to write up an employee for sexual harassment

Here’s how to write up an employee for sexual harassment with sensitivity and professionalism:

• Gather evidence. Speak to the victim to get all details about the incident, such as date, time, exactly what happened and any other information the victim can provide.
• Present findings to the employee. Present the findings in a factual, non-accusatory way to avoid legal risk. Be careful not to assume guilt before the investigation is complete.
• Follow company policy. Be sure to follow all company policies regarding sexual harassment in the workplace, such as seeking legal counsel or contacting law enforcement.

3. Insubordination

While employees are autonomous, it's important that they follow instructions from managers and adhere to the rules and codes established in the workplace.

When employees are insubordinate, it can jeopardize progress toward the end goal or overall mission. If you don’t deal with insubordination promptly, it may signal to other employees that management’s word doesn’t need to be respected.

How to write up an employee for insubordination

Here’s the best way to write up an employee for insubordination and encourage better behavior.

• Gather evidence. Speak to managers and colleagues to get first-hand accounts of examples of the employee’s insubordination. Include these in the write up as evidence. Allow the employee to respond accordingly.
• Refer to company policies. Highlight the company policies that the employee is violating to underline the seriousness of the matter.
• Create an action plan. Outline a clear plan of action for improvement.
• Explain consequences of further misconduct. Clearly inform the employee of what measures the company will take if the insubordination continues.

4. Poor behavior

When an employee is rude to a coworker, shows signs of hostility, bullies others, or refuses to take responsibility for mistakes, it must be addressed. Respond to this behavior right away to protect all employees and avoid bringing down morale.

How to write up an employee for poor behavior

Here’s how to write up an employee for poor behavior and ensure workers are performing to their full potential:

• Document specific incidents. Gather information from team leaders and other colleagues about specific instances of the employee displaying poor behavior.
• Refer to relevant company policies. Poor behavior is often referenced in business policies, highlight these to showcase the severity of the matter.
• Explain the impact on others. Detail how the employee’s poor behavior impacts the rest of the team and the business on a whole.
• Set clear expectations moving forward. Inform the employee of your expectations for improved behavior and outline the consequences if circumstances don’t improve.

5. Low productivity or poor work quality

Sometimes, it’s not an employee’s behavior that’s creating an issue. They simply aren’t producing enough work, or their underperforming and the work they’re doing isn’t up to your quality standards. Knowing how to effectively write up an employee for poor performance helps to communicate that quality and productivity are important to you and to the company.

How to write up an employee for poor performance

• Collate evidence of poor performance. Gather examples of the employee’s poor performance. Then take time to highlight where they went wrong so that they know what they need to improve on in the future.
• Create a plan of action. Put together a performance improvement plan outlining what the employee needs to do to improve and set clear goals for them to work towards.

Monitor progress. Check in on how the employee performs moving forward, following up on the write-up again if needed.

6. Dress code

Whether working in person or remotely, employees should always dress professionally and in a manner that follows your dress code. Addressing this issue ensures everyone on your team maintains a professional appearance in accordance with your company’s specific codes and policies.

How to write up an employee for breaking the dress code

If an employee is consistently failing to meet your company's dress code, here’s how you can complete a write up to address their behavior:

• First, let them know. The employee may not be aware that they’re violating the dress code. Highlight examples of outfits they’ve worn that don’t comply with the rules. If workers aren’t aware of the code, it may suggest that this area needs to be focused on more during onboarding.
• Reinforce the company’s dress code. Clearly outline the company’s policy on how to dress at work, and do so consistently with everyone.
• Outline expectations moving forward. Now that the employee has been made aware of the dress code, inform them that they’re expected to abide by the policy in full moving forward.
• List consequences. Outline the consequences that the employee could face if they continue to violate the company dress code.
• Offer help and advice. Let the employee know that if they have any questions about the dress code, HR or managers can help.

7. Acceptable use violations

Employees need to understand that what they do on their work devices matters. Visiting inappropriate websites, using the network for personal business, surfing social media, and engaging in illicit activity on the web can all impact productivity and overall network safety.

How to write up an employee for acceptable use violations

Suspect or have evidence that an employee is violating policies on acceptable use? Here’s how to do a write-up:

• Highlight specific incidents. List out all evidence you have of the employee violating rules on acceptable use.
• Reiterate company acceptable use policy. Reinforce your company’s rules and regulations on acceptable use to ensure the employee has a full understanding moving forward.
• Explain the impact of the violation. Outline what violating the policy on acceptable use does to the business, its operations and its reputation.
• Set clear expectations moving forward. Underline what workers are permitted to use devices for and clearly state that anything outside of this is deemed as a violation.
• Highlight consequences. Ensure the team member knows exactly what the repercussions are for failing to abide by the rules regarding acceptable use.

8. Substance use

Your employees should know that alcohol and drug use at work is unacceptable. In some professions, it’s also prohibited on an employee’s personal time, and a positive screening may be grounds for disciplinary action.

How to write up an employee for substance use

If you suspect an employee has been using substances at work or during work hours, here’s how you could do a write-up:

• Make a note of all observations. If the employee seems to be under the influence, make a note of when, where and how this behavior was displayed.
• Write up and speak with the employee. Bring all the information and evidence to the team member’s attention, give the employee the chance to explain their behavior.
• Organize a test. Tell the employee you’d like to book them a drug or alcohol test. If they agree, arrange the test and explain that you’re doing it to rule out the possibility of the employee violating the company’s drug and alcohol policy. If they don’t agree, inform them of the consequences—suspension or dismissal.

9. Safety violations

As an employer, it’s your responsibility to prioritize the safety of your employees. Safety violations not only put your staff in danger but can also be costly for the business and its reputation. It’s critical that employees commit to following all safety standards to keep themselves and others out of harm’s way.

How to write up an employee for safety violations

Here’s how to write up a team member for safety violations and encourage a safer working environment:

• Document unsafe behavior. Make a note of the unsafe behavior the employee is displaying and highlight these as examples to reference in the write-up.
• Review company safety policies and legal requirements. Outline your company’s policies on safety and underline your legal responsibilities as a team. Highlight how the employee is violating these policies and regulations.
• Underline the risks and repercussions. Emphasize the risks being posed by the employee’s unsafe behavior—to individuals, teams and the wider business—especially in terms of health and legal implications.
• Set expectations for the future. Outline clear expectations for safe procedures moving forward and ensure the employee agrees to them.
• Offer training. Set up training for the employee and the wider team to ensure everyone has full understanding of the company’s safety policies.

10. Threats and violence

On occasion, conflict can occur at work. However, making threats or acting violently toward other employees is considered gross misconduct and should never be tolerated in the workplace. All employees deserve to be free of danger when they come to work and letting employees know that you take these behaviors seriously will ensure that everyone is kept safe.

How to write up an employee for threats and violence

If an employee has made a threat or conducted an act of violence, here’s how you can write it up:

• Ensure the victim’s safety. Firstl and foremost, ensure the safety of the victim(s) and all others at your workplace. Address the victim(s) with sensitivity and compassion, and try to get a full account of what happened. Speak to witnesses, too, for further information.
• Speak to the employee. Get their account of what happened, if safe to do so.
• Refer to your company policy. Make sure you understand and refer to your company policy on threats and violence.
• Contact law enforcement. If violence or serious threat of violence has occurred at your workplace, get in touch with law enforcement to inform them of the situation.
• Inform the employee of the repercussions of their actions. This can be suspension, termination or other disciplinary measures, depending on the severity.

11. Discrimination

Discrimination is not only unfair to victims but also illegal in the workplace. Make sure you comply with anti-discrimination labor laws by promptly responding to any claims that discrimination may be happening in your workplace. No employer should display disparate treatment, instead you should make every effort to be an equal opportunity employer. This helps to promote a safe and healthy company culture.

How to write up an employee for discrimination

Discrimination in the workplace should never be tolerated. Here’s how to do a write up for an employee if it occurs:

• List occurrences of discrimination. Observe and make note of any instances of discrimination. List times and dates and all those involved. Speak to affected employees.
• Review company policy on discrimination. Read through your company’s rules on discrimination and highlight how the employee’s behavior violates policy.
• Contact HR. Inform HR that there has been a breach of the discrimination policy and inform them of all the employees involved.
• Address the employee. Clearly inform the employee that they have displayed instances of discrimination and let them know that this is not tolerated in the workplace. Highlight the policies and laws their actions go against and communicate that there are serious consequences.
• Take the necessary action. This can range from a disciplinary to suspension or complete termination.

What to avoid in an employee write-up

A write-up is serious for any employee. Often, it will become a permanent part of their record while they work for your company. Depending on the offense, it may become part of a larger investigation. To avoid jeopardizing the disciplinary process, keep the following in mind when writing up an employee:

Don’t write up an employee when emotions are running high, as this can cloud your judgment.

The employee shouldn’t be notified of a disciplinary action for the first time over the phone, by email, or in a written notice.

• Always include documentation of written policy to make expectations clear.
• Set clear expectations and a plan of action for improvement and follow-up.
• Include next steps or consequences if the behavior doesn’t improve.
• Allow the employee to tell their side of the story.
• Provide the employee with the support they need to correct their behavior, especially if it’s a result of a disability and accommodations are needed.
• Always keep a paper copy for yourself in the employee’s file or provide them with one.
• Follow up on the expected date to indicate whether the changes made were satisfactory.

Above all, remember that the ultimate goal is to help the employee correct their behavior and get back on track for the team’s sake. These guidelines can help you remain fair and objective when disciplining any employee.

Creating a form to write up an employee

A form for employee write-ups can help you stay organized and ensure complete recordkeeping. Every organization’s official form will be different.

Having a form to write up an employee allows you to make a written record of the offense. This provides formal notice for the employee and allows you to have a record of the disciplinary action in case the company needs to defend itself from a wrongful termination lawsuit. A formalized write-up process can also protect employees from unequal treatment.

Using a write-up to improve employee performance

In a perfect world, all employees would maintain strict adherence to policy. However, that isn’t always the case.

When employee behavior violates policies or negatively impacts others and the work environment, it’s important to address it right away. Sometimes, a formal write-up serves as motivation for a struggling employee to re-engage appropriately in the workplace. At the very least, it can help start a conversation about what’s going on and how you can help them get back on track.

If you do have to write up an employee, ensure that you stay objective. Furthermore, you should always focus on the main goal, which is to ensure employees do the right thing and to help underperforming employees succeed. When your employees do well and display appropriate behavior, your entire organization thrives as well.

Employee write-up FAQs

Have more questions on how to write up an employee? These FAQs should provide you with all the information you need:

How long does an employee write-up last?

The length of time an employee's write-up depends on company policy. However, write-ups typically last between six to twelve months—this can vary depending on the severity of the offense. The length of time the write-up will last should be clearly outlined in the write-up letter.

When do you send a write-up?

Employers usually send a write-up to an employee when verbal warnings and discussions have already taken place, but to no avail. In this case, managers will send a write-up with all details of the violation, the relevant company policy being violated and an action plan that includes consequences—all confirmed in writing.

How to start an employee write-up conversation

To start an employee write-up conversation, clearly outline the discussion’s purpose in a calm, direct and respectful manner. Reference the company policy that has been violated and provide examples of the non-compliant behavior that the employee has exhibited. Remember to give the employee a chance to respond accordingly.

Should I do an employee write-up in person?

Yes, it’s always best to conduct an employee write-up in person. This allows for issues to be communicated clearly and directly, with less chance of misunderstanding. If an in-person write up isn’t possible, you could do the write-up remotely via applications like Microsoft Teams or Zoom. All write-up meetings should be followed up with written confirmation sent to the employee—you can also loop in managers and HR.

Follow these steps to make your workplace safer and compliant

The steps and advice we’ve provided are there to help you create and maintain a safe, compliant and healthy workplace. As an employer, you want to ensure that all members of your team are able to work to their best ability in a safe and secure environment, implementing and upholding workplace rules can help you do this. Addressing employees that breach company policies is vital for getting things back on track.