How to Write Employee Disciplinary Forms: Steps, Examples, and Templates

An employee's actions are causing problems, and after a thorough investigation, it’s time to document the issue with a disciplinary write-up 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? Examples and Purpose

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.

Need help documenting disciplinary action? Download the free Employee Disciplinary Action Form Template

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

It's important to conduct a fair and thorough investigation before disciplining an employee. Get this step right with our free eBook on Conducting Effective Workplace Investigations

Essential Elements to Include in a Disciplinary Write-Up Form

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

• Include the employee’s name and the date on the disciplinary write-up form to ensure clarity about who the form addresses and when it was completed.
• 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.

How to Write a Disciplinary Action for an Employee

Not sure how to write a disciplinary action report? Follow these steps:

1. Review Company Policies: Ensure the employee’s behavior or performance issue violates specific company policies or expectations before writing them up.

2. Document the Issue: Record relevant details about the behavior or incident, including dates, times, and specific examples.

3. Investigate the Incident (If Necessary): If your internal policies call for an investigation, gather information, including statements from witnesses or affected parties, to confirm thed etails you gathered.

4. Prepare the Write-Up Form: Use a formal template to clearly outline the issue, referencing company policies, previous warnings (if any), and desired corrective actions.

5. Schedule a Meeting with the Employee: Arrange a private meeting to discuss the write-up, including the impact of their behavior, and address any questions or concerns they have.

6. Obtain the Employee’s Signature: Have the employee sign the write-up document to acknowledge receipt (not necessarily agreement) and provide them with a copy.

7. Outline Next Steps: Clearly communicate expectations for improvement, potential consequences of this or further issues, and any follow-up actions.

8. File the Write-Up: Place the document in the employee’s personnel file for record-keeping and future reference.

Common Examples of Employee Disciplinary Write-Ups

When an employee acts unprofessionally or goes against your internal policies, the behavior can’t be ignored. These disciplinary write-up examples explain why each is an issue and how to handle it:

1. Tardiness and absenteeism:

Missing work without calling in or arriving late to the office might happen once in awhile (bad traffic happens to everyone!) but if it becomes a weekly or daily occurrence, you need to take disciplinary action. Not only do you lose the work the missing employee should be doing, but without them, their coworkers might not be able to finish their tasks, negatively impacting productivity for the whole team.

2. Workplace policy violations:

You want employees to know that rules are rules; you can’t bend your policies for every extenuating circumstance. When an employee violates a policy, address the issue consistently with previous violations and the protocols written in your company’s employee handbook.

3. Theft and fraud:

When an employee steals from the company, whether it’s funds, supplies, or inventory, it’s not just the company that suffers. These losses are passed on to other employees, shareholders, and customers. If you catch an employee stealing more than once, or if it’s a high-value theft, you might want to get law enforcement involved in addition to your disciplinary write up.

4. Substance use:

Employees are welcome to use legal substances on their own time. But if they are caught using or under the influence of any substance, legal or not, while at work, they should be written up. They can’t do their best work without a clear mind, and they might disrupt coworkers or customers if their substance use leads to erratic behavior.

5. Performance issues:

Sometimes performance issues arise. A write-up offers employees with performance issues the opportunity to understand where they’re going wrong, how to fix it, and the consequences if they don’t improve.

No matter what misconduct you’re dealing with, be sure to address it in a formulaic, structured way. Use our disciplinary employee write-up sample to make sure your procedures and documentation are consistent.

FAQs on Writing Employee Disciplinary Actions

1. 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.

2. 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.

3. 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.

4. What are some disciplinary write-up examples?

Disciplinary write-up examples include warnings for tardiness, unprofessional behavior, breach of company policies, or low productivity. These examples typically document the issue, actions taken, and expected improvements. Clear and detailed examples can guide managers in handling similar issues consistently while maintaining a professional approach. Using a structured template ensures that important details are never missed.

5. What is an employee disciplinary write-up form?

An employee disciplinary write-up form is a document used to formally record incidents of misconduct or performance issues. It typically includes the employee’s details, the date of the incident, a description of the issue, and the actions required for improvement. This form helps create a clear paper trail for legal protection and accountability within the organization.

6. How do you write a disciplinary action?

To write a disciplinary action, start by detailing the employee's name, the date, and a clear description of the issue. Include evidence, previous warnings, and steps for improvement with a specific deadline. Ensure the tone is professional and constructive. Always have the employee sign the document to acknowledge receipt, which ensures transparency and protects the organization legally.

7. What is involved in writing a disciplinary action on an employee?

Writing a disciplinary action on an employee involves documenting the misconduct, providing evidence, and outlining corrective measures. Begin with basic information like the employee’s name and date, then clearly state the issue and its impact on the workplace. Add specific improvement steps, deadlines, and consequences if the behavior continues. The document should be signed by both the employer and employee for record-keeping.

8. Where can I find a disciplinary employee write-up sample or template?

You can find a disciplinary employee write-up sample in Case IQ’s resource center. Visit this link to access a free, pre-designed template. It includes sections for employee details, incident descriptions, and corrective actions, helping you document workplace incidents effectively and consistently.