Looking for Employee Write up Form? You are at the right place!
In an organization, where many employees work in various departments, in order to manage the human resources effectively and efficiently, we need some employee write up forms. These forms are used for many things starting from giving warnings to performance review etc. Here we are going to discuss various write-up forms.
Every Work write up form is different and is used for the single purpose only.
Employee Write up Form- Types
Some write-up forms are mentioned below-
- Employee Disciplinary Action Form
- Employee Warning Notice Form
- Employee Reference Request
- Employee Character References Letters
- Employee Performance Review Write Up form
- New Employee Welcome Letter Write Up
- Training & Development of Employee Write Up
Employee Write up Forms- Things to Avoid
While designing an employee write up form keeps these points in your mind.
- Always avoid presenting any kind of weakness and flaws of the employee.
- Avoid pictorial approach in these forms otherwise; it would be a funny business letter.
- Avoid the spaces for irrelevant details like marital status, caste, etc.
- Avoid using funny fonts.
Employee Disciplinary Action Form
These forms are issued when someone is found behaving cutting the rules of the office like quarreling with other employees, arguing with the boss without any proper reason, speaking bad languages in the office premises, missing office without informing the HR departments.
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A new template for employee disciplinary action is given below for your reference-
Features: 1. The template includes almost all parameters of a standard warning letter.
2. Enough spaces for warning date, meeting date with the particular employee.
3. An interesting point of this employee write up form is that it has some really important points like violation date and types of the violation and space for a statement of the brief description is given below.
Employee Warning Notice Form
The warning form is issued when someone is to warn for any reason. You better can say, this form includes warning and disciplinary actions altogether. At first, this type of employee write up forms are issued and if the issues are not resolved then forms for the disciplinary actions are issued.
Features: 1. Points are written and you need to tick the points only.
2. Space for the signatures of the employee and employer (manager) are given.
3. An interesting fact is that it includes three options like- first warning, second warning and other.
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Employee Performance Review Write Up
Employees are reviewed on the basis of their performances and salary hike and increment follow the performance. That’s why in every company, employee performances are reviewed in every quarter and actions are followed accordingly. Hereinbelow, we have provided an employee performance review report-
Features: 1. This is a modular performance review template whereas a manager you need to put the grades for different points.
2. If someone from managers or HR department looks at the form then he or she will understand the area where the employee needs to work hard or needs proper training to improve the efficiency or skill.
What To Include In An Employee Write Up Form?
In a general employee discipline form, one must add following six sections:
#1: Employee’s Name & Date
Writing the name and date is pretty obvious for all kinds of form. Being an HR manager, you must not forget to mention the employee’s name and date at the very top of the form. It is very common practice to write name or date in a hurry, which should not be done. You must double check the legibility of name and date. So, when the employee receives the form he/she would not have any confusion or doubts about it.
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#2: Purpose Of Employee Write Up Form
You must not issue the discipline form to the employee for misbehaving or being irresponsible. At first, the verbal warning should be given. Warn the employee at least twice before writing the employee write up form to the respective person. In this form, you must discuss the purpose or reason for writing the form in order to escalate the severity of the issue. This will initiate the official documentation to deal with the issue.
The HR managers go for a written warning as a second or third step in the traditional progressive discipline process. But if the issue is severe like not obeying the orders of manager or bad customer service, the written warning can be issued as a first step.
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#3: Warnings Previously Received By Employee
The administration usually terminate the employee if he/she has received up to three written warnings for less severe issues like showing tardiness. But in the case of dreadful situations like hitting someone’s assets or property, the administration should issue the employee discipline form as a final warning. It means if an incident happens again, the employee will face the termination from the job.
#4: State The Problem
Getting a written warning is like a lightning bolt for an employee. Obviously, you are issuing the form for a valid reason. Do not give any chance to the employee of getting away. That’s why it is advised to explain the problem in clear words. Whether it is about behavior or performance of the employee, must talk about it.
You must not talk about issues lightly. Give as many information as you can including specific details, quotes, dates or actions. The main objective of this section is to be specific. It is possible that the employee may not remember the scene you are talking about. So, you must provide information specific to the issue. This way, the employee can understand the issue and will try to change it.
In severe cases, the employee backfires with the legal action against the administration or company. Be as specific as you can in the discipline form. As it acts as strong support in the documentation process.
Example 1
Do not write like “Employee was insubordinate”. Instead, you must state the issue like “Employee was insubordinate as he did not hear the supervisor while she was instructing. He walked away, also using the foul language.”
Example 2
Writing “Employee is always late” is a bad practice. Instead mention the issue like “Employee was late by 30 minutes on March 13th, 2016.”
#5: Solution To The Problem
The employee is not going to fix the problem by getting the written warning only. In the write-up form, you have to mention the actions expected from the employee. Documentation of required actions is known as corrective action. You have to as specific with corrective action as you were with the problem. This will help the employee in fixing the problem.
Let’s take the example here:
Example 1
We have taken the example of an insubordinate employee from the prior section. You can provide corrective measure such as “Employee is not allowed to use foul language. He is advised to listen to the supervisor when she is giving the instructions. If the same mistake happens again within 60 days, the employee will be subjected to termination. “
Example 2
Same applies to a tardy employee example. You can direct the corrective action as “Employee must sign in within 5 minutes of shift start, if the employee is late again within next 60 days, the final warning will be released for the employee leading to termination.”
#6: Signature & Date
The employee writes up form is nothing like an official contract. But it leads to litigation or paper trail for termination of an employee, the form must be duly signed by the respective officer and have a date on it. Moreover, getting a duly signed form will clear the severity of the issue to the employee. So, he/she can correct the behavior or performance to avoid serious measures.
How To Document Employee Write Up Form PDF?
It is a good practice to create personal files for all of your employee. Every employee’s folder must have files like hiring documents, identification copies, and documents related to the job. If someone has received the written warning, you must add a copy to his/her personnel file. This practice will come handy in case you need to fire the employee.
Most commonly, HR departments arrange the personnel files in paper format. We are living in the era of technology. As a backup, you must save the files electronically. You can find dozens of online platforms where you can store the files of employees safely.
Free Employee Write Up Form Templates
We have done the hardest part and came up with following free employee write up form templates:
So, these are some of the Employee Write up Forms. Your comments are always welcome and you can write us for improving the article anytime because after all sharing is caring, isn’t it?
