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Free Employee Writeup Documentation Template

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Documentation of employee behavior protects your company

Keep a complete record of your organization’s disciplinary actions.

Dot all your t’s and cross all your i’s with this free employee writeup template developed by our HR team. The form is easily fillable via computer or can also be printed and filled out in written format. With a short but comprehensive format, it covers all the information that may be needed in the case of potential litigation, while saving your management team tons of time in the long run.

1. Reason for Discussion

Is this your employee’s first warning, or is the discussion a reflection of an ongoing issue? Noting the progression of the infraction helps establish a timeline and serves as evidence that your management team has made an effort to stop the issue early on. If the infraction is part of an ongoing issue, this will also help your management team flag it as something that needs to be addressed quickly.

2. Cause for Action

Speaking specifically to any action beyond a discussion, note whether this is the first or subsequent disciplinary act for the particular infraction. Like the first field, answering this helps reviewers develop a better understanding of what your management team has done to communicate expectations to the employee.

3. Level of Warning

Depending on the severity of the infraction, an employer may classify their discussion with the employee as verbal, written, or final. If classifying as verbal, the implication is that the discussion is less serious, while a final discussion implies that the matter has potential to be terminal. If the level of warning is at its highest, the employee may be put on probation or dismissed as a result.

4. Performance Improvement Required

What positive changes do you want your employee to make as a result of this discipline? Have you provided them with a clear set of expectations to make these improvements? Use this section to note whether the discipline will be fulfilled through acknowledgement of the problem, meeting of specific expectations, change according to a timeline, or the understanding that consequences will be administered.

5. Explanation of Situation

Using as much detail as possible, describe what happened. Make sure to include details such as location, the names of other employees or persons involved, and any specific rules violated for easy reference. It should be clear what the specific infraction is and which code or expectation has been violated.

6. Employee Remarks

Finally, make sure to describe the employee’s verbal response and any other significant reactions. This is important for helping your management team record whether or not the employee is taking the discipline seriously and how willing they are to comply with any discipline and behavioral improvement requirements.

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