Being a new manager is not an easy job to do. A manager is a big role that entails accurate discernment and firm leadership skills. You just realized the responsibility of being a manager recently weeks after the company accepted you for the job position. You noticed there are employees with low productivity and poor quality output. You utilized employee write-up forms to gain insights into why the company employee was doing badly in their work. After you received the sample evaluation forms, you read the reasons for the poor performance of the employees. Based on what you read, you derived your judgment and decision from their statements.
What Is an Employee Write-Up Form?
Employee write-up forms are various types of documents that the company uses to gain input from employees. The human resources department, the supervisor, or the manager usually handles the writing and the processing of the employee write-up forms. Tenured employees can also utilize employee write-up form to report another employee’s behavior in the workplace.
These documents present an employee’s overall work performance, congratulating the employee for the exemplary performance, or requesting an explanation for the reduced production rate.
Sometimes an employee write-up form can also mean that the employee is a candidate for termination, with no need for an answer. The termination solely depends on the violation that the employee incurred while working in the company. However, most of the time, the company allows the employee to explain his or her side.
Employee write-up forms come in various types such as employee complaint forms, employee-counseling forms, employee disciplinary action forms, employee reprimand forms, employee termination letter, and employee warning notices. Most of the employee write-up forms aim to help the company with the assessment and improvement of an employee’s production quality and rate progress. In this sense, auditors consider employee write-up forms as part of an employee’s evaluation.
FREE 5+ Employee Write-Up Forms in PDF
Employee write-up forms are multiple documents under the purpose of assessing employees who have done either poorly or excellently in the company. Here are six examples for well-formatted employee write-up forms that we have fished from the Internet, especially from various official websites. You may use the models that have provided as your guide and reference when you create your very own employee write-up form. Look carefully at each of the samples’ content and format. Try to see how the content is structured. Understand what elements in a letter the managers included in the write-up form’s content.
1. Sample Disciplinary Action Form
2. Generic Employee Write-Up Form
3. Employee Warning Notice Form
4. Generic Employee Disciplinary Action Form
5. Sample Notice of Disciplinary Action
6. Sample Employee Discipline Form
Uses for Employee Write-Up Forms
We have mentioned before that employee write-up forms have various functions and use. There are multiple types of employee write-up forms, from complaint forms to counseling forms. However, most of the forms function similarly. Here are two of the most common functions for employee write-up forms that you might encounter along the way when you will be working in a company soon. Read the two uses that we have provided below now. Remember, the two most common functions well!
1. Protect Yourself from Future Legal Liability
Employee write-up forms function as documentation. Keep all of the employee write-up forms just in case something happens. There are instances that a former employee may say sue the company since it is straightforward to say that the company did poorly in assessing and helping their employees improve. It is also easy to state that the management was inhumane. To avoid such issues, you can show your employee write-up forms as proof that the employee was more of doing poorly during his time in the company than being it the management’s fault.
2. Facilitate Discipline in a Formal and Humane Manner
Another use of an employee write-up form is for disciplinary means. Whenever an employee is doing poorly on his productivity or violating the rules of the company, managers send out employee write-up forms to employees to remind them to do better or stop their misconduct. Employee write-up forms help police any rule-breaking that occurs within the company. Usually, whenever employees receive such sample forms, they will instantly change their ways if the company does not yet terminate these employees, of course.
How to Use an Employee Write-Up Form
Here are a few tips and steps on how to use an employee write-up form.
1. Check Your Employee Code of Conduct Manual
When an employee has incurred a violation of the company’s code of conduct, you must browse through the employee code of conduct manual and cite the specific rule that the employee has violated into the employee write-up form. In this manner, you have proof that the employee has indeed incurred a penalty and thus avoiding instances where people accuse you of unfairness.
2. Emulate Directness
When writing down the violation that the employee has committed, you must write the situation directly. This paper is not an essay or a story, so you must avoid flowery words and a narrative voice. You need only specify the date, time, venue, and the incident. You can look up news articles. Try to research about how these articles are structured or formatted.
3. Cite Witness Statements
Aside from writing the specific rule that the employee has broken, you must also enlist the perspective of other employees or supervisors. You must ask them about the employee and take into account what they experienced from him. The more witness statements you gather, the more credible it is. However, you must also be mindful of the credibility of the accounts. Try to assess if the comments align with other witness statements about the employee.
4. Review the Employee Write-Up Form
Before you schedule a meeting with the employee, you must do a review of the employee write-up form. Check if what you have written down on the document is accurate and correct. Nothing is more humiliating than submitting an inaccurate complaint or evaluation form.
5. Schedule a Meeting with the Employee
The thing you must do is to schedule a meeting with the employee undergoing sample assessment. Do not forget to let the employee sign the document when you see each other during the scheduled meeting. It will serve as proof that he has agreed that he has incurred such penalties and violations.
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