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Employee Write-Up Form
Employee Name
Employee ID
Job Title
Department
Supervisor
Date of Notice
Type of Warning
Warning Level
Reason
Description of the Issue
Date of Incident
Location
Previous Warnings
What Happened
Improvement Plan
Expected Improvement
Review Date
Follow-Up Date
Employee Comments
Further violations may result in additional disciplinary action, up to and including termination of employment. My signature means I have received and discussed this notice; it does not necessarily mean I agree with it. (A witness signs only if the employee declines to sign.)
Employee
Signature
Name
Date
Supervisor
Signature
Name
Date
Witness
Signature
Name
Date
How to fill out an Employee Write-Up Form
Free Employee Write-Up Form template
An employee write-up form is a document a supervisor uses to record a workplace problem — such as attendance, performance or conduct — and the expected improvement. It creates a clear, fair record that the issue was discussed with the employee.
How to fill it out
Fill in the employee’s name, ID, job title, department and supervisor.
Choose the warning level and the reason.
Describe the issue with specific facts and dates, referencing the policy or expectation that was not met.
Note any previous warnings for the same issue.
Write a clear improvement plan with a review date.
Meet with the employee, let them add comments, and have everyone sign.
Tips
Describe behavior and facts, not personality or assumptions.
Apply rules consistently to all employees to reduce the risk of discrimination claims.
If the employee refuses to sign, have a witness sign and note the refusal.
Keep the signed form in the employee’s personnel file and give them a copy.
Disciplinary rules vary by state and contract; consult HR or an employment attorney for serious cases.
Employee Write-Up Form example
Employee Name
John Davis
Employee ID
E-1042
Job Title
Warehouse Associate
Department
Warehouse
Supervisor
Jane Smith
Type of Warning
Warning Level
First written
Reason
Attendance / tardiness
Description of the Issue
Date of Incident
October 5–9, 2026
Location
Acme Supply Co. warehouse
Previous Warnings
Verbal warning on September 14, 2026 for late arrivals
What Happened
John clocked in late on three of five scheduled shifts the week of October 5 (20, 35 and 45 minutes late) without calling in before his shift, as required by the Attendance Policy in the Employee Handbook (section 4.2). Late arrivals delayed the start of morning order picking.
Improvement Plan
Expected Improvement
Arrive and clock in by 7:00 a.m. for every scheduled shift. If running late, call the shift supervisor before 7:00 a.m. No more than one late arrival in the next 60 days.
Review Date
December 8, 2026
Follow-Up Date
November 9, 2026
Employee Comments
My car has been in the shop. I have arranged a ride with a coworker until it is fixed.
Employee
Name
John Davis
Date
October 13, 2026
Supervisor
Name
Jane Smith
Date
October 13, 2026
All names, companies and contact details are fictional. Click “Fill sample” above to put this example into the empty fields; click again to remove the parts you did not change.
FAQ
Does an employee have to sign a write-up?
Signing usually just confirms the employee received the notice, not that they agree. If they refuse, a witness can sign and note the refusal.
How many write-ups before termination?
There is no single rule. Many employers use progressive discipline (verbal, written, final warning), but most U.S. employment is at-will and serious misconduct can lead to immediate action.
Can the employee respond to the write-up?
Yes. The form has space for employee comments, and the employee can attach a written statement.
Is this legal advice?
No. It is a general HR template, not legal advice. Discipline can be affected by state law, union contracts and your own handbook, so check them or ask an employment attorney before a final warning or termination.
