Employee Write Up Form Template

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Struggling with how to properly document employee discipline? You’re not alone — many business owners and managers risk costly lawsuits and HR headaches simply because they lack the right tools to document workplace misconduct. That’s why Virtual HR Hub has created a free, downloadable Employee Write-Up Form — designed by certified HR professionals to be legally sound, easy to use, and audit-ready.

This template covers every essential detail for documenting employee issues: from performance concerns and behavioral problems to attendance violations or safety breaches. Whether you’re a small business owner, restaurant manager, retail supervisor, or startup founder, this form protects you by creating a clear paper trail — a must-have in any HR audit or termination.

Our form includes:

Best of all? It’s yours for free, with no strings attached. Use it today to build a safer, more accountable workplace.

👉 [Download the Employee Write-Up Form Template now]

❓ Top 10 Frequently Asked Questions (FAQs)

1. What is an employee write-up form, and why is it important?

An employee write-up form is a standardized document used to record workplace misconduct, performance issues, or violations of company policy. It helps create a consistent, legally defensible process for discipline.

2. Is your form legally compliant in the U.S.?

Yes. Our form is designed by SHRM-certified HR professionals and follows best practices across all 50 U.S. states. It includes space for required signatures and written acknowledgment.

3. Can I customize this form for my business?

Absolutely. It is there for you to use.

4. What happens if the employee refuses to sign the write-up?

That’s a common issue. Simply note “Employee refused to sign” on the form and have a witness sign it instead. This still provides strong legal protection and shows you followed due process.

5. Should I use this for verbal warnings too?

Yes! Even verbal warnings should be documented for your records. While the conversation may be informal, the documentation process should remain professional and consistent.

6. How many write-ups before termination is allowed?

There's no one-size-fits-all answer. Many companies follow a "progressive discipline" policy (e.g., verbal > written > final warning > termination), but always review your employee handbook or consult HR first.

7. Is this write-up form suitable for remote or hybrid teams?

Yes. You can email the form and have employees e-sign it or acknowledge it digitally. Just be sure to save a copy in their personnel file.

8. Can I attach photos, screenshots, or evidence?

Definitely. It’s good practice to attach supporting documentation — such as timecard reports, customer complaints, or camera footage — when relevant.

9. Will this help during an unemployment claim or legal dispute?

Yes — courts and state unemployment boards look for documented warnings and progressive steps. A well-written form shows you acted fairly and followed policy.

10. Can Virtual HR Hub help if I need more HR documents?

Yes! We offer a full library of HR templates, employee handbooks, onboarding guides, and compliance audits — all tailored to U.S. businesses. Contact us anytime at support@virtualhrhub.com or call 1-877-93-HRHUB.