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Handling employee issues can be tricky, but having a clear and simple way to document them makes the process easier.
Employee write-up forms help you keep track of incidents like policy violations, poor performance, or misconduct. They’re a straightforward tool for managing accountability and improving workplace communication.
These free templates are ready to use and work in PDF, Word, and Google formats. Whether you’re a manager, HR professional, or business owner, these forms can help you document issues fairly and consistently.
Why Use Employee Write-Up Templates?
- Stay organized: Keep records of incidents in one place.
- Be fair: Use a consistent format to address issues equally.
- Save time: No need to start from scratch—just fill out the form and move on.
Start using these templates today to make handling employee issues less stressful and more effective!
Templates by Type
- Employee Write Up Template
- Attendance Write-Up Template
- No Call No Show Write-Up Template
- Tardiness Write-Up Template
- Insubordination Write-Up Template
Employee Write Up Template
This general write-up template is a reliable choice for documenting various employee issues. It offers a structured way to record incidents, ensuring that no key details are missed. By referencing specific policies, it helps clarify the expectations for employees.
The template also promotes accountability by outlining an action plan for improvement. This creates a fair process for addressing issues and provides clear guidance on what needs to change moving forward.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Incident Details: Record what happened, when, and who was involved.
- Company Policy: Reference the specific rule or guideline that was violated.
- Action Plan: Include steps for improvement or consequences if the behavior continues.
Word
Google Doc
Attendance Write-Up Template
This template helps document incidents of attendance issues like frequent absences or failing to meet attendance standards. It provides a structured format to record specifics about the situation while ensuring expectations are clearly communicated.
By addressing attendance issues promptly, this template promotes accountability and offers steps for improvement to prevent recurrence.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Incident Details: Log the date, time, and frequency of the absences.
- Attendance Policy Reference: State the company policy on attendance requirements.
- Action Plan: Outline expectations for improved attendance and consequences for continued issues.
No Call No Show Write-Up Template
This template is designed to document cases where an employee misses work without notifying their employer. It ensures clarity around the incident and reinforces the importance of communication in the workplace.
By using this template, employers can address the issue constructively while providing clear guidance on expectations moving forward.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Incident Details: Note the date, time, and duration of the no-call-no-show event.
- Policy Violation Reference: Cite the company’s no-call-no-show or attendance policy.
- Action Plan: Detail corrective actions and emphasize the importance of proper notification.
Tardiness Write-Up Template
This template helps employers address recurring tardiness effectively. It provides a fair process for recording instances of lateness and offers a pathway for improvement.
Using this template fosters accountability and ensures consistency when dealing with tardiness.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Incident Details: Document dates and times of repeated tardiness.
- Policy Reference: Include the specific attendance or punctuality policy violated.
- Action Plan: Suggest corrective actions and outline potential consequences for further lateness.
Insubordination Write-Up Template
This template is ideal for recording incidents of insubordination, such as refusal to follow instructions or disrespect toward management. It provides a professional way to address such behavior while ensuring fairness.
By documenting the incident thoroughly, this template encourages accountability and sets clear behavioral expectations.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Incident Details: Describe the event, including actions or statements made by the employee.
- Policy Reference: Cite the specific workplace conduct policy or code of behavior violated.
- Action Plan: Highlight steps for resolution and outline consequences for continued insubordination.
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What Are Employee Write-Up Forms and Templates?
Employee write-up forms and templates are tools used to document workplace issues, such as misconduct, policy violations, or poor performance.
These templates provide a consistent way to record incidents, outline expectations, and track corrective actions. They ensure accountability while promoting fair and clear communication between employers and employees.
Whether it’s a verbal warning or a formal written notice, write-up templates help keep the process professional and organized. By following a structured format, these forms reduce misunderstandings and make it easier to maintain records for HR or legal purposes.
Key Benefits of Employee Write-Up Forms and Templates
- Clarity: Ensure employees understand the issue and how to resolve it.
- Consistency: Use the same format for all employees to maintain fairness.
- Efficiency: Save time with ready-to-use templates for any situation.
- Recordkeeping: Create a reliable trail of documentation for future reference.
These templates are essential for effectively managing employee issues and fostering a culture of transparency and accountability in the workplace.
Good Examples of Employee Write-Up Forms and Template Use
Employee write-up forms and templates are most effective when used thoughtfully to address workplace issues while maintaining professionalism. Here are some practical ways to use them to enhance accountability and communication.
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Attendance Issues: Use the Attendance Write-Up Template to document frequent absences and outline steps for improvement.
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No Call No Show: The No Call No Show Template records missed shifts without notice and emphasizes proper communication.
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Tardiness: The Tardiness Template tracks repeated lateness, references punctuality policies, and provides corrective actions.
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Insubordination: Use the Insubordination Template to document disrespect or refusal to follow instructions while reinforcing conduct policies.
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Action Plans: Templates like Attendance or Tardiness help clarify goals and timelines for improvement.
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Record keeping: Forms like No Call No Show or Insubordination ensure accurate documentation for HR or audits.
Bad Examples of Employee Write-Up Forms and Template Use
Misusing write-up templates can lead to misunderstandings, low morale, or legal risks. Avoid these common mistakes:
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Lack of Specifics: Using the Attendance Write-Up Template without details (e.g., dates or patterns of absences) can confuse employees and hinder progress tracking.
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Overuse for Minor Issues: Using the No Call No Show Template for isolated tardiness can feel excessive and damage trust.
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No Action Plan: Completing a Tardiness Write-Up Template without outlining improvement steps leaves employees unsure of expectations.
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Skipping Documentation: Failing to use the Insubordination Write-Up Template for serious incidents (e.g., refusal to follow orders) risks inconsistent handling and legal exposure.
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Inconsistent Use: Applying the Attendance Write-Up Template differently across employees for similar infractions fosters perceptions of bias.
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Lack of Follow-Up: Issuing a Tardiness Write-Up Template but not reviewing progress signals a lack of commitment to resolving the issue.
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Poor Communication: Writing vague statements in the No Call No Show Template without direct explanation to the employee can cause misunderstandings.
A Step-By-Step Guide to Using Employee Write-Up Forms and Templates
Effectively using employee write-up templates helps address workplace issues, promote accountability, and ensure fairness. Follow these steps:
Step 1: Select the Right Form for the Situation
Use Case Examples:
- Use the Attendance Write-Up Template for chronic absences or attendance issues.
- Opt for the No Call No Show Template for unnotified absences.
- Choose the Tardiness Write-Up Template for repeated lateness or the Insubordination Template for refusal to follow instructions.
Action: Match the form type to the severity and specifics of the incident to ensure appropriate documentation.
Step 2: Gather Relevant Details
Use Case Examples:
- Review past attendance logs or previous write-ups before completing the Attendance Template.
- Collect witness accounts when using the Insubordination Template for workplace disputes.
Action: Ensure you have all the facts before proceeding to avoid misunderstandings and inaccuracies.
Step 3: Fill Out the Form with Specifics
Use Case Examples:
- When using the Employee Write-Up Template, clearly outline the issue, such as “missed 3 project deadlines in a month.”
- In the Tardiness Template, include the dates, times, and how often lateness occurred.
- For the No-Call, No-Show Template, note the absence date, shift duration, and any attempts to contact the employee.
Action: Be clear and factual when documenting issues, avoiding emotional language or opinions.
Step 4: Meet with the Employee
Use Case Examples:
- Use the Attendance Template in a one-on-one meeting to clarify the issue and set expectations.
- Present the Insubordination Template to discuss the incident and allow the employee to respond.
Action: Communicate transparently and respectfully to ensure the employee understands the issue and expectations moving forward.
Step 5: Implement and Monitor Follow-Up Actions
Use Case Examples:
- Schedule a follow-up review after using the Tardiness Template to assess progress.
- Use the No Call No Show Template to set deadlines for improved communication.
Action: Track progress to ensure corrective measures are implemented and effective.
Step 6: Store the Form for Future Reference
Use Case Examples:
- File the Employee Write-Up Template securely for compliance with HR policies and future evaluations.
- File the Attendance Write-Up Template for compliance with company policies and audits.
- Use previous Insubordination Templates to identify recurring patterns that need attention.
Action: Keep all records organized and accessible to maintain proper documentation and ensure fair treatment of employees.
Your Next Steps With Employee Write-Up Forms and Templates
Employee write-up templates are key to addressing workplace issues fairly and effectively. Start by selecting the right template for each situation. Use the Attendance Write-Up Template for chronic absences, the No Call No Show Template for unnotified absences, the Tardiness Template for lateness, or the Insubordination Template for behavioral issues.
Train supervisors to apply these templates consistently and professionally. Teach them to document incidents clearly, outline action plans, and track progress to ensure accountability.
Integrate templates into your HR processes. Store completed forms securely for compliance, and use records from templates like Insubordination Write-Up to identify patterns and guide future actions.
Try Employee Write-Up Forms and Templates in Workyard!
Workyard makes managing employee performance and discipline easier by combining simple templates with powerful digital tools. Organize records, track performance issues, and ensure consistent documentation—all in one platform.
With features like secure cloud storage and automated follow-ups, Workyard helps you streamline HR processes and stay compliant. Start your free trial of Workyard today and see how it can save time and improve workplace accountability!
Looking for an easier way to handle business data? Try Workyard!
See how it works