In an organization, it is impossible to communicate with your manager in person at all times and that’s why you might need to write up your concern and submit to your higher authority.
Whether you want to talk about a project or a workplace violation incident or a personal concern, you may have to communicate in a written format and this will stand as a piece of evidence for both the parties.
Employee Write up Form: When And Where
An employee write up form typically conveys your expectation from the firm in a professional manner. Sometimes, managers also need these forms or letters to communicate with team members and warn in cases of poor performance.
However, this cannot be used at all time as it has to be used only when there is a serious concern. Here are a few instances when you need to draft a form:
- Lack of productivity
- Alert about company policies
- Misconduct within the company’s premises
- A reminder of safety procedures to be followed
- Disturbing other’s productivity
- Company property damage
Remember that whenever you receive a write up from your employer, the information in the letter is serious and needs immediate legal or reformative actions from your end.
1. Simple Employee Write Up Form
When you want to list the warning and consequences in brief, this employee write up form will be of help. This document has areas where the employee details can be added.
There is also a separate section to mark the verbal warning number and the type of violation. At the footer space, there is a space for the witness, employee, and manager to sign and acknowledge the information in it.
2. Employee Disciplinary Action Form
As a manager, it is your duty to study the progress of every worker, ask the reasons behind nonperformance and issue employee warning when it is not up to the mark.
The purpose of these employe disciplinary write up forms is to inform the worker about the employee disciplinary operations such as termination, that the manager is likely to take for a violation caused by him/her due to employee’s negligence towards terms of the working environment such as providing a fake doctors note template for taking days off from work .
There are 3 sections in the document which record the statements of employee and employer as well as mention the decision taken at the end.
3. Progressive disciplinary action form
It is appreciable when the workers take the employee disciplinary action document seriously. It is the duty of the manager to make note of the problem identified and employee warning passed in the past.
Subsequent to it, the corrective measure will have to be mentioned so that the employer can understand if the worker is meeting the demands. These progressive disciplinary action forms are productive as employees and employer get together and record their comments and improvements in the forms.
4. Employee leave request form
As per the policy of any company, it is mandatory to record the attendance of every employee as the attendance percentage directly influences productivity and employee satisfaction.
As a result, the staff will have to make use of leave request application in cases of emergencies or for leave requests and this has to be submitted to the manager for record keeping purpose.
5. Report of injury
Occupational health is extremely important and a company is liable for any physical and mental damages caused to the employee. However, few incidents of injury happen unavoidably and in those instances, the staff is entitled to report the injury to the organization in a written format.
This will have details about where, how, when and why it happened and the compensation for the damages is allocated accordingly.
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6. Employee Evaluation Form
Rewards and career development are an integral part of resource management in an organization. The supervisor of an organization is responsible to evaluate the performance of employees so as to ensure that the resources are used effectively and necessary training programs can be planned to develop their skills as per the company’s needs.
This Employee review form allows supervisors to assess performance in over 15 aspects. If the performance of the worker is not good, a warning can be issued to him/her.
7. Employee Complaint Write Up Form
The human resource department encourages the worker to keep this printable handy and use it when there is a concern or complaint to be informed to the respective team leaders or supervisor to give a warning.
In cases of disturbance caused by co-workers while doing a job, this form can still be used to give a mild warning or take a serious step. The management can then take appropriate actions on it and can send notice to the concerned.
8. Employee counseling form
There are instances when a worker underperforms due to personal reasons that could not be spoken out loud. Likewise, any employee who has a behavior problem should necessarily take up the personal behavior sessions offered by the organization.
This sample template belongs to the counseling center of the organization and has details about the incident, corrective measures, worker’s comments, and witnesses.
9. Employee welcome form
A new worker joins the organization and this reminds the supervisor to welcome the worker in a written format. This will include details about the department where the person will contribute and the designation, job roles, and responsibilities.
This welcome document serves as a piece of evidence to correct the worker in case of deviation from proposed business objectives in the future.
10. Employee recognition form
Motivation is needed for a worker to achieve better productivity. This motivation can be in the form of rewards or promotion and a recognition certificate is also issued to serve as an official statement. This sample recognition certificate will have to be formal in language but personal in tone as it is a boost to the worker and it is cherished by the receiver forever.
Components of a sample employee write up form
Even if you are keen to create a write up form word on your own, it is important to follow certain rules to make it effective.
- Make the form specific and crisp. Never beat around the bush! If it’s a written employee warning notice, make sure to use stern words and put emphasis on discipline. If a verbal warning has been given earlier, make sure to mention it in this form.
- Take care about the tone and language used in it
- Support the quotes with facts
- Explain the consequences for every concern raised
- Allow space to record worker’s responses
- Every Employee’s write up form has to include the signature of the sender and receiver (one more witness is needed for counseling and warning forms)
Employee discipline is crucial for companies to sustain in the market. These documents/templates will be of huge help as they cover all the instances/situations faced by stakeholders in a company and they are easy to edit and use further.