Free Employee Write Up Templates for HR and Managers

Let’s face it—addressing workplace behavior or performance issues is never the highlight of anyone’s day. But for HR professionals, managers, and team leads, it’s a necessary part of maintaining a productive workplace.

A well-structured employee write-up form makes this process easier. It ensures consistent documentation of employee information, incident details, prior warnings, and responses, safeguarding both the organization and the employee involved.

This guide offers free, customizable templates to help you professionally document issues like poor performance, unprofessional behavior, and employee warnings. Read on!

What Are Employee Write-Up Templates?

An employee write-up template is a ready-made form that helps you record incident details, employee information, and specific performance issues or inappropriate behavior.

These templates make the disciplinary process smoother, more consistent, and legally correct. They’re structured to align with your employee handbook, include space for employee comments, and serve as a formal record for future reference.

So, when you leverage an employee write-up template, you can:

• Save time and avoid guesswork
• Create consistent disciplinary action forms
• Ensure legal compliance with relevant labor laws
• Document previous warnings and verbal warnings
• Maintain confidentiality and professionalism

Let’s say an employee repeatedly arrives late. You issue a verbal warning, but nothing changes. Using a written warning via an employee write-up form helps you officially document the behavior, outline expected behavior, and set a clear path for performance improvement.

15 Best Employee Write-Up Templates to Use at Work

Here are the best free templates to help you document employee performance, behavior, and incident details in a clear, structured format:

1. Comprehensive Performance Review Template

The Comprehensive Performance Review Template helps you monitor employee performance, track progress over time, and facilitate meaningful conversations around improvement.

With customizable fields and structured views, this company policy template ensures performance issues are documented professionally before escalating to a formal write-up. It supports HR professionals and managers in aligning feedback with company policies, tracking employees’ progress, and avoiding surprises during disciplinary action discussions.

Here’s why you’ll like it:

• Monitor how employees are progressing over time to spot patterns of poor performance early
• Document manager feedback that aligns with your employee handbook and job expectations
• Allow employees to fill out self-appraisals, encouraging open communication and accountability

2. Quarterly Performance Review Template

The Quarterly Performance Review Template offers a structured and repeatable system for evaluating employee progress every quarter. 

Whether you’re tracking poor performance or employee goals or laying the groundwork before an employee write-up, this template helps you address issues early, maintain documentation, and support improvement.

With goal tracking, feedback collection, and action planning all in one workspace, this tool enables the monitoring of employees’ actions, identification of gaps, and alignment of performance with job expectations.

Here’s why you’ll like it:

• Use real-time data to spot performance issues before they escalate into written warnings
• Document manager and peer input in a consistent, organized way for employee records
• Outline goals and steps that help employees meet job expectations and correct inappropriate behavior

3. Employee Feedback Template

The Employee Feedback Template helps gather, organize, and act on valuable team insights. 

It enables you to streamline your feedback process, whether you’re conducting quarterly check-ins, administering anonymous surveys, or conducting regular team health checks. This helps you nurture a workplace culture of openness and continuous growth.

The employee write-up form also makes it easy to collect meaningful employee feedback and turn it into actionable steps. It’s a smart, structured approach to strengthening communication, boosting morale, and making every employee feel heard and valued.

Here’s why you’ll like it:

• Gather valuable input consistently by creating repeatable feedback cycles that encourage employee participation
• Improve manager-employee communication by creating a safe space for open, two-way conversations
• Turn feedback into action by assigning follow-up steps and tracking accountability to drive continuous improvement

4. Feedback Form Template

The Feedback Form Template helps collect honest, actionable insights from customers, users, and partners. 

Whether seeking feedback on a new feature or your customer service experience, this template enables you to ask the right questions and capture responses in a structured, easy-to-analyze format.

Using this template, you’ll turn raw responses into meaningful data that guides product improvements, boosts customer satisfaction, and builds stronger relationships.

Here’s why you’ll like it:

• Create targeted surveys to gather relevant feedback that aligns with your business goals and customer journey
• Streamline data collection so responses come in organized and ready to analyze, without extra work on your end
• Store and organize the feedback that you receive using the Feedback View
• Support smarter decisions by backing product, service, or strategy changes with real customer input

5. Employee Evaluation Form Template

The Employee Evaluation Form Template helps you simplify and standardize your employee performance assessment. 

Whether conducting regular reviews or preparing for promotions, this template ensures your evaluations are consistent, insightful, and aligned with company goals.

This employee write-up form template can be used to gather feedback, identify strengths and areas for improvement, and monitor performance trends over time. It’s a practical and powerful tool for promoting fairness, transparency, and employee development.

Here’s why you’ll like it:

• Track employee performance over time by logging evaluations regularly to monitor progress and consistency
• Create custom evaluation forms for each employee with the Evaluation Form View
• Get constructive input from your team by collecting peer or manager feedback to enrich performance reviews
• Spot areas for development by analyzing feedback to identify skills gaps or coaching needs

6. Employee Incident Report Template

The Employee Incident Report Template helps document workplace incidents quickly, accurately, and consistently. It is also useful for managing a growing team or ensuring HR compliance. 

This template provides a centralized system for recording incidents, sharing updates, and taking corrective action, all without missing a beat.

By streamlining your incident reporting process, you boost transparency, improve workplace safety, and build trust. You also respond to incidents more quickly, identify trends, and safeguard your team and organization from preventable risks.

Here’s why you’ll like it:

• Track every incident from start to finish so you never lose vital details in scattered emails or docs
• Document evidence and statements efficiently to build a complete, accurate, and time-stamped report
• Streamline employee communication and resolution workflows so everyone knows what’s happening and what to do next

7. Employee & Manager 1-on-1 Template

The Employee & Manager 1-on-1 Template helps you turn routine check-ins into structured, goal-oriented conversations. Whether addressing performance, reviewing past verbal warnings, or aligning on future goals, this template brings order and clarity to your one-on-ones.

This isn’t just about tracking employee write-ups or managing disciplinary actions—it’s about creating a written record of mutual expectations, progress, and accountability. 

With , you ensure every meeting has a purpose and contributes meaningfully to professional growth and compliance with company policies.

Here’s why you’ll like it:

• Create structured 1-on-1 agendas to ensure consistent, productive meetings between employees and managers
• Track and follow up on performance concerns or behavioral issues after previous verbal or written warnings
• Resolve employee disputes effectively by maintaining a transparent and accessible meeting history

8. Employee Activity Report Template

The Employee Activity Report Template helps record daily employee activities, offering a clear, structured way to assess performance, highlight accomplishments, and support continuous improvement.

If you aim to streamline your disciplinary process or want a written record of each day’s work, this template helps you stay organized, aligned with company policies, and focused on your team’s growth.

Here’s why you’ll like it:

• Support disciplinary process by maintaining a written document of tasks, behavior, and work ethics to be referred to for future employee write-ups or written warnings
• Maintain transparency with employees by clearly outlining expectations and goals at the start of each day
• Reduce employee disputes by keeping a formal document that records daily actions and issues, useful for any employee disciplinary action form or review meeting

9. Employee Handbook, Policies and Procedure Template

The Employee Handbook, Policies, and Procedure Template helps outline expectations, minimise misunderstandings, and document every essential workplace policy. 

Whether you’re a growing startup or an established enterprise, the docs template allows you to create a formal document that sets the tone for professionalism, ensures legal compliance, and clearly supports your disciplinary process.

The employee write-up form also provides a structured approach to managing employee behavior, preventing repeated policy violations, and maintaining a consistent written record in each employee’s personnel file.

Here’s why you’ll like it:

• Create and manage company policies to provide employees with a clear, consistent reference for expectations, conduct, and procedures
• Document employee write-ups to track unprofessional behavior and escalate issues from verbal warnings to written warnings effectively
• Standardize the disciplinary process with a reliable system for issuing employee warning notices and additional write-ups when necessary

10. Performance Improvement Plan Template (PIP)

The Performance Improvement Plan Template (PIP) is great for guiding underperforming employees toward success. It helps you craft a clear pathway to improvement by outlining expectations, performance benchmarks, support strategies, and deadlines in one collaborative and trackable document.

If you’re dealing with repeated policy violations, previous verbal warnings, or early signs of unprofessional behavior, this template provides a formal document to track progress, hold individuals accountable, and minimize misunderstandings during the disciplinary process. 

It’s the bridge between feedback and measurable action.

Here’s why you’ll like it:

• Clarify expectations around  company policies and performance standards
• Document every step, creating a written record that protects both the employee and the employer
• Include supervisors and HR to foster accountability and support through every phase of the disciplinary process

11. Employee Onboarding Template

The Employee Onboarding Template helps you deliver a consistent, efficient, and engaging onboarding experience for every new hire—no more scattered documents, forgotten steps, or missed follow-ups.

This template ensures each new employee’s success by scheduling initial meetings, documenting onboarding progress, and outlining company policies. It streamlines your HR workflow and establishes a solid foundation for long-term success.

Here’s why you’ll like it:

• Build a structured onboarding journey that clearly outlines expectations, timelines, and responsibilities for new employees
• Assign onboarding tasks easily so every team member knows what to do and when to do it
• View a timeline of tasks and deadlines to follow with the Onboarding Calendar View
• Establish a written record for onboarding activities, great for future reference or employee write-ups

12. PDF Employee Write-Up Form Template by AIHR

The PDF Employee Write-Up Form Template by AIHR helps you document employee disciplinary actions clearly and professionally. It provides a structured way to record incidents, violations, and expectations for improvement in one place.

This formal document safeguards your company legally and encourages accountability and consistent enforcement of company policies. It’s great for any manager looking to streamline employee write-ups, resolve employee disputes, and maintain a solid written record in the employee’s personnel file.

Here’s why you’ll like it:

• Document employee behavior by clearly stating the incident, rule violation, and consequences
• Track disciplinary steps from a first warning to a final written warning and ensure progressive action
• Build a written record for use in performance evaluations, future disputes, or additional write-ups

13. PDF Employee Write Up Form Template by Betterteam

The PDF Employee Write Up Form Template by Betterteam helps you formally address workplace misconduct and clearly outline expectations for the future. 

Whether you’re dealing with attendance issues, policy violations, or poor performance, this write-up form ensures that your employee warning notice is detailed, consistent, and legally sound.

Designed to protect the company and the employee, this employee write-up form helps document each incident, define consequences, and create an improvement plan. 

It enables you to reduce misunderstandings, handle employee disputes, and keep a clear written record in the employee’s personnel file.

Here’s why you’ll like it:

• Address concerns clearly by documenting specific misconduct, such as absenteeism or safety rule violations
• Support fair HR processes by using it as a formal document during a private meeting for a verbal or written warning
• Protect your company legally by ensuring you have consistent documentation in case the employee fails to improve or disputes the write-up

14. Google Docs Employee Disciplinary Report Template by AvaHR

The Google Docs Employee Disciplinary Report Template by AvaHR helps document misconduct and manage disciplinary actions. It ensures consistent reporting while giving both employees and managers a structured space to describe incidents, violations, and resolutions. It’s especially helpful when navigating sensitive workplace issues, such as misconduct, attendance problems, or policy violations.

This write-up form provides a clear framework for documenting employee write-ups and corrective measures, promoting accountability and encouraging fair and legal HR practices.

Here’s why you’ll like it:

• Document misconduct clearly by recording all essential details of the incident to ensure there’s a reliable reference 
• Capture witness statements to provide supporting evidence and reduce bias during private meetings or HR reviews
• Outline disciplinary actions taken, like coaching or a written warning, to help track how many write-ups an employee has received

15. Employee Written Warning Templates and Examples by HiBob

The Employee Written Warning Templates and Examples by HiBob help you document performance or conduct issues, outline necessary improvements, and communicate potential consequences in a compliant and respectful manner.

Whether you’re dealing with repeat attendance issues or serious behavioral concerns, this employee write-up form ensures your documentation is thorough and fair.

By using this template, you create a solid record of employee write-ups, giving your team members a clear chance to improve before further action is taken.

Here’s why you’ll like it:

• Clearly outlines the issue, policy violation, and expected improvements
• Communicates consequences and potential next steps, including termination
• References past warnings and efforts to resolve the problem privately

What Makes a Good Employee Write-Up Template?

A thoughtfully crafted employee write-up template can save you from messy miscommunication, HR headaches, and legal issues. It brings clarity, consistency, and compliance into your disciplinary process.

Here are the key features an ideal employee write-up template should include:

• Employee information section: The employee write-up form should capture key details like job title, department, and supervisor to place the write-up in context
• Clear description of the incident: It should document what happened, including the time, date, and the employee’s actions, for full transparency
• Violation of company policies: The write-up form template should reference the specific section of the employee handbook that was breached
• Type of warning issued: It should clarify if this is a first warning or a final written warning to track previous warnings
• Impact on job expectations: The employee write-up form must explain how the employee’s behavior or poor work performance affects team productivity or culture
• Employee response section: It should allow space for employee comments or disputes to support open communication
• Corrective action plan: The employee write-up form should outline next steps and expectations for performance improvement to avoid further disciplinary action
• Acknowledgment and signatures: It should provide space for signatures from both the employee and supervisor to confirm the meeting and discussion

Manage Misconduct and Improve Accountability With

Managing employee misconduct and tracking disciplinary actions can feel like a never-ending paper trail. But skipping documentation? That’s a risk you can’t afford. Efficiently documenting employee write-ups, performance issues, and warning notices ensures your team stays accountable, policies are upheld, and future disputes are avoided.

These ready-to-use employee write-up form templates make it easier to document issues clearly and consistently.

Additionally, , the everything app for work, helps HR professionals and managers streamline employee discipline with task tracking, custom forms, comments, and private docs for sensitive records.

The best part? offers 100+ customizable templates to support your HR workflows. Sign up for today to bring clarity, consistency, and control to your employee management process!

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