Understanding employee write-ups
Write-ups are formal documentation of workplace issues. They're a key part of progressive discipline, creating the paper trail needed to demonstrate fair process. Good write-ups are specific, objective, and focused on facts rather than opinions.
When to use write-ups
- Policy violations
- Attendance issues
- Performance problems
- Misconduct incidents
Write-up purposes
- Document the issue
- Set clear expectations
- Create evidence trail
- Support fair process
Key write-up elements
Effective write-ups include these essential components:
Required elements
Writing process
- Gather facts: Collect specific details, dates, and evidence
- Review policy: Identify which policy or standard applies
- Draft objectively: Write factual statements without emotion
- Have reviewed: HR or another manager should review before issuing
- Meet with employee: Discuss in person, don't just send written notice
- Obtain signature: Employee signs acknowledging receipt
- File properly: Place copy in employee file
Stick to facts
Write-ups should contain facts, not opinions or character judgments. "John was 30 minutes late on 3 occasions (dates)" is factual. "John doesn't care about his job" is opinion. Factual documentation is more defensible and more useful.
Write-up best practices
Content practices
- Be specific with dates and facts
- Use objective, neutral language
- Include employee's response if given
- Set clear, measurable expectations
Process practices
- Issue promptly after incidents
- Deliver in person with discussion
- Give employee copy
- File securely
Common write-up mistakes
Vague language
"Needs to improve attitude" is too vague. Specify the behaviour: "On March 5, raised voice at customer resulting in complaint." Vague write-ups are hard to defend.
Delayed documentation
Writing up incidents weeks or months later undermines credibility. Document issues promptly while details are fresh. Late documentation appears reactive, not fair.
Emotional language
Words like "unacceptable," "disgusting," or "terrible" are emotional judgments. Stick to factual descriptions of what happened and why it's a problem.
Key takeaways
Employee write-ups are formal documentation of workplace issues. They should be specific, factual, and objective. Good write-ups set clear expectations for improvement and create the evidence trail needed for fair discipline processes.
RosterElf's staff management helps Australian businesses maintain attendance and time records that support accurate, fair documentation.
