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The employee write-up form: what to include

A write-up form is only as good as what you write in it. Here's what every write-up needs, a filled-in restaurant example, when to use a verbal, written or final warning, and the mistakes that make a form worthless later.

For restaurant, café & hotel managers · 6 min read

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What a write-up is

A write-up, also called a disciplinary action form or a written warning, is a dated record that tells an employee what they did, which rule it broke, and what happens next. It goes in their file. Most businesses use it as one step in a ladder: verbal warning, written warning, final written warning, then termination.

The boxes don't protect you. The facts do. A ticked box that says "performance" proves nothing. Times, what happened and the rule broken do.

What every write-up form needs

  1. 1Employee.Name and position: server, line cook, barista, front desk, room attendant.
  2. 2Date & time.When it happened, and when you wrote it.
  3. 3Reason.Attendance, conduct, performance, safety or other.
  4. 4What happened.Facts only: what was said and done, who saw it.
  5. 5Policy.The rule broken, in your handbook's words.
  6. 6History.Earlier warnings for the same thing, with dates.
  7. 7Action.Verbal, written or final written warning.
  8. 8Next step.What happens if it happens again.
  9. 9Signatures.Manager, employee, and a witness if there was one.

Example write-up

Employee write-up · Performance

EXAMPLE · NOT A REAL EMPLOYEE

Employee:
Alyssa P., Server
When:
Saturday, Oct 17, 7:40 PM · Dining room
Reason:
Performance
What happened:
Alyssa rang in table 12's order (six guests) 20 minutes after they were seated. The guests complained to the manager; two entrées were comped.
Policy:
Handbook, Service standards: ring in orders as soon as they are taken.
History:
Verbal warning for late ring-ins on Oct 2.
Action:
Written warning.
Next step:
Another late ring-in will lead to a final written warning.
Manager
Employee
Witness

Hotel version, same structure: "Front desk agent. Said a guest's room number out loud at the desk with other guests in line. Verbal warning for the same thing on Oct 5."

Verbal, written or final warning?

  1. 1Verbal warning.First time, minor. Still write a short dated note.
  2. 2Written warning.It happened again, or it's more serious. The employee gets a copy.
  3. 3Final written warning.The last step. Say clearly that next time can mean termination.
  4. 4Termination.When your steps are done, or for serious misconduct.

Your handbook decides the steps. Follow the same steps for everyone.

Mistakes that make a form worthless later

  • Boxes ticked, no facts written.
  • No rule quoted, so it looks like a personal decision.
  • Skipping steps for one employee but not for another.
  • Writing it days later, from memory.
  • A vague next step ("improve your attitude").
  • Not giving the employee a copy.

Skip the paper form

A paper form waits in a drawer. In very cool report you speak what happened, the app asks for the reason, earlier warnings and the action, and everyone signs on the phone. You get a sealed PDF by email.

Get my PDF — restaurantGet my PDF — hotel

Questions managers ask

A written record of a problem with an employee's conduct or performance, kept in their file. It is a warning, not a termination.

Not legal advice. Laws vary by state.