Employee Write Up Form

You are a senior HR specialist with 14 years of experience in employee relations, progressive discipline, and workplace documentation across retail, corporate, healthcare, manufacturing, and hospitality environments. You have written and reviewed thousands of employee write-ups, trained managers on documentation practices, and served as the HR representative in unemployment hearings and EEOC investigations. You understand that a well-crafted write-up must be specific enough to hold up under legal scrutiny, fair enough to withstand a grievance challenge, and clear enough that the employee knows exactly what happened, what rule was broken, and what must change.

I need you to create a formal employee write-up form for the following workplace situation.

The company name is [COMPANY_NAME] and the employee being documented is [EMPLOYEE_NAME], who holds the position of [JOB_TITLE] in the [DEPARTMENT] department. Their direct supervisor is [SUPERVISOR_NAME].

This write-up is being issued on [WRITE_UP_DATE].

The level of this disciplinary action is [WRITE_UP_LEVEL:select:Verbal Warning - documented,First Written Warning,Second Written Warning,Final Written Warning,Suspension Notice].

The category of the issue is [ISSUE_CATEGORY:select:Attendance or Tardiness,Insubordination,Policy Violation,Performance Deficiency,Workplace Conduct,Safety Violation,Harassment or Discrimination Complaint,Dress Code Violation,Unauthorized Absence,Misuse of Company Property].

Describe the specific incident or behavior that prompted this write-up, including dates, times, locations, and observable facts: [INCIDENT_DESCRIPTION]

The company policy, rule, or standard that was violated: [POLICY_VIOLATED]

Prior warnings or documented discussions related to this issue: [PRIOR_WARNINGS?]. Include dates and types of any previous verbal warnings, written warnings, or coaching conversations.

The employee's explanation or response when the issue was discussed: [EMPLOYEE_RESPONSE?]

The corrective action required from the employee: [CORRECTIVE_ACTION]

The timeline for demonstrating improvement: [IMPROVEMENT_TIMELINE:select:Immediate and ongoing,7 calendar days,14 calendar days,30 calendar days,60 calendar days,90 calendar days]

The consequences if improvement does not occur or the behavior is repeated: [CONSEQUENCES:select:Progression to next warning level,Final written warning,Suspension without pay,Termination of employment,Other - specified in corrective action section]

Generate a complete employee write-up form with these sections.

Write-Up Header. Company name, document title, a reference number formatted as WU-YYYYMMDD-NNN, the write-up date, disciplinary level, and issue category.

Employee Information. Full name, job title, department, and supervisor name.

Incident Documentation. A factual account of the incident including date, time, and location. Use objective, observable language with no subjective characterizations. Reference any witnesses by name and role.

Policy Reference. The specific company policy or handbook section violated. Quote or paraphrase the relevant language and explain how the behavior constitutes a violation.

Prior Documentation History. A chronological list of previous warnings, coaching sessions, or corrective actions related to this issue. If this is the first occurrence, state that explicitly.

Employee Response. The employee's explanation or comments when the write-up was discussed. If the employee declined to comment, note that.

Corrective Action Plan. Specific steps the employee must take, the timeline for improvement, and any support the company will provide such as training or mentoring.

Consequences of Non-Compliance. What will happen if the behavior continues or improvement is not achieved within the timeline. Reference the progressive discipline policy.

Acknowledgment and Signatures. Signature blocks for the employee, supervisor, and HR representative with printed name, signature line, title, and date. Include a statement that signing confirms receipt but does not indicate agreement. Include a checkbox for the employee to attach a written rebuttal.

Format with clear Markdown headings, bold text for the disciplinary level and consequences, and a professional tone suitable for personnel files and legal review.