MAKE THE DOCUMENT WORK FOR YOUR SITUATION
About this employee write-up
Create a fair, factual record of an issue, the employee’s response, and a specific improvement plan after checking protected activity and leave.
When to use it
- Use for an identified workplace issue with evidence and a relevant policy.
- Use the applicable representation and investigation process where an interview or collective agreement requires it.
What to gather before completing it
- Collect dated observations, the actual policy, prior conversations, and comparable treatment facts.
- Review whether the issue involves protected leave, accommodation, reporting, or concerted activity.
- Define the expected behavior, support, follow-up, and correction process using measurable facts.
Common mistakes to avoid
- Writing conclusions or disputed accusations as established facts.
- Scoring protected absences as misconduct without the required review.
- Treating an acknowledgment signature as agreement with every allegation or a waiver of rights.
After you complete the document
- Provide a copy and preserve the employee’s response or refusal to acknowledge.
- Complete the promised support and follow-up.
- Correct factual errors and review the record before later discipline.
What the template includes
The online builder and downloaded documents use the same fields. A selected state can add relevant research prompts. Complete only applicable items; add explanations for exceptions rather than assuming a blank entry resolves them.
Document details4 inputs +
Set the date, jurisdiction, and your internal reference.
- Document date *
- US state *
- County
- Document reference
Work location & legal coverage5 inputs +
Record the actual facts, reviewed rule, and supporting references. No answer here certifies a waiver, exemption, restriction, or deadline as valid.
- States where work is actually performed
- Local workforce rules and official references
- Employer size and coverage facts reviewed
- Applicable collective agreement or representation
- Reviewed rule and dated source reference
Protected leave & accommodation review8 inputs +
Record the actual facts, reviewed rule, and supporting references. No answer here certifies a waiver, exemption, restriction, or deadline as valid.
- Potential protected leave category and coverage reviewed
- Eligibility facts and reviewed decision basis
- Absences excluded from attendance scoring or discipline
- Requested adjustment and discussion record without diagnosis
- Essential functions and work restrictions reviewed
- Required separate notices and delivery references
- Private supporting record reference without medical details
- Leave or accommodation decision contact
Employment details13 inputs +
Use accurate facts and apply your organization’s policies consistently.
- Employee name *
- Role / department
- Supervisor *
- Incident date *
- Observed facts *
- Relevant policy and section *
- Prior discussions or warnings
- Employee response
- Corrective action expectations *
- Support / training offered
- Improvement deadline
- Follow-up date
- Consequences, subject to policy and law
Additional details & signing7 inputs +
Add attachments, exceptions, and the names of authorized signers.
- Attachments / supporting records
- Exceptions / additional terms
- First signer printed name
- First signer title
- Second signer printed name
- Second signer title
- Signing date
Practical tips
- Be specific. A clear description is easier to verify than a broad label.
- Download Word if you need to add an attachment or adjust the layout.
- Keep the completed document and supporting records together.
Before signing or submitting
Employment, wage, leave, privacy, and separation requirements depend on location and circumstances. Verify the applicable rules and avoid including unnecessary medical or sensitive information.