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Guide · Checked October 23, 2026 · Practical HR guidance, not legal advice

How to write up an employee: a simple documentation template

A good write-up is short, factual and specific. It tells the employee exactly what has to change, and if things go wrong later, it shows you were fair. Here's the template I use with small businesses, plus a filled-in example.

Why the write-up matters more than the conversation

Most owners do talk to the employee. What's missing is the record. If you later end up responding to a reemployment assistance claim, an agency charge or a lawyer's letter, a write-up dated at the time is far more useful than your memory. The EEOC is clear that employers remain free to discipline or terminate for non-retaliatory, non-discriminatory reasons. Your documentation is how you show what the reason was. And when Florida decides a reemployment assistance claim, a discharge for work-connected misconduct may result in disqualification, so the state will want facts.

The template (copy and paste)

EMPLOYEE CORRECTIVE ACTION RECORD Employee: Position: Manager: Date of meeting: Type: [ ] Documented verbal warning [ ] Written warning [ ] Final written warning 1. WHAT HAPPENED (facts only: dates, times, what you saw or can verify) 2. THE EXPECTATION (the rule, policy or standard, and where it's written) 3. PRIOR CONVERSATIONS (dates and type of earlier coaching or warnings) 4. IMPACT (on customers, coworkers, safety or the business) 5. WHAT MUST CHANGE, AND BY WHEN (specific and measurable) 6. SUPPORT WE'LL PROVIDE (training, schedule check-in, tools) 7. NEXT STEP IF IT DOESN'T CHANGE "Further issues may result in additional discipline, up to and including termination." 8. EMPLOYEE COMMENTS (optional; the employee may attach a statement) Employee signature: Date: (Signing confirms you received this document, not that you agree with it.) Manager signature: Date: Witness (if employee declines to sign): Date:

A filled-in example

Type: Written warning

What happened: On Oct 6, 13 and 20, Alex clocked in at 7:22, 7:31 and 7:18 for a 7:00 a.m. opening shift. On Oct 20, the store opened 15 minutes late and two delivery drivers were turned away.

Expectation: Opening staff clock in by the scheduled start time (Handbook, "Attendance," p. 6). If you're running late, text the manager on duty before your shift starts.

Prior conversations: Documented verbal warning on Sept 22 for late arrivals on Sept 15 and 19.

What must change: Clock in on time for every scheduled shift for the next 60 days, and text the manager before the shift starts if delayed.

Support: We'll look at moving Alex to the 8:00 a.m. shift on Tuesdays (child care conflict raised on Oct 20). Check-in on Nov 21.

Next step: Further late arrivals may result in a final written warning or termination.

Write it like this, not like that

Instead of…Write…
"Bad attitude""Told a customer 'that's not my problem' at 2:15 p.m. on Oct 8 when asked about a missing order."
"Always late""Clocked in 18–31 minutes late on Oct 6, 13 and 20."
"Seems depressed lately, maybe it's the meds"Nothing. Don't diagnose or speculate about health. Describe the work behavior only.
"Since filing that complaint, she's been difficult"Nothing about the complaint. If the problem started after a complaint, stop and get advice (see red flags).

Red flags: pause before you discipline

Get a second opinion first if, in the last few months, the employee has done any of the following:

  • Complained about discrimination or harassment, taken part in an investigation, or asked for a disability or religious accommodation. The EEOC lists a reprimand or lowered evaluation because of that activity as possible retaliation.
  • Reported an injury or filed a workers' comp claim (s. 440.205, Fla. Stat.).
  • Received a jury summons or served on a jury (s. 40.271, Fla. Stat.).
  • Objected to, or refused to take part in, something they believe breaks a law or regulation, if you have 10+ employees (s. 448.102, Fla. Stat.).
  • Requested or used FMLA leave, if you have 50+ employees.

That doesn't mean you can never discipline someone in that situation. It means the timing and the facts need to be airtight.

Delivering it

  1. Write it within a day or two

    Notes made at the time carry weight. Notes written a month later look like a case being built.

  2. Meet privately, with a second manager if you can

    Read it with the employee, ask for their side, and add their comments.

  3. Ask for a signature, but don't fight over it

    If they refuse, write "Employee declined to sign" and have the witness sign.

  4. Give them a copy and file the original

    Put it in the personnel file, put the check-in date on your calendar, and follow up when you said you would.

  5. Be consistent

    Use the same template and the same standards for everyone, including your best performer.

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Sources

General HR information, not legal advice. The template and example are practice tools, not legal forms. If discipline involves a complaint, a medical issue or a protected activity, talk to an employment attorney first.