How to write up an employee for poor performance sample

To write up an employee for poor performance, follow these guidelines:

Don't do it while you're emotional

It is important to be objective when writing up an employee, and if you attempt to do so while you are still angry about the grievance(s), it may blur the document's message, and at worst, you could come off as unprofessional.

Document the problem

Address the write-up to the employee. Clearly and objectively state the issues that you are having with the employee, citing specific examples with dates and times.

It is critical that you stick to the facts. Do not write about rumors or your feelings about the employee as a person; write exclusively about provable cases in which the employee was negligent or culpable.

More in this same vein, do not use negative adjectives to describe the employee, such as lazy or incompetent. Simply state the facts; for example, Employee X has come in late to work four consecutive days in a row. Then include the exact clock-in times of Employee X.

Utilize company policies

These policies exist for the sole purpose of giving employees a guide on how to behave at work. So when your employee displays misconduct or breaks the rules, you can use the company policies to back yourself up.

Some company policies you may cite depending on the situation include attendance policies, dress code policies, and rules regarding the use of cell phones at work.

A write-up is not just a document that provides a paper trail for a potential employee-employer lawsuit; it is also a chance for the employee in question to see their mistakes in total and get an opportunity to rectify their behavior.

Add witness statements, if possible

If the write-up concerns the performance or lack thereof of the employee, utilize the employee's co-workers. Get them to give written statements that you can then include in your write-up. Be sure to give them the same advice about being objective and sticking to the facts, though.

Witness statements should be based on factual observations, not subjective opinions of the employee in question. These can be very helpful in building a credible case against the employee and should include any attempts or disciplinary actions taken by other managers to rectify the behavior along the way.

Give expectations for improvement