5 Common Employee Write-Up Mistakes That Could Cost You

Employee write-ups are legal documents that can be used in court. Making mistakes in how you document disciplinary actions can expose your organization to liability. Here are five common mistakes to avoid.

1. Being Too Vague

Writing "employee has a bad attitude" or "not a team player" doesn't hold up. You need specific, observable behaviors with dates and details. Instead of "bad attitude," write "On January 15, the employee raised their voice at a customer and refused to process a return per company policy."

2. Inconsistent Application

If you write up one employee for tardiness but not another, you're creating a discrimination claim. Apply your disciplinary policies consistently across all employees regardless of their position, tenure, or demographics. Document why any differences in treatment are justified.

3. Waiting Too Long

Write-ups should be issued promptly after the incident — ideally within a few days. Waiting weeks or months weakens the documentation and can make it seem retaliatory. It also denies the employee the chance to correct the behavior in a timely manner.

4. Including Personal Opinions or Emotions

Keep write-ups factual and professional. Avoid language like "I'm disappointed" or "this is unacceptable behavior." Stick to what happened, what policy was violated, and what needs to change. Emotional language can undermine the document's credibility.

5. Not Including Next Steps

Every write-up should clearly state what corrective action is required, what the timeline is, and what will happen if the behavior continues. Without clear next steps, the write-up is just a complaint — not a useful management tool.

Get It Right Every Time

Our free employee write-up generator includes all the essential elements and follows HR best practices. It helps you create consistent, professional documentation that protects your organization. Try it free today.