11 Valid Reasons to Write Up an Employee

11 Valid Reasons to Write Up An Employee

Writing up an employee is nothing to look forward to. Many supervisors and managers avoid it when possible. But if you let things go without discipline, an employee may stop caring about the actions they take.

As a manager or supervisor, write up employees when it’s necessary — and only when it’s necessary. Write-ups lose their weight if you hand them out for every small issue.

Have clear policies in place, and make sure your reasons for discipline are valid. Weak or invalid reasons can lead to legal trouble if you later terminate the employee. Disciplining someone for reporting harassment or discrimination, or for taking legally protected leave, counts as retaliation. That is never a valid reason for a write-up.

Be fair. Give employees a chance to explain themselves and correct the issue. Coaching helps too. Most importantly, when discipline is warranted, follow your policy step by step and keep a clear paper trail.

Some valid reasons to write up an employee include:

Insubordination – This is when you tell an employee to perform a valid work-related duty that is part of their job, and they refuse to do it.

Attendance – If you have an attendance policy and an employee who has exceeded the number of call-in days allowed, investigate the cause before writing them up.

The employee could be going through a rough stage in life. They might be sick, or a family member might need care. In cases like these, you may be able to accommodate them until things improve.

Work Performance – If an employee’s work performance is suffering, you need to address the situation. It may be a training issue — the person may not know how to work effectively — or the person might not be the right fit for that job and would do better elsewhere. Getting to the root of the problem is best before you discipline.

Rude behavior – This is another issue where you need to investigate the root cause. Is the employee being treated unfairly and responding by being rude? Or is it something else?

Unexcused Tardiness – If you have an employee who is constantly late, figure out why it’s happening and look into their history. Is it something recent, or is it a common occurrence?

No Call/No Show – This is a problem because when a supervisor or manager has an employee that didn’t come into work and didn’t call, the first thing that comes to mind is, “What happened? Are they okay?” This is especially true when the employee doesn’t normally behave like this. Another problem is that management can’t make plans to cover the absent employee.

Before writing up a no-call, no-show, rule out a medical emergency or other protected leave. Firing someone covered by the Family and Medical Leave Act for this reason can violate the law.

Many businesses also set a clear threshold, such as three consecutive no-call, no-show days, after which the absence is treated as job abandonment rather than an ordinary attendance issue.

Safety – If an employee is working in an unsafe manner, they may be putting themselves in danger as well as the coworkers around them.

Another issue to keep in mind is that a company with more workplace injury claims typically pays higher workers’ compensation insurance premiums, since insurers price coverage based on a business’s claims history.

When you see an employee working in an unsafe manner, it is your duty to deal with the situation as you see fit.

Carelessness – This violation can affect safety and profitability. It is important that your employees are doing their job without being careless.

Housekeeping – An employee must be neat and tidy in the workplace. Housekeeping violations can lead to employees getting hurt — for example, they may trip and fall. Poor housekeeping can also contribute to lost productivity.

Violence – Any type of violence is a valid reason for a write-up. In many cases, this calls for immediate dismissal. No type of violence should be tolerated. The only exception is if someone is acting in self-defense.

Harassment – Harassment, like violence, is something that no employer should tolerate. Acts of harassment are a valid reason to write up an employee and, in many cases, depending on the severity, can lead to instant termination.

Make sure you have the facts about the whole story before issuing a write-up. Understand the labor laws in your location so you stay compliant — otherwise, you risk trouble if a complaint is filed outside the company.

Consistent, well-documented write-ups are also what protect your business if a termination is ever challenged as wrongful or contested for unemployment.

Key Points and Facts About Employee Write-Ups

A valid write-up documents a specific, policy-based reason — not personal frustration.
Consistent documentation protects a business in wrongful termination and unemployment disputes.
Weak or inconsistent reasons for discipline increase legal risk if an employee is later terminated.
Some issues, such as violence or harassment, can call for immediate action up to and including termination.
Disciplining someone for reporting harassment or discrimination, or for taking protected leave, is retaliation and is not lawful.

Action Steps for Employee Write-Ups

Investigate before you write up

Get the full story from the employee and any witnesses.
Check the employee’s history for patterns.
Rule out a legitimate reason, such as illness, a family emergency, or protected leave.

Confirm the policy supports the write-up

Check your employee handbook or written policy for the relevant rule.
Make sure the same rule has been applied consistently to other employees.

Document the write-up

Record the date, the specific incident, and the policy violated.
Note what improvement is expected and by when.
Have the employee acknowledge the write-up in writing when possible.

Follow through

Give the employee a fair chance to correct the issue.
Follow up to confirm whether the behavior improved.
Escalate consistently if the issue continues.

Checklist for Employee Write-Ups

Confirm the reason is valid
- Is this a real policy violation, not a personal issue?
Investigate first
- Talk to the employee and any witnesses before deciding.
Check for protected activity or leave
- Rule out FMLA, ADA leave, or a recent harassment complaint.
Apply the policy consistently
- Confirm other employees have faced the same consequence for the same issue.
Document everything
- Date, incident, policy violated, and expected improvement.
Give the employee a chance to respond
- Let them explain their side before finalizing the write-up.

FAQ: Employee Write-Ups

Do I have to write someone up before firing them?

Not always. Serious issues like violence or harassment can justify skipping straight to termination. Most other issues call for a documented warning first.

How many no-call, no-shows count as job abandonment?

There’s no single legal standard. Many businesses set their own policy, commonly three consecutive no-call, no-show days.

Can I write up an employee for taking sick leave?

No. If the leave is legally protected, such as FMLA, disciplining the employee for it can expose your business to legal risk.

What should a write-up include?

The date, the specific incident, the policy violated, what improvement is expected, and a place for the employee to acknowledge it.

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