Can a write up be e‑signed?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention so the signature meets the ESIGN legal validity test.

What if the employee refuses to sign?

Note the refusal on the document, have a witness sign to attest delivery, and proceed with HR policy. Refusal does not invalidate the content if proper notice and evidence are recorded.

Is notarization required?

Not typically for performance write ups. Notarization is usually unnecessary unless state law or a specific contractual clause requires attestations.

How long should we keep write ups?

Retain while the employee is employed and for a period after separation—commonly at least 3 years—and longer when litigation or regulatory requirements apply.

Are e‑signed write ups admissible?

Yes. To improve admissibility, use a platform that logs timestamps, IP addresses, signer email, and authentication method to demonstrate attribution and integrity.

What authentication level is recommended?

Email or SMS code is usually adequate for routine write ups; use stronger multi‑factor or identity proofing for high‑risk or legally sensitive matters.

Electronic Signature
Templates
Miscellaneous
Work Performance Write Up

Work Performance Write Up

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

WORK PERFORMANCE WRITE UP

Parties and Recitals

This Work Performance Write Up is entered into by and between Employer: and Employee: .

WHEREAS, Employee occupies the position of in the Department of ; and

WHEREAS, Employer has documented instances of unsatisfactory performance or conduct described below and seeks to establish specific corrective action, terms, and consequences to remediate the deficiencies; and

WHEREAS, the parties acknowledge that this Write Up is a formal record that may lead to further disciplinary action if required improvements are not achieved within the timeframes set forth.

Incident and Background

Date of Incident

Month: Day: Year:

Location / Work Area Supervisor / Manager Detailed Description of Performance Issue Prior Related Counseling or Actions

Verbal warning Written warning Performance improvement plan Other:

Scope of Work / Required Corrective Actions

The following corrective actions, measurable performance targets, and supervisory responsibilities are established to address the issues identified above. Employee must comply with the stated actions and timelines.

Scope of Work and Corrective Actions Expected Improvement Criteria (measurable) Follow-up / Review Date

Month: Day: Year:

Payment Terms (If Applicable)

If this Write Up results in an agreed modification to compensation, stipend, or commission recovery, the payment adjustments shall be governed by the terms below.

Adjustment Amount Payment Schedule / Recovery Terms Late Fee or Interest on Repayments (if applicable)

Term, Termination, and Notice

This Write Up is effective as of the Start Date below and shall remain in effect through the End Date specified unless earlier terminated as provided herein.

Start Date

Month: Day: Year:

End Date

Month: Day: Year:

Notice Period for Termination or Additional Disciplinary Action

Employer may terminate employment or take further disciplinary action in accordance with company policy and applicable law if Employee fails to meet the required improvements within the stated timeframes.

Confidentiality

Employee acknowledges that the existence and contents of this Write Up are confidential and may contain proprietary or sensitive information. Employee agrees not to disclose the details of this Write Up to third parties except as required by law or as necessary to consult with legal counsel or a labor representative. Unauthorized disclosure may result in disciplinary action up to and including termination.

Governing Law

This Write Up shall be governed by and construed in accordance with the laws of the state of , without regard to choice-of-law principles. Venue for any dispute arising from this Write Up shall lie exclusively in the state or federal courts located in that state.

Entire Agreement; Severability

This Write Up constitutes the entire agreement between the parties with respect to the matters addressed herein and supersedes all prior oral or written commitments related to the subject matter. If any provision of this Write Up is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Acknowledgment

By signing below, Employee acknowledges receipt of this Work Performance Write Up, understands the contents, and understands that failure to meet the stated corrective actions may result in further disciplinary measures up to and including termination.

Employer Name:

By:

Date:

Employee Name:

By:

Date:

What a Work Performance Write Up Is and when it’s used

A Work Performance Write Up documents an employee's conduct, performance shortfalls, or corrective actions in a formal, dated record. It typically summarizes the observed issue, cites relevant policies, describes prior coaching or warnings, and sets measurable expectations or a performance improvement plan. Organizations use the write up to create an auditable personnel record that supports consistent supervision, informs future HR decisions, and provides a clear basis for follow-up steps such as coaching, reassignment, disciplinary action, or termination when permitted by policy.

Why a clear, consistent write up matters

A properly prepared Work Performance Write Up preserves facts, reduces legal exposure, and creates an objective record for performance management. When combined with dated evidence and appropriate signatures, it supports fair decision-making and preserves employer rights while documenting opportunities for employee improvement.

Who completes and reviews a Work Performance Write Up

This form is typically prepared by supervisors and reviewed by HR; distribution depends on policy.

Direct supervisors: Prepare the initial narrative and evidence, and propose corrective actions.
Human resources: Review for policy compliance, ensure documentation suffices for discipline or termination.
Employees: Receive a copy, may acknowledge receipt and provide a written response.

Use role-based review to maintain objectivity: supervisor documents facts, HR validates policy fit, and the employee can respond in writing.

Essential sections to include in a professional write up

A complete Work Performance Write Up organizes facts, dates, policy references, corrective actions, and signatures so reviewers can quickly assess the record.

Employee Details

Full legal name, job title, department, employee ID, and current supervisor; ensures the record maps to personnel files and payroll systems.

Incident Summary

Clear, objective description of the behavior or performance issue, with dates, times, locations, and third‑party witnesses where applicable.

Policy Reference

Cite the specific company policy, handbook section, or job standard that was violated or not met to show the contractual or policy basis for action.

Prior Coaching

List prior counseling, dates of informal coaching or prior write ups, and any previous agreements or PIP terms to show progressive discipline.

Corrective Action

State the required changes, measurable goals, deadlines, and consequences for not meeting goals (for example a 30‑day PIP).

Signatures & Dates

Spaces for supervisor, HR reviewer, and employee signature with name, role, and MM/DD/YYYY date to authenticate acknowledgement and routing.

Required data elements at a glance

Employee Name: Full legal name

Job Title: Official title

Incident Date: MM/DD/YYYY

Supervisor: Name and title

Policy Cited: Handbook section

Signatures: Signer names and dates

Step-by-step: completing a Work Performance Write Up

Follow these steps to produce a clear, defensible personnel record that aligns with policy and can be retained in the employee file.

01

Record facts: Capture what happened, when, where, and who observed it.
02

Cite policy: Reference the exact handbook clause or job standard.
03

Describe impact: Explain how the behavior affected operations, safety, or coworkers.
04

Set remedy: Define clear corrective actions, metrics, and deadlines.

How to set up the online write up workflow

Configure the digital template and routing rules so completed write ups flow to the right people automatically.

Field	Configuration
Template	Create a reusable form with required fields and conditional sections.
Signer roles	Assign signer order: supervisor → HR reviewer → employee as optional signer.
Authentication	Enable email or SMS code verification; use stronger auth for sensitive cases.
Notifications	Set automatic reminders and archiving to HR records storage.

Where to send or file the completed write up

Decide routing based on policy: central HR file, the employee, the supervisor, and any legal hold team if required.

HR Personnel File: Primary archival location for personnel records.
Supervisor Copy: Keeps manager records for follow-up coaching.
Employee Copy: Provide for acknowledgement and written response.
Legal Hold: Route to counsel when litigation or investigation is anticipated.

Digital signing and storage requirements

Use a platform that preserves a detailed audit trail, exports to standard file formats, and integrates with HR systems.

File formats: PDF and DOCX accepted
Integrations: Sync with HRIS, Google Workspace, or Microsoft 365
Security: TLS in transit; AES‑256 at rest

Ensure the platform supports legal e‑signature standards (ESIGN/UETA), role-based access, and export for long‑term retention.

Typical timing and follow-up expectations

Set clear internal deadlines so corrective measures and appeals proceed fairly and consistently.

Document promptly:

Create the write up within 72 hours of the incident.

Employee acknowledgement:

Provide copy and request signature within 5 business days.

PIP deadline:

Set measurable goals with a 30‑day review window unless policy differs.

Manager follow-up:

Schedule a coaching check within 7–14 days.

Appeal period:

Allow a 5 business day response window for the employee statement.

Common mistakes to avoid

Using vague adjectives without facts (for example 'insubordinate' without incidents or dates) weakens the record and invites dispute.
Failing to attach supporting evidence such as timestamps, emails, or witness statements makes enforcement and escalation difficult.
Allowing inconsistent names, dates, or job titles creates uncertainty and can impede linkage to payroll or personnel records.
Not following your own progressive discipline policy can expose the organization to unfair treatment claims.

Consequences of poorly documented write ups

Wrongful termination risk: May increase exposure to discrimination or retaliatory claims

Evidence gaps: Insufficient facts reduce defensibility in arbitration or court

Policy inconsistency: May trigger internal grievances or union challenges

Regulatory scrutiny: Poor records complicate compliance with labor laws

Lost audit trail: Missing timestamps or signatures undermines enforcement

Operational impact: Unclear expectations slow performance improvement

Example scenarios showing how write ups are used

Two common scenarios illustrate practical application and how documentation supports consistent outcomes.

Retail Manager Case

A cashier repeatedly missed shift start times and received informal coaching

Supervisor recorded dates, times, and prior coaching
The write up established a 30‑day PIP, documented expectations, and enabled HR to track improvement objectively.

Clinic Nurse Case

A nurse documented medication on the wrong chart, creating potential risk

Supervisor attached the chart entry and witness notes
The formal write up required retraining, limited duties during retraining, and created a defensible record for licensing review if needed.

Typical signatory roles and responsibilities

HR Manager

Human resources reviews the write up for policy compliance, confirms progressive discipline, and determines whether additional steps such as a formal investigation or legal review are required.

Direct Supervisor

The supervisor documents observed facts, proposes corrective actions, communicates expectations to the employee, and conducts follow‑up coaching to verify progress against the PIP.

Frequently asked questions about Work Performance Write Ups

Answers to common questions about e‑signatures, retention, employee refusal to sign, and legal admissibility.

Need help? Contact support

Can a write up be e‑signed?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention so the signature meets the ESIGN legal validity test.
What if the employee refuses to sign?
Note the refusal on the document, have a witness sign to attest delivery, and proceed with HR policy. Refusal does not invalidate the content if proper notice and evidence are recorded.
Is notarization required?
Not typically for performance write ups. Notarization is usually unnecessary unless state law or a specific contractual clause requires attestations.
How long should we keep write ups?
Retain while the employee is employed and for a period after separation—commonly at least 3 years—and longer when litigation or regulatory requirements apply.
Are e‑signed write ups admissible?
Yes. To improve admissibility, use a platform that logs timestamps, IP addresses, signer email, and authentication method to demonstrate attribution and integrity.
What authentication level is recommended?
Email or SMS code is usually adequate for routine write ups; use stronger multi‑factor or identity proofing for high‑risk or legally sensitive matters.

Comparing eSignature costs and capabilities for Work Performance Write Ups

Basic cost and capability differences influence platform selection for signing and storing personnel records; signNow is listed first for comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7‑day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

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