People · free template

Employee Write-Up Form

Document a disciplinary incident with the facts, prior warnings, corrective actions and both signatures.

A ready-to-use human resources form for HR, people ops and hiring managers: 27 questions, 4 pages, 5 conditional rules.

Questions: 27
Pages: 4
Layouts: classic · card
Conditional rules: 5
Typical time: 8 min

Preview it in the gallery

Searches this template answers

Live preview and test console

This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Page 1 of 4 — Employee and incident

Every question on this page is currently visible.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Employee Write-Up Form is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.

HR, people ops and hiring managers working in human resources.
Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
Respondents are candidates and employees — the form asks them 27 questions across 4 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.

13 questions are required, so submissions arrive complete instead of needing a follow-up email.
It accepts a document or photo upload as evidence.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
Conditional logic hides 5 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 4 pages keeps each screen short and shows respondents how much is left.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Employee Write-Up Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 5 conditional rules ship with it.

Features conditional validation: if “Level of disciplinary action” is not Verbal warning, “Date of the previous warning” becomes mandatory before the form can be sent.
Features advanced show logic: if “Level of disciplinary action” is not Verbal warning, the form dynamically exposes “Outcome of the previous warning”. Otherwise that question never appears.
Features conditional validation: if “Was anyone else present?” is Yes, “Witness name” becomes mandatory before the form can be sent.
Features conditional validation: if “Does the employee agree with this record?” is No, “Employee comments” becomes mandatory before the form can be sent.
Features conditional validation: if “Level of disciplinary action” is Suspension, “Suspension start and end dates” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A write-up that reads as an opinion is worthless at a tribunal; one that reads as a record is defensible. This form pushes the manager toward the second. It separates what happened — date, time, location, who witnessed it — from the policy the conduct breached, so the incident is anchored to a rule rather than a mood. The level of action is chosen explicitly, from verbal warning through final written warning to suspension, and selecting a step beyond the first requires the date and outcome of the previous warning, which is the chain that gets challenged most often. The corrective action section asks what specifically must change, by when, and how it will be measured, turning a complaint into an improvement plan with a review date attached. The employee gets their own comment box and a clear choice to sign or decline, with the declining recorded rather than hidden — refusal to sign never invalidates a record but concealing it damages one. A witness signature and the HR reviewer's name complete the file copy.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Employee and incident

Employee namerequired
Job title
Department
Manager completing this formrequired
Date of the incidentrequired
Time of the incident
Location

Page 2 — What happened

Type of concernrequired
Factual description of what happenedrequired
Policy or rule breached
Was anyone else present?required
Witness name
Supporting evidence

Page 3 — Action taken

Level of disciplinary actionrequired
Date of the previous warning
Outcome of the previous warning
Suspension start and end dates
Corrective action requiredrequired
Improvement review daterequired
Support or training being offered
Consequence if the behaviour continues

Page 4 — Signatures

Does the employee agree with this record?required
Employee comments
Employee signature statusrequired
Employee signaturerequired
Manager signaturerequired
HR reviewer name

27 questions in total.

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Level of disciplinary action”

Makes answers required
If “Level of disciplinary action” is not Verbal warning, “Date of the previous warning” becomes required before the form can be submitted.
Reveals questions
If “Level of disciplinary action” is not Verbal warning, the form reveals “Outcome of the previous warning”.
Makes answers required
If “Level of disciplinary action” is Suspension, “Suspension start and end dates” becomes required before the form can be submitted.

Driven by “Was anyone else present?”

Makes answers required
If “Was anyone else present?” is Yes, “Witness name” becomes required before the form can be submitted.

Driven by “Does the employee agree with this record?”

Makes answers required
If “Does the employee agree with this record?” is No, “Employee comments” becomes required before the form can be submitted.

Set it up step by step

1
Align it with your handbook
Rename the disciplinary levels to the exact steps in your policy so the record cannot be attacked for skipping a stage.
2
Brief managers on the wording
The description field asks for observable behaviour; add your own help text with a good and a bad example.
3
Restrict who can see responses
Keep the form's submissions limited to HR and the responsible manager, not the wider workspace.
4
Diary the review
Use the improvement review date to schedule the follow-up conversation, and record its outcome as a second submission.

Mistakes to avoid

Writing conclusions about the person instead of describing observed behaviour.
Issuing a final warning with no evidence of the earlier step.
Treating a refusal to sign as a reason not to file the record.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Give the employee a copy, file it in their personnel record, and hold the follow-up conversation on the review date captured here.

Works in both layouts

Browse classic templates Browse card templates

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Privacy & compliance

This form holds employee or applicant data. Route it to a named HR mailbox rather than a shared inbox, and keep the audit trail on so you can show who viewed each response.

Frequently asked questions

What if the employee refuses to sign?

Select Declined to sign. The record stands; what matters is that the refusal is documented alongside the manager and witness signatures.

Is this legal advice?

No. It is a structured record. Disciplinary procedure is governed by your contracts and local employment law, so have your handbook wording checked before you roll it out.

Can employees add their side?

Yes — the comments box is theirs, and it becomes required when they say they disagree, so a dispute is never recorded without their account of it.

Who should be able to read submissions?

Only HR and the responsible manager. Limit access on the form before you share it internally, and export sparingly.

Is the Employee Write-Up Form template free to use?

Yes. You can preview and test Employee Write-Up Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Employee Write-Up Form template ask for?

It asks 27 questions across 4 pages, 13 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Employee Write-Up Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this human resources form work?

5 conditional rules ship with the template: Features conditional validation: if “Level of disciplinary action” is not Verbal warning, “Date of the previous warning” becomes mandatory before the form can be sent. Features advanced show logic: if “Level of disciplinary action” is not Verbal warning, the form dynamically exposes “Outcome of the previous warning”. Otherwise that question never appears. Features conditional validation: if “Was anyone else present?” is Yes, “Witness name” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Employee Write-Up Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Employee Write-Up Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the employee write-up form.

Related categories

All Human Resources templates