4 questions to ask before you issue a write-up

Written warnings form the backbone of an effective progressive discipline system. They provide the documentation necessary for showing what an employee did wrong, when it happened, the circumstances that preceded the events in question and what corrective action the employee must take. Write-ups are an essential HR tool.

Yet they are also potential lightning rods for employee anger and potential landmines should you wind up in court. Before you discipline an employee in writing, ask yourself these questions:

1. Does the punishment fit the crime? Sending someone home without pay for being 10 minutes late is excessive, unless the tardiness is a repeated violation and the employee has been told that repeated incidents could end in dismissal. Document all violations.

2. Did you discuss it first? Talk over the problem before you commit it to writing; it may help you draw a more accurate conclusion.

Remember: The first step in progressive discipline is an oral reprimand.

3. Are the facts clear? If everyone agrees on the events in question and you have proof that what happened violated company rules, your case is ironclad. But don’t make a final decision to put it in writing until all ambiguities are gone.

4. Are you acting consistently? Review the discipline handed out over the past year. How does what happened then compare with the current situation?