Writing up an employee

[Shane]

Okay, I've seen and read many owners talking about writing up an employee.

How do you go about this?

Do you literally write something out on a piece of paper? Do you just make a note in their file?

Do you physically give them the paper?

Let me know how you guys do it.

[Tanning Queen]

I would write something up and then make them sign it after we discussed the issue. Then they would get a copy and a copy would go in their file.

[Bombay Tan]

I have found that is the best practice for proper documentation that may lead up to termination. Of course, you may be in "hire at will" state so the rules are a little different.

I set down with the employee, review the infraction, provide an example of the policy that was violated. I explain the potential results of their actions and have them sign a statement acknowledging our conversation. I then keep that in the employee record. Hopefully, it never happens again. If it does well you have your documentation for the decision that may need to me made...

[Din]

It's a formal letter that you are going to give to the employee to read and have them sign it as well as you sign it to show that they have screwed up. One copy goes to them and one to their file. Each letter thereafter would refer to the previous ones and the dates issued.

The 3rd letter that goes on their file will end with the line " This has been your final warning and you are hereby put on final notice, any further disruption in your work habits which may affect XYZ Salon will result in termination".

Make sure you and them sign the copy that goes on their file (that you keep)
Make sure you date each one
Make sure you sign each one.

That's all.

[Beach Bum]

Even in At-Will states you can still get dinged more for State Unemployment if you do not properly terminate someone.

From experience and human resource training I have learned that you should avoid "surprising" the employee with termination. If you can prove the employee had fair warning they would be terminated you will be in good shape.

Document problems and have the employee sign the document to prove the employee was notify of the problem. And as Din wrote, make sure to include the language "further offenses may (or will) result in termination".

Often it makes a great impact on the employee when they see in writing the word "termination".

[sedmiller]

Even if you are not having a staff member sign something - if you just give them a verbal warning - you should still document with a piece of paper. E.G. I gave Tim Smith a verbal warning today about being late (or whatever the reason is). You can hand write or type it up (or use you internal email and send it to yourself). Place the printed version of it in the staff members file. Second warning should not be verbal and third write is a final is how I typcially do it. I do not tell staff members that I am putting a copy of their verbal warning into the file, its just for my protection and documentation if needed.

Steve

[frankie]

All the above and make sure you have someone with you when this is done. You may need a witness. A at-will state means nothing. You need documentation for everything. The last employee I fired I had 2 witnesses She filed and I won. One would think all the things she was doing, stealing, letting men in the back door before work, etc, I would not need a witness. The state had already starting paying her before we had the hearing. She had to pay it all back. She was pissed. The proof is on the employer not the employee.

[sedmiller]

I completely agree with what Frankie wrote, but even sometimes that doesn't work. I had a manager quit over the phone to me. I wrote my self and email to document and date stamp the time. The CA board did not agree that was the reason I wrote it and ruled against us in his claim for unemployment. I learned a good lesson about docementation there.

Remember, if you have a good reason to let someone go, they will not necessarily get unemployement paid out of your account, and have it go against you with the proper documentation. If I even get a whiff of trouble I start documenting everything from times clocked in and out to cleaning patterns etc.

Steve

[nws2002]

I have a 3 rings binder with a section for each employee. In it there is a calendar (for marking down absences and tardies), and a notes sheet. I make a note each time I give an employee a verbal warning about anything, even something minor.

I also have an employee consuling form that I've developed. It has three sections. One outlining the infraction, one that contains a plan to fix the problem, and third section about what will happen if it continues. I sign it, the employee signs it, and its added to their file. If you are in an at-will state though make sure to check with an attorney, don't want to setup a defacto employee contract. I had to revise the form after speaking with mine.

[elitetanner]

DOCUMENT DOCUMENT DOCUMENT!!

So when firing time comes..

"See here billy bob.. one xx/xx/xxxx you did xyz.. and on xx/xx/xxxx you did abc and on xx/xx/xxxx you did mnop!
So.. I'm going to F I R E you.

"You will either be fired with enthusiam or I will fire you with enthusiam!!"

Documentation makes life easier.

Hey billy bob.. we need to chat.
I'm not happy with/this isn't procedure/you violated employee handbook page.. section../I have a problem with/ I had a customer complaint..
Date, time, incident, what you & employee will do for an action plan to correct (more training, one more warning, attend a class, read a book, sit in the corner, etc.)
Sign by you, signed by employee.

World keeps spinning.

Good Luck, Mate.