Free restaurant template · Form
Restaurant employee write-up form
Free to use and edit. These are starting drafts, not legal advice: have an employment attorney review any policy before you rely on it.
The template
[Restaurant name]
Employee Write-Up Form
Employee name:
Position:
Location:
Manager completing this form:
Date of incident:
Date of this meeting:
Type of action
- Verbal warning (documented)
- First written warning
- Second written warning
- Final written warning
- Suspension pending review
Reason
- Late or left early
- No call, no show
- Cash handling or comp/void procedure
- Food safety or sanitation
- Guest service
- Conduct toward a coworker
- Uniform or appearance standard
- Other (describe below)
What happened
Describe the facts: date, time, shift, what was observed, who was present. Attach schedules, time records or guest notes if they apply.
Standard that applies
Name the policy, handbook section or training that covers this, and when the employee received it.
Previous warnings on the same issue
| Date | Type of warning | Issued by |
|---|---|---|
What needs to change, and by when
Follow-up date:
Employee comments
Signing confirms that you received this form and discussed it with a manager. It does not mean you agree with it.
Employee:Date:
Manager:Date:
Witness (second manager):Date:
- Copy given to employee
- Original placed in personnel file
Starting draft from Back of House Ops (backhousehr.com). Edit it to fit your restaurant. It is not legal advice.
Massachusetts rules
The rules that apply to this document
Can a current or former employee see their personnel file?
Yes. Within five business days of a written request, the employer must let the employee review their personnel record, and provide a copy on request, up to twice a year. You must also tell an employee within 10 days when you add negative information, such as a write-up, to their file.
Full answer and official sourceCan a restaurant discipline or fire someone for complaining about pay?
No. Penalizing, firing or discriminating against an employee because they complained to the Attorney General or anyone else, or helped an investigation, violates the Wage Act, and the employee can sue for triple damages.
Full answer and official sourceWhat can Massachusetts sick time be used for?
The employee's own illness, injury, medical condition or preventive care; the same needs for a child, spouse, parent or spouse's parent; routine medical appointments; and dealing with domestic violence. Since November 21, 2024, it also covers the employee's or spouse's health needs after a pregnancy loss or a failed adoption, surrogacy or assisted reproduction.
Full answer and official sourceCan I deduct breakage, register shortages or a walkout from an employee's pay?
Generally no. The Supreme Judicial Court held in Camara v. Attorney General (2011) that an employer may not deduct from earned wages unless the law allows it or there is a "clear and established debt", and an employer's own finding that an employee was at fault does not qualify, even if the employee agreed.
Full answer and official source
Rules checked against official sources on . General information, not legal or tax advice.
Where restaurants go wrong
- Writing someone up for an absence that was a lawful use of earned sick time. Check the reason for the absence before you fill in the form.
- Using the form to dock pay for a walkout, breakage or a short drawer. A write-up records a conduct problem; it does not create a debt.
- Writing conclusions ("bad attitude") instead of facts ("left the floor for 20 minutes during Friday dinner service without telling the manager").
- Filing it without telling the employee. A write-up nobody saw does not help you and may break the personnel-file rule.
Your restaurant remains the employer of record and approves payroll and employment decisions. BOHO is not a PEO, a staffing agency, or legal counsel. This template is a starting draft for you to edit. It does not decide how the rules apply to your restaurant, so have counsel review any policy or separation before you rely on it.
Want the numbers behind it? Try the restaurant calculators.
Rather have someone keep these documents current?
Your restaurant remains the employer of record and approves payroll and employment decisions. BOHO is not a PEO, a staffing agency, or legal counsel.