No matter how you feel about your job, getting written up at work can catch you off guard. That’s especially true if it’s your first time going through such an experience. But how should you respond to the write-up? Should you consider quitting your job?
A write-up is a formal warning issued by your employer. Still, you don’t have to view it as a form of punishment. Instead, it’s an essential form of communication that lets you know what to correct in your professional behavior. You shouldn’t decide to quit based only on the write-up unless it’s part of your employer’s larger pattern of unfair behaviors.
This guide will walk you through everything you need to know about getting written up at work. Firstly, you’ll learn what a write-up is and why you might get one. Then, you’ll discover how to respond to a write-up in a professional manner.
What Is A Work Write-Up?
A work write-up is a formal warning issued by your employer, directed at you as their employee. The write-up comes in the form of a written document and is usually presented to you in a face-to-face meeting.
During that meeting, your superior at work will explain why you’re being written up. They’ll also use that time to answer any questions you might have about the situation, like what caused it and what you can do to improve in the future.
Typically, the write-up comes after one or more informal warnings given prior. However, the employer finds those informal warnings weren’t enough to resolve the issue.
That will result in the employer formalizing that warning through a write-up.
Overall, a write-up happens when an employee needs to change something about their behavior at work but fails to do so.
As you read earlier, the write-up is one part of the organization’s progressive discipline system after one or more verbal warnings. That also means you could face termination if you do not correct your work behavior according to your employer’s requirements, as stated in that write-up.
Why Would Someone Get Written Up At Work?
Write-ups can happen for a long list of reasons. That’s why one of the most important things you must do when getting written up at work is to clarify the reason(s) for the write-up you’ve received.
You’ll discover more about what to do when getting written up at work later in this guide.
For now, here are some of the most common reasons people receive written warnings at work.
- Work performance issues: First and foremost, you can get written up at work if you have work performance issues. For example, you might have failed to meet the minimum targets required to keep your job. Alternatively, you might not have carried out certain responsibilities or duties in your role the way that you were expected to.
- Late or absent from work: Punctuality is a serious matter when it comes to your job, whatever your role might be. So, a clear history of being late or absent entirely from your work can push the company to issue a write-up to you. Again, that typically happens after one or more verbal warnings happen first.
- Complaints: Unfortunately, a complaint from someone who’s not your superior at work can also be the reason you get written up. That includes complaints from co-workers and customer complaints if you have a customer-facing role. For example, treating a co-worker or customer badly can lead to a complaint that the company investigates. If the complaint is justified, that could earn you a write-up.
- Property misuse: Being an employee means using company property to do your job effectively. That could be something as common as a work computer or something more valuable like a million-dollar piece of machinery. These things do not belong to you, so using them for the wrong reasons could earn you a write-up.
- Policy violations: The reasons listed above are quite universal and apply to most organizations. However, each institution or company will have unique policies that you must also follow. Violating those policies, whatever they might be, can also lead to you getting written up at work.
The list above is non-exhaustive, which means there are plenty of other reasons people get written up at work. Again, the most important things to understand are the reasons behind your write-up in particular.
If the reasons aren’t clear in the initial write-up, it’s best to follow up with them through an email just so you have all the facts in writing.
What Do You Do When Getting Written Up At Work?
Receiving a warning at work, whether verbally or as a write-up, can be quite jarring for many people. A write-up can be especially devastating if you felt that you were doing everything right leading up to it.
That’s why you must know how to respond or react when getting written up at work. Doing so will help you turn it into a positive experience. Or, at least, it’ll help you make important decisions with a clear head.
Here are the steps you should take when getting written up at work:
Step 1: Stay Calm
A lot of people might have an emotional reaction when first receiving a write-up. That’s only natural, especially if this is a new experience you’ve never been through before.
As such, the first and most important way to react to a write-up at work is to stay calm and do nothing.
Take a moment to gather your thoughts and understand what’s going on. More importantly, be sure to read the write-up and all its details so you understand everything it entails as clearly as possible.
Step 2: Take Notes
A write-up at work involves a lot of different things happening simultaneously. For instance, you’ll receive a formal write-up in the form of a written document.
Besides that, you’ll likely have meetings or discussions about the whole situation with your direct manager and perhaps those from other departments as well.
In other words, there are lots of details in the air, some of which you’re likely to forget or remember incorrectly.
For that reason, you must take notes throughout the entire process. Having a detailed record of the goings-on and their details will give you something to reference later on.
On top of that, those notes also help you think about the write-up and why it happened. Careful reflection and deep thinking will help you make important decisions later on.
So, when the details are unclear in your mind, you can revisit your notes and remind yourself of everything that happened.
Step 3: Voice Your Opinion
A write-up is not a one-way process where the organization tells you you’ve done something wrong. Instead, it’s a two-way process in which you also have a chance to speak up and voice your opinions.
Of course, there must be mutual respect during the write-up process. So, you have every right to expect your manager and others to interact professionally with you. However, you must also be respectful when voicing your opinions.
For example, some details might have been wrongly included in the incorrect write-up. Or, you might disagree with the write-up entirely.
Whatever it is, be sure to voice your opinion and do it in writing wherever possible.
Step 4: Clarify Next Steps
A write-up doesn’t mean that your time at the organization has ended. Instead, it’s meant to give you a chance to correct your professional behavior moving forward.
However, you and your manager must clarify the corrective actions you must take. That way, both sides can manage their expectations, and you clearly understand your next steps.
On top of that, it’s also helpful to establish a time frame for you to take those steps. After all, most problems take time to fix and don’t get better overnight.
As usual, it’s best to get these details in writing to avoid any misunderstandings in the future.
Step 5: Dispute If Necessary
As an employee, you have every right to disagree with a write-up that’s issued to you. If you truly believe that you haven’t done anything wrong or that you’ve hit your targets as expected, you can formally dispute or challenge the write-up given to you.
Firstly, check with your organization’s Human Resources department or its equivalent. They might have a process in place for people like you to dispute the write-up you’ve received.
Then, you can notify your manager that you’ll be disputing the write-up formally. You should gather as much evidence and feedback as possible to prove that the write-up was incorrect.
Can You Challenge Or Dispute A Write-Up At Work?
Yes, you can challenge and dispute a write-up you receive at work. You should speak up for yourself if you feel that the write-up was unfairly issued against you.
As you’ve read several times above, be sure to keep everything in writing. Gather as much evidence as you can to prove that you were not guilty of any wrongdoing and present it to your management.
Does A Write-Up Automatically Mean You’re Getting Terminated?
A write-up doesn’t necessarily mean that you’re getting fired from your job. Instead, it depends on what went wrong and how severe the situation is.
For example, if you’re getting written up for getting caught stealing from a cash register, that’s enough grounds for immediate termination.
However, if what you’ve done is less severe, like receiving a customer complaint, then the write-up is more of a formal warning. Depending on the organization and its policies, you might receive one or more write-ups before termination becomes possible.
Should You Quit After Getting A Work Write-Up?
Getting a work write-up shouldn’t be your only reason for quitting your job. A write-up is an important form of communication between an employer and their employee.
It’s a way for the employer to make it clear that you’re not doing what’s expected of you while providing ways for you to correct your work.
In other words, you can view a write-up as a chance to improve things rather than a punishment.
However, being unfairly written up at work could inspire you to find a new employer. Unfair write-ups could indicate that your manager is not behaving professionally or that the organization has a culture you no longer want to be a part of.
Still, whatever you decide to do, the write-up should only be one of many considerations that inform your decision. It shouldn’t be the only reason to stay or leave the company.
Being written up at work can be nerve-wracking for some people. This is often due to a lack of knowledge about what write-ups involve or how to respond to them. In some cases, a worker might even find the process discouraging, wrongly assuming it’s a form of punishment.
The key is to remain composed while clarifying the details and working out what corrective steps you should take. Alternatively, it is possible to contest the write-up if you feel it’s incorrect in any way.