HR topics · How to write up an employee by state

How to write up an employee in California

No California law prescribes the form of a write-up, but California's pay rules matter if discipline leads to a firing.

What should a write-up include?

Common practice is the date of each incident, what happened in factual terms (what was seen or measured, not opinions), the policy or expectation involved, what needs to change and by when, what may happen if it continues, a place for the employee's comments, and an acknowledgment line. Our free Write-Up Builder follows four levels: conversational coaching, a verbal (documented) warning, a performance improvement plan and a final written warning.

Should a write-up mention anything positive?

Many managers include a few genuine strengths. It shows the review is balanced and helps the employee see what to keep doing. Our builder asks for three.

What if the write-up leads to a firing in California?

All wages, including accrued vacation, are due immediately at termination. See the final paycheck page.

Can a write-up be about missed breaks?

Be careful: the Labor Commissioner says employers must not impede or discourage employees from taking their meal periods. Document the facts and the policy, and get advice if breaks are involved.

General information, AI-prepared and checked against the official sources listed, not legal advice. Laws change, and cities, contracts and union agreements can add rules. Last reviewed October 2026. How answers are made