How Should I Address Senior Staff Falsifying Their In/Out Times in a Letter to Higher Ups?

Dear all,

As an HR officer, I need to write a letter to a higher authority informing them that some senior staff and most senior staff have been consistently marking their IN/OUT times incorrectly for many months. It has become their routine practice to arrive after office hours and then falsely record their IN/OUT times within the office working hours of 9 to 5 (Full).

I kindly request your assistance in addressing this matter.

Best Regards

Dear Member,

You are working as an Executive HR and want to write a letter to authorities regarding the behavior of some senior staff. What kind of help do you need from the forum?

Thank you.

I need a sample complaint letter/email in which I can address my Director/Deputy Director regarding the Principal/Officers and some staff arriving late to the office every day and falsifying their time on the timesheet (IN/OUT), which is totally inaccurate. What they are doing is coming to the office after the office hours (4:30 PM) and recording their time as 8:30 AM - 4:30 PM, showing the heads of the department that they are very punctual, which is completely incorrect.

Guidance Needed for Addressing the Issue

Please guide me on how to address this issue in a letter/email to my Director/Deputy Director.

Best Regards

What evidence do you have regarding fake timestamping?
Remember that the individuals you intend to address in your complaint are important and trusted members of management. It is essential to have verifiable evidence before proceeding with such complaints.
Composing a letter is not a challenging task.

Addressing Fake Attendance Marking

Further to my above post, if you have solid evidence of fake marking in/out, you need to privately discuss the matter with senior management or senior HR. This is a sensitive matter as the officials concerned are senior and supposed to be responsible. Their acts of fake or irregular marking in/out, as stated by you, indicate a serious lack of integrity.

I suggest implementing a biometric system of attendance to your management. Tackle this matter with care and in a sensitive manner because top management will find it difficult to accept that some senior staff are engaging in illegal activities. Sending an email or letter to management will not be appropriate prior to discussing this matter.

Dear Anonymous,

I think all issues have not been resolved through letters. You should talk to your reporting manager regarding this issue. He will guide you, or he will inform your directors about the issue. Alternatively, you can directly talk to your director regarding the same.

If you are talking about the "most senior staff" (Director? / VP? / CEO?) or the "most experienced staff" (some workers with a very long relationship with the company?) or the "most aged staff" (some employees nearing retirement or with extensions).

If it is the top bosses, then you need to first check what benefits they are getting being in that position (including flexible timings). If yes, the in-out timing entries might be just for the sake of completion of data for salary/administrative purposes.

Please first discuss the matter with your immediate superior (HR Manager). If that does not satisfy your queries, then discuss this matter with the concerned "Senior Staff" verbally first in the presence of one of your superiors from the HR department.

If it is one of the other two categories, then you need to first discuss with their respective HOD's about the issue. Then confront them directly with the issue in the presence of their HOD's.

A letter is sometimes too formal and can create biases in such a work environment. It will be taken as stabbing in the back if you do not inform them of the misconduct first verbally. So, first go ahead with verbal understanding and in case these fail, then only resort to a formal letter.

If it comes to it, the format of the letter should be the same as you would write in case you were reporting a junior employee's misconduct. I think you can find this format on the internet by simply googling it.

Best Regards,
Amod.