Struggling with Employees Forgetting to Clock In and Out? Looking for Memo Examples!

Hi! Do you guys have a sample memo for those employees who always forget to time in and out? Thank you so much in advance!

Hi Joanah, there is no prescribed template for such memo/warning letters. You need to prepare a memo based on the situation.

Addressing Attendance Issues

Is your employee not mentioning the in & out in the attendance register or not using biometric access? In either case, call the employee and explain how in-out timing is very important for HR to process salary. Indicate to them that if they forget to mark the attendance in the future, those days will be considered as a loss of pay, or they will need to get a certificate from their reporting authority confirming their presence at work on that particular date.

Escalating to a Warning Letter

If your employee continues to miss the attendance even after a verbal warning, then you may go for a warning letter or memo.

Using Biometric Access

If you are using biometric access, there are provisions like the entry door will open only if the employee uses the ID card/thumb impression in the biometric access. Such a system in place will help address these sorts of complaints.

It is surely not beyond your ability to write a simple memo to all staff stating that everyone must record their time of arrival and time of departure. You can fill in the details of how that is done in your organization, i.e., time clock, sign-in book, online register, or whatever method you use.

In addition to that, you MUST outline the penalties for failure to record attendance, e.g., loss of pay, etc.

Any recalcitrant employees can then be dealt with via warning letters as my colleague above has outlined.

Your life will be much easier if you don't overcomplicate simple processes, and keeping things simple means that employees understand more easily what is required of them.