Employee Tardiness: Does Anyone Have a Warning Letter Template to Share?

Would anyone have a template of a warning letter for employees who are frequently late?

Thank you.

Hi Ilan,

"Would anyone have a template of a warning letter for employees being late?"

A warning letter alone wouldn't solve your problem; it may further isolate the employee from the organization.

Template of a warning letter:

XYZ,

Designation,

Name of the company,

Location.

Subject: Letter of Warning for Coming Late

Dear Mr./Ms. XYZ,

Facts of the situation:

Previous discussions and instructions with the supervisor, if any, on this situation.

Actions to be taken.

Reasonable period of time, if appropriate, to correct behavior.

Consequences for failure to correct the behavior.

You have the right to review this warning. A copy of this letter may be placed in your personnel file at the sole discretion of the Supervisor. If the letter is to be placed in your file, you have the right to review and sign the filed copy (acknowledging receipt) and attach a written explanation of your behavior on or before [DATE, 2006]. If you refuse or fail to sign the copy of the letter by [DATE, 2006], the letter will still be placed in your personnel file with an indication that you refused or failed to sign the letter.

With this letter, I am giving you an opportunity to correct your behavior and perform your teaching duties and responsibilities in an acceptable manner.

____ Filed in personnel file _____ Not filed in personnel file

Cordially,

ABC

HR Head

Following methods can be adopted to restrict late attendance:

1) There should be a message from the Top Management informing all employees that Punctuality & Time Management are part of their Organizational Culture.

2) All employees, including Top Management, should be exemplary in this aspect.

3) Half-day leave can be deducted for every 3 Late Comings.

4) Half-day leave can be deducted for every one early leaving.

5) It has to be highlighted during Training Sessions.

6) Counseling is always a better tool.

7) Display messages/articles pertaining to Time Management & Punctuality more frequently to educate all employees.

Cheers,

Rajat

Mr. Rajat,

Your suggestion for deducting half-day leave for three late days is a good one. However, I have some queries. Please advise on the following:

When we deduct half-day leave for latecoming, suppose the worker works overtime on those days. How should we calculate the overtime hours to be paid?

- Should OT be paid for the actual hours worked extra?
- Should OT be paid considering the standard in-time, as we have already penalized him by deducting leave for the lateness?

Regards,
Nilesh Sant

Hi Nilesh,

"Your suggestion for deducting half-day leave for 3 lates is a nice one. I am glad you liked it.

When we deduct half-day leave for those who are late, now, suppose that a worker works extra (overtime) on those days, how should we calculate OT hours to be paid?
a. OT will be paid for actual hours worked extra.
b. OT will be paid considering the standard in-time (as we have already punished him by deducting leave for that lateness)?

Please note that the suggestions were for employees as required by Ilan, and workers fall into a different category where one needs to follow the provisions outlined in the Factory Act 1948 and Model Standing Orders.

If workers arrive late, it is necessary to issue a warning letter asking for a written explanation. If it happens on a regular basis, one can issue a charge sheet on the grounds of misconduct. If you have sufficient proof, you can press for a Court of Inquiry.

Overtime on the day of arriving late can be assessed based on actual hours worked proportionate to his wages, provided the above issues are clarified as per the Model Standing Orders.

Cheers,
Rajat

Charge Sheet

A charge sheet is issued by the HR department to employees who are habitual absentees.

Please provide it to me as soon as possible if anyone can.