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Employee written warning for tardiness

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Employee written warning for tardiness
July 05, 2019 Anniversary Wishes For Parents 3 comments

In these instances, managers may replace the tardy employee for the full shift. who has two occurrences should receive a Written Warning; if the employee has .

Employee warning notices are used to address and confirm an employee's performance or inappropriate conduct at work. A company usually issues an employee warning form after a meeting with him/her to discuss the issue. This gives the employee an opportunity to correct their behavior moving forward.

It's important to be upfront and clear about your company's employment policies. You should ensure that all employees are aware of these policies and have access to your employee handbook.

Remember, you should also establish clear rules for your managers to ensure that all employees are treated equally. To comply with federal laws, all managers must act consistently when carrying out disciplinary actions to avoid being accused of unfair treatment down the line.

Final Thoughts:

It's easy to terminate an employee for sub-par work, but this can also be a costly exercise for your business. Instead of bearing down on an employee, you might want to try a more rehabilitative approach like issuing a performance improvement plan to help them meet their goals.


How do you write a warning letter to an employee?

  1. Identify the problem. Make sure you consider the various performance issues and how long it has existed.
  2. Meet with the employee and clarify the issue.
  3. Create your warning letter and include all the performance issues you've considered.
  4. Give the employee the warning notice and make sure you receive a signature to confirm receipt.

Learn more about an Employee Warning Notice.

When should you write up an employee?

  • Absenteeism.
  • Tardiness.
  • Consistent Sub-Standard Work.
  • Inappropriate Behavior toward Customers or Clients.
  • Illegal Behavior.
  • Insubordination.
  • Company Policy Violation.

Read more about an Employee Warning Notice.

Do you have to sign a warning at work?

Yes. Typically, an employee is asked to sign the warning to record that the employee has been informed about the contents of the form. However, depending on the issue brought up in the warning letter, the employee may refuse to sign the letter.

Find more information on an Employee Warning Notice.

Can you skip a verbal warning?

This depends on your employer's policies regarding disciplinary procedures. Your company's disciplinary policies should include how many verbal or written warnings are given before a final warning or dismissal.

See more details about an Employee Warning Notice.

Why should you use an Employee Written Warning Form?

Certain labor laws may require you to provide detailed proof of any disciplinary action taken against an employee. It's imperative to have documented proof of the process in case of employee termination.

Learn more about an Employee Warning Notice.

What should an Employee Warning Notice Form contain?

An employee warning notice, or disciplinary write-up form, details what the issue is, how the employee should correct their behavior, and what actions will be taken if they don't. Employee warning letters should be signed by the employee, the manager, and a witness, and a copy should be kept in your employee's personnel file.

Find more information on an Employee Warning Notice.

What happens if an employee refuses to sign a warning letter?

The employee can refuse to sign it if he or she disagrees with the content or thinks it's not valid. If this is the case, a manager can write on the form that the “employee refused to sign” and document why the employee disagreed with the notice.

Read more about an Employee Warning Notice.

Employee Write Up Form - Microsoft Word Format:

Download a printable employee write up template in Microsoft Word format.

Download FormInstant download. No email required.

Employee Warning Notice PDF Format:

Download your free Employee Write Up Form PDF.

Download FormInstant download. No email required.

There is no legal requirement to provide formal written warnings or a certain number of warnings. However, to determine whether an employee was unfairly.

How to Write an Employee a Written Warning

employee written warning for tardiness

Written warnings are usually given after a verbal reprimand did not cause the desired correction, or in cases when a verbal reprimand is not adequate. If one of your employees is frequently late for work, depending on company policy, you may issue her a written warning. The letter – which should be direct, clear and tactful – shows how the employee has violated the company's tardiness policy.


Before you write up an employee for excessive tardiness, review the company’s policy on the matter. For example, under company policy, excessive tardiness means being late more than twice in any month. This includes arriving late to work and returning from break and lunch past the allotted time. Note special circumstances that can be waived, such as when an employee is sick and has a doctor’s note.


You may use a confidential memorandum or letter format to write the letter. At the top left corner, put the employee’s name and title, your name and title, and the date and type of warning being issued. In the latter case, your subject line may say “Written warning due to excessive tardiness.”


If you’ve verbally warned or counseled the employee before, start by listing the dates of those warnings and what was discussed. Then explain how the employee has again violated the company’s tardiness policy. State the exact days on which the infractions occurred and the number of minutes the employee was late on each day.

If this is the first warning, explain that you value the employee's work with the company and hope to continue working with him in a mutually-beneficial environment. Say that to accomplish this, he must be on time for work. Explain that you understand that things sometimes happen, which can cause delay, such as heavy traffic or car problems. However, your records indicate that he’s broken the company’s tardiness rule. Include the details of each violation.


Tell the employee how her tardiness negatively affects the company. For example, you might write: “It is critical that you arrive to work on time so I do not have to assign your duties to your co-workers.” Write the effect of her actions on the company’s bottom line, if applicable. For example: "When you're late, calls go unanswered and deliveries are delayed." Reiterate your expectations for the employee, including her scheduled work times, such as 8 a.m. to 5 p.m. with an hour for lunch and two 15-minute breaks.


Nothing will change if the employee does not know the consequences of his actions. You might write to the employee: “Future violations may result in further disciplinary action, including unpaid suspension or termination of employment.” Request that he contact you or the human resources department immediately if he has an extraordinary circumstance that prevents him from being on time. This may happen, for example, if he has personal issues or is disabled.

Final Stage

The letter should include signature lines for you and the employee to sign and date. You may also create a line for your boss to sign. If the employee refuses to sign the document, indicate on the form that she refused to sign. Give her a copy of the memo or letter and explain that her refusal to sign does not lessen its validity.

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Verbal and Written Reprimand Letter Template

employee written warning for tardiness

When chronic absenteeism occurs in your workplace, the standard step that follows a verbal warning is a written letter to the employee. It’s important to remember that frequent absenteeism is often the result of illness or personal or family issues, so a level of sensitivity in the approach is required while still being firm about the individual adhering to the company’s policy. The team at ATS have created a sample employee warning letter for absenteeism, for more in-depth information on minimizing employee absenteeism, check out our free Attendance Policy guide.

To learn more about what you can do to prevent your company from losing money using time and attendance best practices, check these posts out:


What to Include In an Employee Warning Letter for Absenteeism

Writing a warning letter for absenteeism can be tricky business. It needs to be written in such a way that it informs the employee that he or she has not adhered to the company’s attendance policy while avoiding an overly authoritarian tone. The letter should be generally positive with a view to helping the employee change the problem behavior and improve performance.

The letter should detail which infractions have been committed by the employee, including specifics. The letter should clearly indicate what the consequences of further absenteeism will be.

A means for the employee to get back on track should then be outlined in the letter.

Sample Warning Letter

Employer’s Name

Company Name

Business Address

City, State, Zip Code


Employee’s Name

Employee’s Position

Employee’ Address

City, State, Zip Code

Dear Employee’s Name,

This letter is an official written reprimand that serves to emphasize the seriousness of your recent unauthorized absence from work. On DATE, you took leave from your job without requesting or receiving prior permission from your manager. This written warning letter comes soon after a verbal warning you received following several late arrivals for work. In the absence of mitigating emergency circumstances, this kind of behavior is seen as a sign of gross negligence of your duties that goes against our company’s employee attendance policy.

If additional unauthorized absences or late arrivals occur, you will be subjecting yourself to possible further disciplinary action.

At company name, we value attendance and consider it to be an important factor in any employee’s position. It is our sincere hope that you will adhere to the company’s attendance expectations to avoid further actions.

You are hereby advised that further infractions of our attendance policy will not be accepted and that proper attendance is required.

Kindly treat this matter with all the urgency and seriousness it demands. A copy of this letter will be enclosed in your official personnel file.

Employer’s Signature

Employer’s Printed Name

Company Name

Every employee warning letter for absenteeism can be slightly modified or changed to reflect the opinions or policies of the company, but this sample will usually have all your bases covered.

While ATS is passionate about time and attendance and excited to support organizations navigate workforce dynamics around timekeeping, we recommend you reach out to your regional and/or local HR chapter for more information on common workplace advice and procedures.

An employee who has accumulated at least three (3) written warnings in an eighteen Excessive tardiness and absenteeism negatively affect patient care and.

Attendance and Punctuality

employee written warning for tardiness

An employee write up form, or employee discipline form, allows managers and supervisors to clearly describe workplace violations and incidents and record them. It also gives employees an opportunity to know exactly what the violation was, and agree to the way it is described.

Having an employee write up form is a great start to properly dealing with employee discipline issues, and if this is the final written warning, potentially with a termination. The employee disciplinary action form is often the first piece of evidence asked for in any employment dispute.

Below we've got answers to the most frequently asked questions about employee write up forms.

Used properly, an employee write up template can help you avoid having to take disciplinary measures and reduce turnover by helping employees get on track. It is now standard practice to complete an employee warning notice when infractions have occurred.

You can use our employee write up form as is, or you can treat it like a written warning template and customize it to make one that fits your business needs.

We've got all the basic info you'll want to include in your own form listed below. Create a proper filing system for your disciplinary action forms so that they are easily accessible to all managers.

When filling out an employee write up form, stick to objective facts. Just describe the events that occurred. For example, rather than saying that an employee was "being disrespectful," detail the language or actions they took that were disrespectful.

That should be everything you need to create and start using a credible and defensible written warning form. See our FAQs below for more info. Need to start looking for some new employees? Check our guide to free job posting sites.


Is refusing to sign a write up insubordination?

No, there is no law that states that an employee must sign a write up form, however employers may need proof that an employee has received it. In many cases, employees refuse to sign written warnings because they do not agree with them.

To avoid this situation, include a line on the write up stating that the employee acknowledges it, but does not necessarily agree with its contents, and provide an area for the employee to sign. If the employee still refuses to sign, you can ask them to write a rebuttal and attach it to the write up form.

Learn more about employee write up forms.

What should a write up form contain?

  • Employee name, position, and ID number.
  • Type of warning.
  • Offense committed.
  • Description of the incident.
  • Improvement plan.
  • Consequences of a repeat offense.
  • Area for manager and employee to sign and date.

Read more about employee write up forms.

Why should you use an employee write up form?

Write up forms are essential for recording work issues. If disciplinary action must be taken, including termination, a record is essential and may help companies avoid wrongful discharge accusations. Write up forms also make warnings clear to employees, and give them a path to fixing issues.

Get more information on employee write up forms.

What are common reasons for writing up an employee?

  • Tardiness.
  • Unauthorized early leaving.
  • Absenteeism.
  • Company policy violation.
  • Substandard work.
  • Violation of safety rules.
  • Inappropriate behavior toward customers or clients.
  • Insubordination.

See more information on employee write up forms.

How do I write an employee written warning?

Use simple, clear language to describe the employee's workplace violation or incident. Be sure to include all basic information in your written warning, as well as a plan for improvement.

Find out more about employee write up forms.

Employee Write up Form Download:

Download a printable, editable employee warning form in Microsoft Word format.

Download FormInstant download. No email required.

Employee Write Up Form Download - PDF:

Download a printable, editable employee write up form in PDF format.

Download FormInstant download. No email required.

WATCH THE VIDEO ON THEME: Three Rules of Disciplinary Documentation

Below is a sample warning letters to an employee for late attendance. You had no written reason for being late and advised your supervisor.

employee written warning for tardiness
Written by Mikajas
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