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Attendance Warning Letter – Find the Latest Format and Example

April 11, 2022
HR Toolkit

One of the major problems that most companies face with their employees is chronic absenteeism. In this case, you need to warn the employee by writing a Warning letter for irregular attendance.

Even Though, writing an attendance warning letter or an attendance issue email can be a tricky task, it is an important step in enforcing your attendance policy. 

How you enforce your company policy can have a massive influence on employee conduct. And the aim of your warning letter is to shame them out of their behaviour while avoiding an over authoritative tone.

Below you will find the ways to write an attendance warning letter.

What is an Employee Warning Letter for Absenteeism?

An Attendance Warning Letter is a formal document used by the HR department of the organization to discipline the employees who are continuously late or absent at the workplace.

Even after several verbal warnings for attendance, if an employee violates the leave policy by frequently leaving early, or taking a lot of day-offs, the employer can issue a warning letter to the employee for absence to address this issue. 

How do you Write a Warning Letter for Absence?

Below are the steps to write a warning letter for absenteeism without notice or frequent absenteeism.

Below are the steps to write an attendance reprimand letter to an employee.

1. Gather Data

Your employee written warning should include the entire leave record of the employee. It should include all the dates when the employee was late, absent, or left early.  

2. Discuss Previous Measures Taken

Include in your warning the previous steps the company has taken in order to address this issue. This is proof that the issue is ongoing and you have addressed the issue before.

3. Explain the Effects

When employees are continuously taking day-offs or coming late, it affects their performance and ultimately diminishes the productivity of the department or the entire company. Therefore, explain to them the effects of chronic absenteeism by referring to specific projects.

4. Outline Next Steps

In your warning letter, you should detail the actions an employee must take to resolve the situation. In the letter, provide a review date for reviewing the employee’s performance. Also, mention the action company would take if the situation continues.

Warning Letter – Format, Example, Meaning and More

Attendance Warning Letter Format

Attendance Warning Letter Format

Attendance Warning Letter Example

Attendance Warning Letter Example

Corrective Action for Attendance Examples

Do you want to know how to deal with employee absenteeism? Below are the corrective action for attendance examples for your reference.

  • Create an employee attendance policy 
  • Consistently enforce your attendance policy 
  • Keep a record of your employees absence
  • Address no-shows and unscheduled absences immediately
  • Always treat the employees with good attendance 

How do you terminate an employee for poor attendance?

If any of your employees are frequently absent at the workplace or take leaves without any notice, you can generate an attendance issue email to that employee. However, even after several written and verbal warnings for attendance, if the employee does not improve, termination is the last solution left. This is where a warning letter to an employee for absence is used. You can mention the termination reason in this letter.

If you are looking for attendance write up samples, UBS HR Toolkit is there to help with a broad range of warning letters and other HR Letters. 

Conclusion

Every Attendance Reprimand Letter may vary differently according to the opinions and leave policies of the company. However, in the above blog, we have got you covered almost everything you need to know for writing an attendance reprimand letter.

However, if you are tired of writing letters repeatedly, UBS – a leading HRMS Software in India has got a solution for you. We provide ready-to-use letters with a live editing feature that will help you prepare your letters with no hustle of downloading and editing. You can edit the letters on the platform itself. It will definitely save a lot of your time. 

Get in touch with us to book a live demo. We are sure you will definitely want to integrate our product into your organization once you see how our HRMS Software works.

Alpesh Vaghasiya

Alpesh Vaghasiya

The founder & CEO of Ultimate Business System Pvt. Ltd. (UBS), I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of UBS is Connecting people, Optimizing the process, Enhancing performance.

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