Sample Written Warning Letter for Tardiness

Sample Written Warning Letter for Tardiness

Dear Mr. Peter J. Johnson:

This is a first written warning being issued to you for violating our company policy on tardiness, as outlined in our company employee handbook. You were provided a copy of our company employee handbook at your orientation on June 1, 2009.

Specifically, you were tardy on August 3, 2010, 17 minutes, on September 22, 2010, twenty-three minutes, and again on October 7, 2010, nineteen minutes. On all three occasions you did not call prior to your scheduled start time to request permission to be tardy. In our employee handbook it states that an employee is considered tardy if they arrive to work any amount of time past their scheduled start time. In addition, you were issued a written counseling on September 24, 2010, for violating our policy on tardiness.

Mr. Johnson, it is important for you to report to work prior to your scheduled start time and ready to begin your shift. If you are not able to report for work it is required that you contact your supervisor prior to your scheduled start time and request permission to be excused. Understand that it is the supervisor’s prerogative to grant or not grant permission to be excused or tardy.

If there is an underlying reason why you are not able to report to work as scheduled it is important for you to discuss this with your supervisor for possible solutions.

Any future violations of our policy on tardiness, or any policy, may result in additional disciplinary action up to and including possible termination.


Robert R. Smith

Peter J. Johnson

My signature does not necessarily indicate that I am in agreement with the above statements; however, it does indicate that I was informed of the contents of this letter.


While tardiness may not sound like the worst thing that can happen, it can take a toll on your company’s efficiency, productivity, and overall growth. If you let it slide, you may end up wreaking havoc on your business in the long run. To help you set things right, we’ve compiled effective and direct written warning letter samples for tardiness. Find the right sample that complements your management style and tone. You can download the samples in Microsoft Word and edit them as you deem fit. Along with sending a warning letter, employ coaching and counseling strategies for effective performance management.

Sample Written Warning Letter for Tardiness

Sample Attendance Policy for the Sample Written Warning Letter for Tardiness Above

This Company fully understands and recognizes the value of providing quality service to its customers. To ensure that quality, every associate is required and expected to be at work when scheduled.

When an associate is planning to be absent from any portion of a scheduled work day other than for previously scheduled vacation, that associate must notify their Supervisor no less than three (3) days prior to the absence. We also understand that there are unexpected circumstances (emergencies such as a death in the family) that may prohibit your ability to meet this requirement and in those cases it is critical that you present your request at the very earliest opportunity.

When an associate is unexpectedly unable to report to work, or is going to be late, that associate must contact their supervisor no later than two hours prior to the time that the associate is scheduled to be at work.

Failure to notify your supervisor of such absence may result in disciplinary action.

When an associate experiences unscheduled absences on consecutive days, that associate must contact their supervisor each day. Failure to notify your supervisor may result in disciplinary action. Failure to notify your supervisor for three (3) consecutive workdays will be considered your voluntary resignation. Written medical verification authorizing you to return to work will be required of any associate that exceeds an unscheduled absence for two (2) consecutive workdays.

Tardiness will not be tolerated. There is no grace period. Excessive tardiness may result in disciplinary action being taken, i.e., a written warning letter. An associate will not be paid for the time he or she is tardy to work.

Absences for a death in the associate's immediate family (spouse, child, parent or grandparent), illness with a doctor's excuse or verifiable auto accident may be deemed "excused" absences by the Company for which no disciplinary action will be taken.

Sample Written Warning Letter for Unexcused Absence

Dear Mr. Alan E. Davidson:

You are being issued a written warning letter for not complying with our Company Policy on Attendance.

Specifically, on June 5, 2010, July 17, 2010, and August 7, 2010, you had unscheduled absences. Although you did follow the Company Policy on notifying your supervisor in advance there appears to be a pattern.

As stated in our Company Attendance Policy your attendance is an essential part of our Company's success. Therefore, it is critical that you report to work as scheduled. It is also important to understand that a pattern of abuse is not defined by any specific set of absences or tardiness.

Mr. Davidson, if the event that you violate this policy, or any other Company policy, you will be subject to additional disciplinary action up to and including termination.


Robert R. Smith

Alan E. Davidson

My signature does not necessarily indicate that I am in agreement with the above statements; however, it does indicate that I was informed of the contents of this letter.

A Sample Progressive Discipline Policy to go with our Sample Written Warning Letter

Employee Discipline Form Small Two

Insert Your Business Name Here” defines the "Process of Progressive Discipline (PPD)" as a process that actively seeks to rectify an employee’s lack of performance at the workplace through the provision of constructive feedback to their behavior. It typically includes a pre-determined series of gradually increasing formal steps, including but restricted to written counseling, written warning, suspension, and termination. The company utilizes the PPD process to call to attention, those staff members of the company who are not meeting the minimum standards or goals as expected.

PPD is also used to take action against those staff members “Insert Your Business Name Here” who have clearly violated the behavioral code of the company as described in this manual. The management of the company believes that the core purpose of progressive disciplinary proceedings against a staff member is not so much to penalize and punish the employee but to help them increase his own productivity and/or remedy their behavior till all such issues have been successfully resolved.  Progressive discipline in effect is a handy tool that provides managers/supervisors with an approach that is both transparent and fair along with being consistent as well. This tool, if used correctly, not only helps management handle all disciplinary action related problems but also safeguards the lawful rights of both the company as well as its all as its staff members.

Some examples of behavioral or misconduct that may result in disciplinary action, up to and including possible termination:

Intentional abuse of company property

* Insubordination

* Poor Attendance/Tardiness

* Disrespectful Behavior

* Stealing

* Arguing/fighting with co-workers and colleagues

* Throwing objects

* Falling asleep on the job

* Sexual Harassment

* Violence

* Intoxication

* Substance/drug abuse

As a general rule the progressive disciplinary process will include a written counseling, a first and second written warning, and finally termination if the employee continues to display poor behavior or misconduct within any twelve month period. However, some behavior or misconduct may warrant more severe discipline immediately and skip steps within the progressive disciplinary process. In extremely severe behavior or misconduct the employee may be terminated immediately.

Sample Company Attendance Policy
for the Sample Written Warning Letter Above

An employee's attendance, including reporting to work on time, is an essential part of our Company's success. Good attendance is expected and anticipated by all employees. However, the Company recognizes that from time to time an employee will need unscheduled time off for illness or personal emergencies.

In the event that an employee is not able to report to work as scheduled the employee is required to notify their supervisor as soon as possible in advance, but no later than their scheduled start time. If an employee is not personally able to contact their supervisor due to incapacitation they are required to have a responsible person contact the supervisor on their behalf. Understand that simply contacting your supervisor does not necessarily excuse your absence. Your supervisor always has the right to deny a request for time off based on the company's requirements.

If the employee is unable to report to work as scheduled for more than three consecutive days for medical reasons the employee is required to provide medical documentation substantiating their medical reasons for being absent. In addition, the medical documentation should also provide a release for the employee to return to work without restrictions. If there are restrictions the Company has the right to allow, or not allow, the employee to return to work.

If an employee's attendance, including tardiness, begins to show a pattern of abuse the employee may become subject to disciplinary action, such as a written warning letter, and up to and including possible termination.

Any employee not reporting to work for three or more consecutive days without notifying their supervisor or any other company official is considered to have voluntarily resigned their position.

Clipart16 - Boss screaming your fired

Employees Today Are Waiting For Their Chance To Win the Wrongful Discharge Law Suit Lottery!

When someone thinks that they have a chance to win $500,000 simply by filing a wrongful discharge law suit, you can guarantee they will be doing it!

Having clearly stated policies that you follow fairly and consistently is one way to alter the employee from being successful in their attempt to bankrupt you!

As an example, attendance is commonly abused by many employees. It starts out slow at first and then builds into a huge problem.

You hire people because you need them there to do a job! When they're not you are going to lose money!

So you finally blow a fuse and fire the person for poor attendance and they turn around and file a wrongful discharge law suit! Not everyone will do this but it will only take one to destroy your business!

One of the first things you will be asked for is what is your policy on attendance?

Then you will be asked to provide the attendance records of everyone else going back a specific amount of time!

If the wrongful discharge law suit is based on discrimination (they claim you really didn't fire them for their poor attendance it was based on their religious beliefs) you will be even providing more information and it will be placed under a microscope.

Now if you have a policy on attendance that you provided to the employee at the beginning of their employment that they signed, you are much further down the road to having the law suit dismissed.

All of this providing you have treated everyone the same of course. (Note: I have provided a sample written warning letter above.)

Employee Termination Paper Larger One

Make sure before ever issuing a written warning letter you have a basis for doing so. Your employees are real people with families. Their lives can be dependent upon your actions. Generally speaking many companies allow up to two or three written warning letter before considering termination.

Thank you for reviewing this information on a sample written warning letter for tardiness. Remember that this is only a sample written warning letter; therefore, when issuing a written warning letter insure you have it reviewed by a company official or your legal representative.

Again, thank you for reviewing this information on a sample written warning letter for tardiness and May God Bless You.


More Information on a Sample Written Warning Letter for Tardiness

“Don’t sweat the small stuff,” may be the ultimate piece of management advice often used by employers. But even for the calmest of managers, turning a blind eye to an employee who is perpetually late, is hands down impossible.

Being a few minutes late to work, rarely, is no big deal, even employers acknowledge that – yet habitually late employees can affect bottom line of a company. Additionally, work-related tardiness is a blatant sign of disrespect that can also result in lessened productivity and tensions within the company.

What should be done to rectify behavior of chronic latecomers? (Note: Please see the sample written warning letter above for suggestions on format and possible language.)

Solve the Issue As Soon As It Rises

Coming in late to work due to an urgent personal or familial issue, traffic or weather problems aren’t the real issues. Habitually late employees don’t make any effort to come in early to work, influencing others indirectly with their behavior. Hence, taking prompt action is encouraged once a pattern is identified. Is the employee 5 minutes late to work every day? Other employees might get the wrong idea if the latecomer isn’t apprehended. This can cause everyone to come in late, seeing you don’t have a system in place to acknowledge or apprehend employees coming in late to work!

Address Issues of Late Attendance with a Written Memo 

Ensure your company operates smoothly by addressing all issues concerned with employee tardiness the minute they arise. Verbal addresses should be opted first but concerns can be written if verbal warnings don’t result in improved behavior.

A memo addressing late attendance will help achieve this! (Note: I have provided a sample written warning letter above.)

Words to Avoid When Writing the Memo

All written communication to employees must always be clear and concise. Try to avoid using words like ‘might’, ‘should’, and ‘probably’

Make sure the employee knows exactly where he or she stands as far as repeated late attendance to work is concerned. Avoid adding in words of praise about employee’s work performance to soften the blow. You don’t need to do this at all!

Stick to the issue at hand namely the employee’s repeated late attendance at work in order to avoid all confusion or liability! Remember to ask the employee to sign his copy of the memo.

Also don’t present the memo in public, where other employees can see the exchange taking place. This will have a negative impact on the employee’s behavior.

One of the main reasons I produced this website and this particular page including several sample written warning letter examples was that I know how hard it is to sit down and put into words a structured warning letter that will get your point across. I truly hope these sample written warning letter examples have been helpful along with the sample attendance and tardiness policies.

Want help in writing the important document? Leadership Skills for Life and our extensive library of important forms is at your disposal! (Note: I have provided a sample written warning letter above and within other pages on my website.)

Thank for reviewing these sample written warning letter for tardiness and other sample written warning letter examples and May God Bless You!

Clipart19 - Boss holding sign your fired

When it comes to issuing a written warning letter for tardiness it generally means that someone has been tardy more than a few times. Of course, this is up to you and your own policy that you have presented in your employee handbook.


Dear Mr./Ms. Employee:

This written warning letter is being issued to you for your failure to follow our company policy on attendance.

Specifically, you have been tardy from work on three separate occasions; on June 2, 2010, you were tardy six minutes, on July 21, 2010 you were tardy eleven minutes, on August 18, 2010 you were tardy nine minutes.

As presented in our employee handbook you are required to be at work and ready for your daily assignment on or before your scheduled start time. If you are unable to be present at work you are required to contact your supervisor prior to your shift beginning and request permission unless there are circumstances beyond your control.

As a reminder our company offers an Employee Assistance Program designed to offer individuals assistance with personal situations, such as addictions, marital/family issues, personal finances, etc. This program is completely confidential.

Mr./Ms. Employee, any future violations of our company policy may result in additional discipline up to and including possible termination.

Supervisor’s Signature

Employee’s Signature

Signing this document only confirms that the above letter and information was presented and discussed. It does not indicate that the employee agrees with the information.


Remember that having a solid progressive discipline policy within your employee handbook will only help you maintain equal and fair treatment of all employees when you are issuing a written warning letter. Not having a written policy is generally when employers find themselves defending against claims of discrimination. Almost everyone at some point in their lives will fall into a protected class such as, age, race, national origin, color, sex, religion, etc.

Understand that the Employee Handbook Templates website strongly recommends that you always seek legal advice on any issues that involve labor law and/or issuing a written warning letter. Every state may have different labor laws and the above letter may violate their statues.

Thank you and may God bless you!

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