Attendance Warning Letter Outline
1. Header
Company Name and Logo (if applicable)
Company Address
Date
2. Subject Line
Subject: Staff Attendance Warning Letter
3. Employee Details
Employee Name
Employee Job Title
Employee Department
Employee ID (if applicable)
4. Salutation
5. Introduction
State the purpose of the letter: "This letter serves as a formal warning regarding your attendance at work."
6. Description of the Issue
Outline the issue: Provide details on the employee's attendance record, including specific dates or patterns of absence, tardiness, or early departures.
Reference relevant company policies: Cite the company’s attendance policy and any previous discussions or warnings.
7. Impact of the Behavior
Explain the impact: Mention how the attendance issues are affecting the team, department, or company operations.
Highlight any previous informal discussions or verbal warnings: If this is not the first time addressing the issue, refer to previous conversations.
8. Expectation and Required Improvement
Clearly state what is expected: Specify the changes the employee needs to make in their attendance or punctuality.
Set a timeline: Provide a time frame for when these improvements must be made, if applicable.
Provide consequences: Mention that failure to improve attendance may result in further disciplinary action, up to and including termination of employment.
9. Offer Support
Encourage the employee to reach out: Suggest that if there are any underlying issues affecting their attendance, the employee can seek support or assistance from HR or their manager.
Reiterate the company’s willingness to help: Mention any company resources, such as Employee Assistance Programs (EAP) or flexible working arrangements, if available.
10. Conclusion
Summarize the letter's purpose: Reaffirm the seriousness of the issue and the need for immediate improvement.
Encourage cooperation: Request the employee’s commitment to improving their attendance.
11. Closing
Sincerely,
Manager’s Name
Manager's Title
Department
12. Acknowledgment Section
Employee Acknowledgment: Include a line where the employee signs to confirm receipt and understanding of the letter.
"I, Employee's Name, acknowledge receipt of this warning letter and understand the contents."
Employee Signature & Date
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