Free Attendance Warning Letter Outline Template
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
Dear Employee’s Name,
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
