Attendance of employees is an issue for all companies. A company should have an attendance policy that must be known by all the employees. Employers have the right to correct behavioral deficiencies of their employees such as habitual tardiness or absenteeism. They are also responsible in making sure that the company’s rules are strictly implemented and followed.

Imposing discipline on your employees should not be through changing work schedules or rejecting their leave requests. It is advisable that a positive or constructive approach is utilized. Refrain from writing down your personal issues with the employee. You should directly state the purpose of your letter. It is a way of correcting a behavior not a means of punishing or making your employee feel embarrassed.

To reprimand an employee for poor attendance or tardiness, a letter could be written to the employee. You should state your observations based on the records. You should also state the consequences if the employee would not be able to improve that unwanted behavior. On the other hand, you should also place a positive remark that you have the confidence in him or her that it would be solved immediately. You should use the appropriate words so as to provide the correct message to your employee.

SAMPLE LETTER

March 1, 2010

Ashley Smith
789 Arkansas Street
Maryland, CA 90000

Dear Ms. Smith,

Promptness is essential at work. We make allowances and grace period for the unexpected circumstances that cause tardiness. However, consistently being tardy is not acceptable.

I have noticed that in your records that you have been late for an average of 30 minutes for 3 days last week and this has been the situation in previous months. We encourage that you come to the office 30 minutes early before doors open for our customers.

I understand that you have a long drive to the office, please make sure that you allow enough time to reach our offices on time. If there is an unexpected circumstance that prevents you from arriving to work on time, please contact me to address the problem accordingly. Any further attendance issues in the future may result in disciplinary action.

I hope that you will improve your punctuality when arriving at work.

Sincerely,
(Signed)
David Cooper
Manager

In a company, situations arise wherein the employer should address issues such as poor performance immediately. Companies have rules and policies that you have to follow. These should be strictly adhered to by the employers with enough flexibility applied on a case to case basis.

Receiving and writing a reprimand letter may not be as simple as it sounds. The employer may feel uneasy in disciplining an employee. At the same time, the person who receives the letter feels embarrassed because a warning has been issued. Employers have the responsibility in addressing issues pertaining to company’s policies being followed in a professional manner.

In writing a letter to reprimand an employee for poor performance, you should make sure that the information and details regarding the employee’s performance are accurate and reliable. You should write it directly about the issue and not about any other irrelevant comments. You do not need to be harsh instead be polite.

You can highlight areas that need to be improved as well as the possible consequences if the employee fails to act in accordance to the instructions. Always leave a positive note on the last part of your letter to show confidence that the person will improve.

SAMPLE LETTER

February 10, 2010

David Johnson
143 Washington Street
Dear Mr. Johnson,

This is with regard to your performance for the past 6 months that you are employed with ABG Company. The management has already informed you four times during the evaluation sessions that your performance is not within the standards set for your position. You were also advised on what areas you should show improvement on.

We regret to inform you that your performance has not been satisfactory. We will be putting you on retraining for three weeks and this will serve as your probationary period as per the policy of the company. Your immediate manager and a training officer will be monitoring you.

Improvement as reported by the training team will serve as a condition for the company to decide if you will be taken back to production. Otherwise, the management has the right and authority to terminate you from your office with immediate effect.
It is advised that you take the three-week training period seriously. If you have any concerns about this retraining program, you can visit my office. I am confident that you will put your best efforts in proving your work again.

Best regards,
(Signed)
Simon Richardson
General Manager

Companies have office house rules and regulations that are implemented. This house rules presentation is often part of the company orientation for each new hire. This is to create awareness for all employees on the different company policies and regulations implemented. The company requires all employees to observe these house rules at all times to ensure the smooth flow of their daily operations.

As the immediate superior, you are usually the bearer of good and bad news to your subordinates. You are the one who monitors your employee’s performance and give them reprimands or warnings when necessary.

To reprimand an employee for breach of policy needs to be undertaken with utmost care. It has to be objective. It needs to focus on the employees’ actions not on the employees themselves.

Find below a sample of a letter of reprimand:

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Written Reprimand for (state policy violation)

You have failed to report your absence from work yesterday. (Cite specific company policy that was violated.) Company policy states that you need to notify your immediate supervisor of your absence at least two hours before your tour of duty. Failure to do so would mean that an employee will be declared AWOL (Absent without Leave).

Please note that this is not the first time you incurred this particular offense. On several occasions, we had formal discussions regarding this policy. (List previous dates and details of counseling sessions.) I have not seen improvements from you despite repeated counseling sessions. I am giving you this Written Reprimand for violation of (state company policy.)

You are a vital part of the department. There are client requirements that our department need to achieve. The company relies on our department, and you as front line Customer Service Representative, are expected to deliver what the client needs.

With this memorandum, I expect you to make this as a serious matter. Further violation will merit further action and might lead to termination from this company.

__________
Name of Immediate Superior – Position
Date

Affixing my signature denotes my acknowledgement and understanding of this memorandum.

_____________
Name of Employee – Position
Date

As a supervisor, you monitor the performance of employees who directly reports to you. You will need to conduct coaching sessions with your subordinates and you need to make sure that goals and client requirements are met. There will also be a time when you have to correct your subordinate’s behavior. Most supervisors/managers try to avoid this sometimes unpleasant task of giving a reprimand. However, you have a responsibility to your company, as well as to your team, to achieve productivity requirements set by your clients or company. Dismissing unproductive behavior often undermines not only the employee’s effectiveness, but also the success of the whole team.

In specific instances, you will have to give a warning to an employee when he or she intentionally disregards established office policy and procedures. Office reprimands or citations are placed in the employee’s personnel file serving as documentation of an unacceptable performance.

Here is a sample of warning citation:

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Written Warning

During our previous coaching sessions (list down dates of previous counseling sessions), I reviewed with you job performance concerns that you need to focus on to improve your productivity. Since that time, I have yet to see improvement in those areas and these problems continue to exist:

1. Low productivity
2. List down other areas noted

You are not meeting performance requirements that are expected from you by the company. You, as a Customer Service Representative, are a vital part of our office operations. (Indicate company requirement.) Your position requires you to achieve 95% productivity at all times to meet our client’s requirements.

Failure on giving improved performance may warrant further action which may lead up to dismissal.

I will closely monitor your performance and assess your progress over the next (specify time frame) to determine if your improvements have been satisfactory. We will sit down again to make my assessment of your progress and we will decide your status in this office. If there are concerns and questions that you may have, please do not hesitate to discuss them with me.

____________
Name of Immediate Superior – Position
Date

My signature acknowledges that I have read and understood this memorandum.

_____________
Name of Employee – Position
Date