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