If you are an employee, you must have experienced the feeling of unhappiness or dissatisfaction from one of your underperforming employees. When this happens, most of the managers focus on ‘’when’’ instead of ‘’how’’.
Just like the workplace, writing warning letters and communicating warnings also have some rules. If a managerial director manages to follow these rules more or less religiously, he can reap fruitful results very easily.
What is a warning letter to an employee who comes late?
This is a formal letter written by an employer to his employee to warn him of his habitual late coming. This letter also informs the recipient of the letter about the potential consequences one should expect if they fail to correct their behavior.
Sometimes, the employee not only comes late but also ignores the punching card, causing his attendance to be not marked. When everyone working in the company is using a punching card for attendance records and one person ignores it, the company warns him of this action, as it creates many problems for those who manage and control attendance at the workplace.
When to give the warning?
Every organization follows a disciplinary procedure, which varies from company to company. At the last phase of these procedures, a warning letter is issued. The warning often indicates that this is the last step the employee could take to improve his behavior and stop coming late to work.
Why is a warning given?
In the workplace, warnings are crucial. Without warnings, some people never improve their attitude. Some also refer to these warning letters as improvement notes because, most of the time, people prefer not to repeat the same behavior instead of facing serious outcomes.
A guide to writing a warning letter to latecomers:
When you write a warning letter, you need to consider many points, such as:
Procedure:
There is a proper procedure for issuing the warning. Some companies issue one warning only, while others issue multiple warnings and give the employee plenty of chances before terminating him. Before you start writing, recall the procedures.
Know what to write:
These letters are generally written carefully because the manager cannot use certain words and approaches to reprimand the person who works under him. For instance, he cannot make personal remarks about the employee’s personality.
Determine the duration of the warning:
In some cases, the warning has a duration in which the behavior of the employee is monitored. Suppose you have also decided to monitor the employee. In that case, you can give him notice of a specific period and let him know that after that period, the company will decide whether to issue you another warning or not.
Allow the employee to defend himself:
This letter is not about accusing a person and giving a verdict. Instead, it should enable the recipient to defend himself if he has anything to say that supports his tardiness or ignorance of punching cards.
Sample warning letter:
#1
Hello, Ms. Ifra. I hope you are doing great. I want to draw your attention to an important matter: your late attendance at the workplace.
It has been many days that you are coming to work late. The office time is 9:00 a.m., and everyone must arrive at the same exact time. The office is lenient in case of some urgent work or any emergency that may cause a delay in reaching. In this case, one must inform the supervisor, Mr. Miko.
In your case, you have been continuously coming late on many days of the week. I am sure this must not be an emergency or any work that delays your reach. It must be your laziness or personal flaw to make it to the office on time.
Mr. Miko warned you on [DATE], but you didn’t correct your punctuality.
Finally, I am writing this letter to warn you to correct your behavior and arrive at the office on time. Failing to follow this order will result in consequences that you may not like.
Regards.
Jasmin
HR Manager.
#2
Subject: Warning for tardiness and ignoring punching card
It has been noticed that you often come to work late. Everyone has been informed of the arrival and departure times. I believe that you also know when you must be reaching the office daily.
Your tardiness has disappointed me since you are a hardworking and loyal worker in the company. You have also been seen ignoring the punching card, which is causing your attendance issues.
As per the company policy, the tardiness of every person in the company should be dealt with strictly so that this act of negligence at work can be discouraged. If you have anything to say to defend yourself, we can schedule a meeting. However, if you don’t take this warning seriously, serious actions will be taken against you.
Miss Sara.
File: Word (.docx) and iPad
Size 23 KB
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