What Is An Attendance Write-Up? (And How To Write One)

Many organisational leaders may allow employees to take a certain number of leaves depending on the organisation's policies. When employees exceed this limit and take leaves without prior information, it can affect the entire team's timelines and derail their progress. Often, the senior management may address such situations by giving written warnings to the employees and suggesting corrective measures. In this article, we discuss the meaning of an attendance write-up, explore the steps of writing one and look at an example of such a letter.

What Is An Attendance Write-Up?

An attendance write-up is a warning for attendance given to employees who often miss work. This letter summarises the number of leaves that the employee has taken on different occasions and how their tardiness has been affecting the company's performance. Employers can use this letter to mention the suggestive steps for improving their attendance and include any additional steps that they are willing to take to help the employee. A warning letter also includes the repercussions that may follow if the employee fails to show improvement in the given time period.

While an irregular attendance warning letter can help the organisation highlight the issues to the employee, it also acts as a legal document for the company. It shows that the employers have informed the employee of the unacceptable behaviour and also taken measures according to company policies to help them improve. This is important for the organisation if the employee is unable to improve their performance and is required to resign from the company.

Related: How To Write An Employee Warning Letter In 7 Steps

How To Frame An Attendance Write Up

Here are some steps that can help you write effective warning letters for employees missing work too often:

1. Collect all the information you have

The first step while writing an attendance write-up is collecting all the information about the person's absence at work. It is important to mention all the occasions when they were absent or left work early without any information. This can help bring attention to specific dates instead of presenting vague scenarios that the employee may deny. Mention only the days beyond their benefits package and leave allowances in the letter. You can get this information from the human resources department of the organisation.

2. Explain the effects of their behaviour

Once you have gathered all the dates on which the employee was absent from work, explain the effects of their absence on the organisation's performance. The employee may have missed an important meeting or they may have left work without informing anyone, which may have delayed the results of the entire group. You can take feedback about such incidents from other team members.

Related: What Is Termination? A Complete Guide

3. Mention the previous steps taken

In the warning letter, you can reiterate the company's leave policy and talk about the measures that are taken to ensure that employees maintain the required attendance. Highlight the steps that you or other department heads and managers may have taken to help the employee improve their record. For example, if someone confronted an employee on a particular date, it is important to mention that in the write-up. This shows the employee that their lack of responsibility has been causing problems for some time and also shows them that you have addressed the issue to them before.

4. Suggest corrective measures

Next, you can write about the corrective measures that the employee can take to improve their attendance record. You can give examples of how some measures may have helped other employees improve. While you can mention the steps that they can take, you can also highlight additional support that the organisation may be willing to offer to the employee.

It is important to create a timeline for the employee or create a deadline. This can help create a sense of urgency within the employee and also help them create a structured plan. It is also important to highlight the negative repercussions that may occur if the employee fails to bring changes in their performance. It ensures that the employee is aware of what may happen if they fail to follow the warnings.

Related: Performance Improvement Plan: Benefits, Process And Examples

5. Ask for the employee's opinions

While there may be some employees who are less serious about their job which reflects in their tardiness, some other employees may be facing personal problems or problems at work. It is important to allow the employee to provide their feedback and tell you if they require anything from you. You can explain to them that their response will be secure with you and you will use it only to help them out. You can also direct them to a counsellor or the human resource manager if you feel they may be more qualified to handle such issues.

Related: 20 Examples Of Feedback In The Workplace (With Examples)

6. Schedule a meeting

After completing your letter, it is important to deliver the letter in person and explain the situation to them. Though it is a warning letter, it is important to ensure that your approach is unthreatening. Create a comfortable atmosphere by asking the employee about their well-being and trying to understand if everything is okay.

You can then bring up the uncomfortable topic and explain why it is important for them and the organisation. Avoid adding emotions to the conversation and use direct communication. It is important to carry two copies where you can ask the employee to sign the copies as proof of their receipt and acceptance. You can then file one of these copies to maintain an official record of the incident.

Related: How To Write An Absence Letter To Your Employer In 4 Steps

Example Of An Attendance Write Up

Here is an example that you can refer to if you want to write an attendance warning letter for your team member:

To: Aman Agarwal

From: Dilip J, The General Manager

Date: June 20, 2021.

This letter is an official warning regarding your tardy behaviour at work and your inability to follow the organisation's leave guidelines. We have attempted to discuss the issue with you on several occasions, but there has been no change in your performance.

According to our company's leave policy, every employee is entitled to four sick leaves and three personal leaves apart from vacation off. However, you have been absent on seven occasions apart from the allowed leaves in the last five months. The human resources department has been keeping track of all your absences and has presented the dates below.

• February 6

• February 28

• March 10

• April 2

• April 27

• May 14

• June 1

On several occasions, you have also arrived late by 15-40 minutes without informing your manager about the delay. We have recently had an elaborate discussion about your performance internally and we have noticed that your team lead and head of the department have tried to address this situation on two occasions. On January 15, your team lead had a meeting with you to discuss your absence and on April 3, the head of the department had asked you to meet them in their cabin to discuss your track record.

Your tardiness is not only affecting your performance but often it slows down the progress of the entire team. When you were absent on April 2, you were responsible for meeting with an important prospect and explaining the scope of working with us. While your colleague handled the meeting, it shows a lack of responsibility and ownership on your part. Missing this meeting could have resulted in a 1.2 crore loss of business for the organisation.

As your performance has been at a constant low in the last five months, we are placing you on probation for the next two months. The reason is that we believe you are capable of change and can bring back your previous performance. During these two months, it is important that you maintain a perfect attendance record and do not take any leaves. If it is necessary for you to take a day off, you can present the necessary documents to your manager and get the required permissions beforehand.

Alternatively, if you are facing any personal problems or problems with your coworkers, we also want to encourage you to speak to our counsellor about the same. If you are unable to meet these requirements and improve your performance, your employment with us may be terminated.

We request you to treat this matter with utmost seriousness and urgency. Thank you for your attention to the issue.

Sincerely,

Dilip J, General Manager.

I have read and understood the facts and issues presented in this notice.

Employee name

Employee signature

Date