How to Write an Employee Attendance Write Up

If you’ve ever felt like managing employee attendance is a tightrope walk, you’re not alone. From unexpected absences to chronic tardiness to no call, no shows, these issues can be tricky to navigate.

Setting clear attendance expectations is crucial for managing employee punctuality and attendance issues. By establishing and communicating these standards, you help ensure employees understand what is required and can address absenteeism more effectively.

The pressure of being in charge can be overwhelming, especially when you are the one ensuring that employees adhere to attendance policies. When faced with recurrent absenteeism or tardiness, it’s essential to address the issue professionally and consistently. Enter the attendance write up, your tool for addressing these problems in a professional and constructive way. If you’re scratching your head wondering how to create one, don’t worry. This blog post is here to help you. We’re breaking down the process step-by-step, and we’re even including some handy attendance write up examples to illustrate the process. Ready to dive in? Let’s get started!

Employee attendance issues can disrupt business operations and negatively impact overall productivity. Businesses lose $225.8 billion annually to absences at work, with each worker's absence creating a yearly cost of $1,685.

What is an Employee Attendance Write Up?

An employee attendance write up is a formal document that details an employee’s attendance issue over a specific period. It is a form of formal documentation that becomes part of the official record in the employee’s personnel file. It serves as part of a progressive disciplinary process aimed at encouraging regular attendance, thereby enhancing overall productivity and fostering a positive work environment.

The write up should reference the employee's attendance record and be supported by accurate employee data, such as specific dates of lateness, absences, or early departures. Attendance write-ups should be based on indisputable facts and specific instances of misconduct.

When creating an attendance write-up, it is important to gather the correct data and ensure that everything listed is clear and easy to follow.

Reasons to Write-Up An Employee: When to Take Disciplinary Action

Employee attendance write-ups serve as necessary documentation to manage and address persistent absenteeism. One of the main reasons for implementation is to maintain a healthy work environment. Absences not only impact an employee’s productivity but also disrupt workflow, which could lead to a negative ripple effect on the whole team. When employees miss work or have missed work, it can disrupt the team's workflow and operational efficiency, making it harder for other team members to complete projects and meet deadlines.

According to a study1 conducted by the Society for Human Resource Management (SHRM), 59% of HR professionals claim unscheduled absences have a large impact on their organization’s overall productivity levels. Furthermore, 37% report absenteeism affecting their workplace’s morale.

Think about a game of Jenga where each block represents an employee. If one block is removed or displaced, it affects the stability of the entire structure and makes it more prone to collapse. There are several situations where an employee’s attendance may become problematic and necessitate a formal write-up. Understanding these scenarios can help you address attendance issues proactively and fairly.

Here are some of the most common reasons for issuing an employee attendance write-up:

• Unexcused Absences: When an employee fails to show up for work without a valid excuse or proper notification, it’s time for a write-up. Unexcused absences can place additional stress on other team members who must cover the missed work.
• Persistent Tardiness: The habit of clocking in late can disrupt workflows and impact team morale. Chronic tardiness disrupt workflow and should be addressed with a formal notice.
• Excessive Absenteeism: Even with valid reasons, frequent absences can hamper productivity and warrant an attendance write-up.
• Patterned Absences: Consistent absences on certain days, like Mondays or Fridays, or around holidays can signal an attendance problem.
• Premature Departures: Regularly leaving work before the end of the shift without valid reasons can be grounds for a write-up.
• Extended Breaks: Taking longer breaks than allowed by company policy can disrupt work schedules and may necessitate formal action.
• No Call, No Show: One of the most serious attendance offenses, failing to show up for work without any notice, typically calls for immediate disciplinary action, including a write-up. No-call no-shows can severely disrupt the team's workflow and overall operational efficiency.

It is important to address attendance issues through a progressive disciplinary approach, starting with informal discussions before moving to formal write-ups.

Always remember that the situations in which you issue an attendance write-up should be based on your company’s established policies and procedures. By being consistent and fair in your approach, you can effectively reduce absenteeism, fostering a culture of responsibility and respect in your organization. Managers should strive to be consistent with attendance standards for all employees to avoid accusations of discrimination.

Preparing for an Attendance Write Up

Preparing for an attendance write up is a critical first step in effectively addressing employee attendance issues and supporting a culture of consistent attendance. Before issuing a formal document, it’s essential for managers to take a thorough and fair approach, ensuring that all actions align with the company’s attendance policy and best practices.

Start by reviewing the employee’s attendance record in detail. Gather accurate data on all instances of poor attendance, including unexcused absences, tardiness, early departures, and excessive absenteeism. This helps identify patterns and ensures that the write up is based on facts, not assumptions.

Next, familiarize yourself with the company’s attendance policy. Understanding the procedures for addressing attendance issues and the consequences for violating attendance standards is crucial. This ensures that any disciplinary measures are consistent with company policy and that all employees are held to the same attendance standards.

It’s also important to document any previous discussions or warnings. Review records of verbal warnings, written warnings, or performance improvement plans related to the employee’s attendance. This provides context and demonstrates that the company has made efforts to address the issue before resorting to a formal write up.

When you’re ready to draft the attendance write up, prepare a formal document that clearly outlines the employee’s attendance issues, references the relevant attendance policy, and specifies the expected improvements. Be sure to include essential details such as the employee’s name, job title, department, and the date of the write up.

Constructive feedback is key. Offer practical suggestions for improvement and, where appropriate, recommend resources such as employee assistance programs or wellness programs. These supports can help employees address underlying issues that may be affecting their attendance.

Throughout the process, ensure fairness and consistency. Apply the same attendance standards to all team members and follow established procedures. This not only protects the company but also builds trust among employees that attendance issues are handled impartially.

Before finalizing the write up, review the document with your HR manager or HR department. This step helps ensure that the write up is accurate, complete, and compliant with labor laws and company policies. It also provides an opportunity to revise the document if needed.

By following these steps, managers can create a comprehensive and effective attendance write up that addresses employee attendance issues while promoting good attendance practices. This approach helps maintain a productive work environment, reduces labor costs, and supports team morale and customer satisfaction.

Remember, the goal of an attendance write up is to encourage positive change in employee behavior—not simply to punish. By providing clear expectations, consistent documentation, and constructive feedback, managers can help employees understand the importance of good attendance and take steps to improve their attendance record.

How to Write an Effective Employee Attendance Write Up: A Step-by-step Guide

Now to the main course, crafting that effective write-up. Setting clear attendance expectations and referencing your company's attendance policy are essential when addressing employee attendance issues. This ensures that both management and employees understand the standards for punctuality and attendance, and that any documentation, such as a write-up, is grounded in established guidelines. The decision to use an attendance write-up should be consistent, fair, and in accordance with established company policies and applicable labor laws.

Here’s how:

Step 1: Document the Attendance Issue

Firstly, review the employee's attendance record and relevant employee data. Record when the employee is late, absent, or leaves early without permission—unbiased, accurate data is your friend here. Providing specific examples from the past two weeks can help illustrate recent attendance issues. When creating an attendance write-up, it is important to gather the correct data and ensure that everything listed is clear and easy to follow.

Step 2: Include Essential Information

Ensure your write up has the employee’s name, department, the date of the write-up, and the specifics of the attendance issue.

Once completed, the write-up should be stored in the employee's personnel file as an official record of the incident.

Step 3: Describe the Impact

Pen down how, for example, when an employee consistently arrives late or has missed work, their absence or tardiness has a ripple effect on the team’s performance, deadlines, or overall productivity. These behaviors can hinder maintaining productivity and disrupt business operations, making it harder for the organization to function efficiently.

Step 4: Reference Company Policies

Reference the company's attendance policy directly in your write-up, clearly stating the attendance expectations and standards that employees are required to follow. Highlight the relevant company policy on absenteeism and tardiness, reminding the employee of their responsibility to adhere to these rules. If your company has an attendance points policy, reference that as well.

Step 5: Provide an Opportunity for Improvement

Here’s where you extend an olive branch - outline steps for the employee to improve their attendance. Clearly state what actions the employee must take to correct the situation, such as notifying management in advance about future absences to minimize disruption. Provide a specific date for reviewing the employee's progress. Set a reasonable timeframe for this improvement, and mention that if attendance does not improve, a performance improvement plan may be implemented. Also, state that if issues persist after these steps, further disciplinary action may be taken.

Step 6: Obtain Signatures

Last but not least, it is crucial to obtain both the employee's signature and the manager signature on the attendance write-up. This confirms that both parties have read and understood the document. The signed write-up should then be stored in the employee's permanent personnel file as an official record of the incident. Keep a copy in their personnel file and hand another to the employee.

Attendance Write Up Examples

As promised, here’s an ‘attendance write up example’ to make this process crystal clear:

An attendance write up serves as an official warning regarding attendance violations. It is a formal disciplinary document that may include language such as 'official warning', 'official warning regarding', or 'warning regarding your violation' to clearly communicate the seriousness of the issue and the need for immediate improvement.

Example 1 - General Attendance Write Up:

[Employee’s Name]

[Department]

[Date]

Subject: Employee Attendance Write Up

This write-up addresses your ongoing attendance issues, specifically unexcused absences on [insert dates] and tardiness on [insert dates].

Your consistent absenteeism and tardiness put a strain on team productivity and create additional workloads for your colleagues. As outlined in our Employee Handbook under Section [insert section], maintaining regular attendance is crucial for smooth operations.

We hope to see an improvement in your attendance going forward. If unexcused absences or lateness continue beyond the next [insert timeframe], we may have to consider further disciplinary actions, potentially including termination.

By signing this document, you acknowledge the attendance issues stated above and commit to improving your punctuality and attendance.

Employee’s Signature:_____________________________ Date:__________________

Manager’s Signature:_____________________________ Date:__________________
 

Example 2 - Manufacturing Attendance Write Up:
 

[Employee’s Name]

[Position]

[Department]

[Date]

Subject: Employee Attendance Write Up

Dear [Employee’s Name],

This write-up addresses your ongoing attendance issues, specifically relating to your role in our manufacturing department.

Over the past [insert time period], we have noted multiple instances of unexcused absences and tardiness, specifically on [insert dates]. Additionally, you left early on [insert dates] without prior approval from your supervisor.

Your consistent attendance issues are impacting the efficiency of our production line. As a key part of our assembly team, your unavailability puts additional strain on your colleagues and disrupts the continuity of our manufacturing process. This has led to missed deadlines, slower production times, and increased workload for your fellow team members.

As outlined in our Employee Handbook under Section [insert section], maintaining regular attendance is crucial, particularly in a manufacturing environment where every team member plays a pivotal role in the timely delivery of our products.

We highly value your contribution to our team, and we would like to see improvement in your attendance. We suggest you [insert proposed steps for improvement] over the next [insert timeframe]. If unexcused absences, tardiness, or early departures continue beyond this period, we may need to consider further disciplinary actions, potentially up to and including termination.

We are open to discuss any extenuating circumstances that might be contributing to your attendance issues and explore potential solutions or supports where appropriate.

By signing this document, you acknowledge the attendance issues stated above and commit to improving your punctuality and overall attendance.

Employee’s Signature:_____________________________ Date:__________________

Manager’s Signature:_____________________________ Date:__________________

 

Example 3 - Completed Attendance Write Up:

Employee’s Name: John Doe

Position: Assembly Line Operator

Department: Production

Date: June 7, 2023

Subject: Employee Attendance Write Up

Dear John,

This letter serves as a formal notice concerning your ongoing attendance issues. As an Assembly Line Operator in our production department, your role is vital to maintaining the efficiency of our manufacturing processes.

Over the past three months, we have noted unexcused absences on April 12, May 8, and May 21. Additionally, you were tardy on March 31, April 29, and May 17, and left early without approval on May 24 and June 1.

Your consistent attendance issues have had a significant impact on the efficiency of our production line. As a critical member of our assembly team, your absences and tardiness have put additional strain on your colleagues and disrupted our manufacturing process. This disruption has resulted in delayed production schedules on April 12, May 8, and May 21, and consequently increased the workload for your fellow team members.

As outlined in our Employee Handbook under Section 3.2, regular attendance is paramount, especially in a manufacturing environment where each team member plays an essential role in the timely delivery of our products.

We highly value your contribution to our team and would like to see an improvement in your attendance. We ask that you ensure regular punctuality, inform your supervisor ahead of any potential absences, and avoid leaving early without prior approval over the next three months. If unexcused absences, tardiness, or early departures continue beyond this period, we may need to consider further disciplinary actions, potentially up to and including termination.

If there are extenuating circumstances contributing to your attendance issues, please feel free to discuss them with your supervisor or HR. We are committed to providing support where possible to assist our team members.

By signing this document, you acknowledge the attendance issues stated above and commit to improving your punctuality and overall attendance.

Employee’s Signature:_____________________________ Date:__________________

Manager’s Signature:_____________________________ Date:__________________

This comprehensive write-up clearly communicates the attendance issues and the implications, while also providing an avenue for the employee to improve. Remember, the aim is to foster a constructive dialogue and improvement, not simply to be reprimanded.

How To Document Attendance Issues 

Employees should be held accountable for their actions, but managers and supervisors must ensure that any warnings or consequences are administered fairly and documented properly. Documentation should focus on specific instances of the employee's behavior and reference the employee's attendance record, highlighting dates of lateness, absence, or early departure to support evaluations.

An effective write-up system should take several factors into account, including whether the employee has explicit documentation of previous written attendance warnings and discussions. The write-up should provide as much detail as possible about the reason for the absence or tardiness and whether it affected the employee’s work tasks or deadlines. It should also specify what improvements are expected moving forward.

It is also essential to avoid generalizing employees’ behavior and instead use customized language based on individual circumstances and histories. Moreover, it is important not to dismiss any potential underlying context surrounding the employee’s absence.

By considering these nuances, senior staff can evaluate more holistically why an employee may have had attendance problems rather than rushing to utilize disciplinary action immediately following policy violations.

Just as doctors perform extra tests before diagnosing a patient with a terminal illness, managers must assess every situation comprehensively instead of instantaneously apportioning blame through standardized attendance violation procedures.

Tips To Improve Employee Attendance: Building a Culture That Inspires Commitment

While our guide to writing an effective employee attendance write up is a crucial tool for managers, we hope that it’s a tool you’ll rarely have to use. In an ideal world, each member of your team would arrive on time, every day, fully ready to contribute their best.

Setting clear attendance expectations is essential for addressing attendance issues and maintaining productivity, as it helps ensure employees understand the standards required for punctuality and presence at work.

To inch closer to that ideal, it’s crucial to foster a company culture that inspires your employees to show up for work, not because they have to, but because they genuinely want to. Here are some tips to help improve employee attendance, reduce absenteeism, and create an engaging work environment:

1. Communicate Expectations Clearly:

Clearly communicating attendance expectations and the company's attendance policy is essential. Include both in the employee handbook, discuss them during onboarding, and revisit them in team meetings as needed.

2. Prioritize Work-Life Balance:

Overworked employees are more likely to take unplanned time off. Encourage a healthy work-life balance by implementing flexible schedules, or providing sufficient vacation time.

3. Recognize Good Attendance:

Rewarding employees who consistently maintain good attendance can motivate others to do the same. This recognition could be through an 'Employee of the Month' program or other types of rewards.

4. Provide a Healthy Working Environment:

Safe, comfortable, and well-equipped workspaces can help reduce absences related to workplace discomfort or injury.

5. Foster Employee Engagement:

Employees are more likely to show up when they feel connected to their work and their team. Regular team-building activities, feedback sessions, and inclusive decision-making processes can help improve engagement

6. Offer Opportunities for Growth:

If employees see opportunities for advancement in their role, they are less likely to be absent. Regular training and development opportunities can help keep your team motivated and focused.

7. Address Issues Promptly:

If an employee starts to show attendance issues, address it as soon as possible. Open, respectful communication can often help resolve problems before they become habitual. A verbal warning is often the first step in addressing attendance issues, serving as an initial, less formal disciplinary action before moving to written warnings.

Improving employee attendance isn’t about strict rules and severe punishments. Instead, it’s about cultivating a culture of accountability where employees feel valued, engaged, and integral to the company’s mission. When employees feel a genuine commitment to their role and team, showing up on time, every day, becomes the norm, that everyone expects to follow.