First written warning for lateness letter template
Our First Written Warning for Lateness Letter Template addresses punctuality issues, fostering accountability and improving time management.
Use this model letter to notify an employee that they have been issued with a first written warning for lateness.
- 1 page / 136 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
First written warning for lateness letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Notice of first written warning
Further to our meeting on [date], I write to confirm the outcome of our discussion about poor timekeeping, for which you have already been warned.
Despite these verbal and written warnings, you continue to be late for work, in breach of
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The purpose of the First Written Warning for Lateness Letter Template is to formally notify an employee about their recurring lateness and the consequences of their actions.
The letter serves as a disciplinary action to address the punctuality issue, documenting the warning and setting expectations for improvement. It aims to prompt the employee to take corrective action and adhere to the organisation's policies and attendance requirements.
Additionally, the letter helps establish a record of the warning in case further disciplinary measures are necessary in the future.
Direction:
Compliance
Compliance
This First written warning for lateness letter template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides guidelines on disciplinary procedures, including the right for employees to be informed in writing of disciplinary action.
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Equality Act 2010: Ensures fair treatment during the disciplinary process, prohibiting discrimination based on protected characteristics.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues and ensures procedural fairness.
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Data Protection Act 2018: Ensures that employee data related to disciplinary matters is handled securely and confidentially.
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Working Time Regulations 1998: Sets rules on maximum working hours and rest breaks, which may be related to lateness issues.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the First written warning for lateness letter template, to understand the workflow.
Verbal warning for lateness letter
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
First written warning for lateness letter
Our First Written Warning for Lateness Letter Template addresses punctuality issues, fostering accountability and improving time management.
Practical example
Practical example
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Scenario: First Written Warning for Lateness
ABC Limited, a retail company, faces an issue when one of its employees, Sarah, consistently arrives late to work. HR Manager Emma is committed to ensuring a fair and impartial disciplinary process. She coaches the department manager, Mark, on how to handle the situation effectively.
Investigation
Emma assigns another HR representative, James, to conduct an investigation into Sarah's lateness. James reviews attendance records and gathers relevant information to maintain objectivity in the process.
Coaching the Manager
Emma coaches Mark on how to approach the disciplinary process with fairness and professionalism. She advises Mark to remain objective, focus on the facts, and adhere to company policies and procedures. Emma emphasises the importance of providing Sarah with an opportunity to explain her lateness and ensuring that the process is conducted in a supportive yet firm manner.
Invitation to Meeting
Following James's investigation, Mark invites Sarah to a disciplinary meeting to discuss her lateness. The invitation includes the date, time, and location of the meeting, along with the specific allegations against Sarah.
Right to Be Accompanied
Mark informs Sarah of her right to be accompanied by a colleague or trade union representative at the disciplinary meeting. Sarah chooses to be accompanied by her colleague, Tom, as per her rights.
Decision Aligned with Company Policy/Custom and Practice
During the disciplinary meeting, Mark presents the findings of James's investigation and gives Sarah an opportunity to provide an explanation. Mark ensures that the process aligns with company policy and custom and practice, maintaining impartiality throughout.
Opportunity to Appeal
After considering Sarah's explanation and the evidence presented, Mark, with guidance from Emma, decides to issue a first written warning for Sarah's lateness. Mark explains the consequences of the warning and informs Sarah of her right to appeal the decision.
Conclusion
By coaching the manager and assigning a different HR representative to conduct the investigation, ABC Limited ensures fairness and impartiality in the disciplinary process. Emma's guidance helps Mark navigate the situation with professionalism and adherence to company policies, ultimately promoting a positive employee relations environment.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The First written warning for lateness letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the First written warning for lateness letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the First written warning for lateness letter template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the First written warning for lateness letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the First written warning for lateness letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
