Tackling lateness with the right tools and support

A retail client approached me after struggling with ongoing lateness in one of their departments. While they had great people, the lack of structure around timekeeping meant managers weren’t confident addressing issues—and lateness was beginning to affect team morale and shift handovers.

They needed a fair, consistent approach, so they turned to my Absence and Attendance Tookit and Disciplinary Toolkit, alongside the personalised advice I offer as part of the service.

Step 1: Establishing a Fair Threshold

Using the Timekeeping Policy template, the client set clear expectations for punctuality, including what would trigger further action.

With my support, they decided that three instances of lateness within a two-week period would prompt a review.

This gave managers something concrete to refer to, rather than relying on informal chats or gut instinct. I helped them sense-check this threshold against best practice and ensure it felt reasonable and proportionate.

Step 2: Putting the Right Policies in Place

They already had a disciplinary policy, but it was vague.

Using my Disciplinary Policy template, we updated it to clearly outline the steps for addressing misconduct—specifically referencing timekeeping as a potential issue.

I advised them to link both policies within their Terms and Conditions of Employment and include them in their onboarding process.

We also updated their induction checklist, using my Employee Communication Toolkit, to ensure expectations around punctuality were covered from day one.

Step 3: Communicating Expectations

With everything now formalised, the client communicated the new standards across the business.

I supported them in running short team briefings and drafted a staff communication email explaining the changes in tone that was clear but not overly formal—drawing on content from my Employee Communication Toolkit.

This helped shift the culture, showing that timekeeping was important and being monitored, but also that employees would be treated fairly.

Step 4: Monitoring Timekeeping

The client didn’t have a sophisticated system, but using guidance from me, they introduced a simple sign-in sheet supported by spot checks from supervisors.

I shared a tracking spreadsheet template with them and trained team leaders on how to record lateness consistently and without judgement.

What Happened Next: Managing a Real Case

Afew weeks later, one employee triggered the new threshold. Here’s how the client managed it using my templates and guidance:

1. Informal Discussion The manager used the Informal Meeting Script from the Disciplinary Toolkit to guide the conversation. The employee shared that they were struggling with their commute. The manager documented the meeting using the File note form, and a short-term adjustment was agreed.

2. Investigation When the lateness continued, the manager began logging incidents noting the impact on the rota and the wider team.

3. Formal Hearing With my advice, they issued a disciplinary invite using the template letter from the Disciplinary Toolkit. The manager followed my step-by-step disciplinary guide to run the hearing, ensuring it was fair and well-evidenced.

4. Decision Making Given the employee’s explanation and otherwise good record, a first written warning was issued—balancing support with accountability.

5. Outcome Communication The outcome was confirmed in writing using my First Written Warning for Lateness, including next steps, expectations, and the right to appeal.

6. Appeal (Not Taken Up) The employee accepted the outcome, and their punctuality improved significantly in the following weeks.

The Result

The client now has a simple, fair system in place, underpinned by clear policies and consistent action.

Managers feel more confident, employees know where they stand, and the number of lateness incidents has dropped across the board.

By using my ready-made HR templates, plus the hands-on advice I provide, this client turned a long-standing problem into a well-managed process that supports both the business and its people.