First written warning for lateness letter template
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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.
Why this letter is necessary
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.
Compliance notes
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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.
Workflow sequence
Verbal warning for lateness letter template
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
First written warning for lateness letter template
Our First Written Warning for Lateness Letter Template addresses punctuality issues, fostering accountability and improving time management.
Practical example
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.
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Specifications
5 mins
136 words, 1 page A4
1 July 2024
[Company 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 your employment terms. Your hours of work are stated in the Statement of Terms and Conditions of Employment previously given to you. A further copy of the terms and conditions is enclosed.
As your timekeeping has not improved I have no alternative but to issue this first written warning. If you fail to improve your time-keeping, ultimately we may have no option but to consider your dismissal.
This warning will be placed in your personal file but will be disregarded for disciplinary purposes after a period of [number] months provided your timekeeping reaches a satisfactory level.
You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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