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View full libraryThis First Written Warning for Lateness Letter provides a formal disciplinary outcome where an employee has been found to have failed to meet the organisation’s required standards for punctuality. It sets out the lateness concerns, the improvement required, the review period and the potential consequences of further misconduct.
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If you are managing a disciplinary process, the toolkit brings together practical HR templates covering investigations, hearings, warnings, appeals and outcomes.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
First Written Warning for Lateness
Following the disciplinary hearing held on [Date], I am writing to confirm the outcome of that hearing.
Having carefully considered the information available, including the timekeeping records, the matters discussed at the hearing and the explanations you provided, it has been decided that a first written warning is appropriate.
Reason for the warning
The disciplinary matter concerned your repeated lateness and failure to meet the required standard of punctuality.
The lateness considered as part of the disciplinary process was as follows:
| Date | Scheduled start | Actual arrival | Minutes late / circumstances |
| [Date] | [Time] | [Time] | [Details] |
| [Date] | [Time] | [Time] | [Details] |
| [Date] | [Time] |
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This letter provides a formal first written warning following a disciplinary process concerning an employee’s lateness. It is designed to clearly document the outcome and establish the standard of punctuality expected going forward.
The letter allows the employer to identify the dates, times and pattern of lateness considered during the disciplinary process. This helps distinguish the formal warning from a general concern about attendance.
The employee is told exactly what improvement is required, such as arriving ready to work at the required start time and following the organisation’s procedure if an unavoidable delay occurs.
A first written warning should normally provide a reasonable opportunity for the employee to demonstrate sustained improvement. The letter can specify the period during which punctuality will be monitored and reviewed.
The employee is warned that further lateness or failure to demonstrate sustained improvement during the relevant period may result in further disciplinary action, potentially including a final written warning.
The letter confirms the employee's right to appeal the disciplinary decision and provides a clear timescale and person or role to whom the appeal should be submitted.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the First written warning for lateness letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
This First Written Warning for Lateness Letter provides a formal disciplinary outcome where an employee has been found to have failed to meet the organisation’s required standards for punctuality.
Use these best practice actions, recommended timescales and process stages to understand when and how the First written warning for lateness letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Yes. Persistent or unacceptable lateness can amount to misconduct. However, the employer should consider the circumstances, any explanation provided and whether the disciplinary process has been followed fairly before deciding that a warning is appropriate.
The period should normally be stated in the organisation's disciplinary policy and confirmed in the warning letter. Acas gives six months as an example for a first warning, but there is no single statutory period that applies to every employer.
The warning should set a clear and measurable standard. For example, the employee should arrive at work and be ready to commence work at their scheduled start time, unless there is an unavoidable circumstance that has been reported in accordance with the organisation's procedure.
Yes. A disciplinary outcome should include a right of appeal and explain how and when the appeal should be submitted. Where possible, the appeal should be handled by someone who was not previously involved.
The employer should consider the information provided and whether the situation may involve disability or another health-related issue requiring further consideration. Depending on the circumstances, reasonable adjustments or other appropriate support may need to be considered before further disciplinary action.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, employment law and recognised guidance. They provide a ready-to-use framework for a formal disciplinary outcome while allowing the employer to adapt the document to the circumstances of the case.
How this content is developed and reviewed
The First written warning for lateness letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing disciplinary HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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