Verbal warning for lateness letter template
Our Verbal Warning for Lateness Letter Template addresses lateness concerns promptly, emphasising the importance of punctuality and improvement.
5 mins
What is a Verbal warning for lateness letter?
A Verbal Warning for Lateness Letter Template formally addresses lateness through a verbal warning, documenting the concern and setting expectations.
It informs the employee of the issue, encourages improvement, and fosters open communication. The letter serves as a record for potential further actions.
Use it after an informal chat for persistent lateness, followed by written warnings if needed.
As soon as possible after a discussion has been held, and the employee verbally warned
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What steps should I take to ensure the effective, compliant execution of this letter?
| Step | Description | Responsibility | Timing |
| 1 | Monitor and record instances of lateness by the employee. | HR | Ongoing monitoring |
| 2 | Determine the severity and frequency of lateness. | Supervisor | As lateness accumulates |
| 3 | Prepare a Verbal Warning for Lateness Letter outlining the concerns. | HR | Before meeting |
| 4 | Arrange a private meeting with the employee to discuss the lateness issue. | Supervisor | Upon letter preparation |
| 5 | During the meeting, issue the verbal warning, explain expectations, and provide a copy of the letter. | Supervisor | During the meeting |
What legislation or best practices underpin this template / should I be aware of?
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Employment Rights Act 1996: Provides guidelines on disciplinary procedures, including the right for employees to be informed verbally 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.
Other territories
Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Notice of Verbal Warning
I refer to our informal meeting of [date].You are aware that your hours of work are [start time] to [end time]. You have repeatedly arrived for work late.
You have previously been advised of your poor time-keeping and you have been warned of the possible consequences. Despite those warnings you continue to be late for work and have offered no reasonable excuse.
In accordance with company policy, this letter is to serve as a verbal warning for your excessive lateness. You must immediately improve your timekeeping to acceptable standards or further discipline, including termination, may result.
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]
What communication / process sequence is this part of?
File note form template
Our File Note Form Template records first offences or minor incidents, promoting fair and consistent documentation.
First written warning for lateness letter template
Our First Written Warning for Lateness Letter Template addresses punctuality issues, fostering accountability and improving time management.
Why choose our Verbal warning for lateness letter template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
