Managers guide to timekeeping
Our Guide to Timekeeping for Managers helps leaders improve punctuality, manage attendance issues effectively, and maintain team productivity with confidence.
- 3 pages / 830 words.
- Last updated 27/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Managers guide to timekeeping
The Importance of Acting Promptly on Poor Timekeeping
Managers must address poor timekeeping swiftly and effectively to maintain workplace standards and team morale. Failing to act in a timely manner may inadvertently signal to employees that lateness is acceptable, leading to habitual issues and complicating future interventions. Managers should also consider the wider impact of persistent lateness on team motivation, productivity, and the organisation’s reputation.
Identifying the Cause of Poor Timekeeping
Before taking action, managers should assess whether the cause of an employee’s lateness is:
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Within the employee’s control:
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Poor personal time management (e.g., oversleeping, failing to plan family or home responsibilities).
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Using unreliable transport without contingency planning.
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General lack of awareness or disregard for punctuality.
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Attributable to workplace or personal circumstances:
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Stress, overwork, or workplace bullying leading to sleep disturbances or anxiety.
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Family emergencies, health issues, or caring responsibilities.
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Managers must approach these discussions with sensitivity, giving employees an opportunity to explain any underlying issues while maintaining the expectation of improved timekeeping.
Suggested Thresholds for Action
1. Informal Action
An informal discussion is appropriate for isolated or infrequent instances of lateness. Suggested thresholds:
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2 instances of lateness within a week or
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3 instances within a month where the cause is within the employee's control.
Action:
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Conduct a private, informal discussion to highlight concerns, clarify expectations, and agree on a plan
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This guide equips managers with essential knowledge and skills to effectively monitor and manage employee timekeeping, including establishing clear expectations, addressing lateness, managing unauthorised absences, and promoting accountability.
Managers should handle timekeeping issues when an employee, for example, consistently arrives late, takes extended breaks, takes too many breaks, leaves work before the scheduled time, or routinely fails to show up on time for meetings or team briefings.
Managers are typically able to settle a problem early on by having an open dialogue with the employee. If an informal approach does not result in a sufficient improvement, formal disciplinary action may be required. When dealing with timekeeping concerns, managers should strive to be fair, unbiased, consistent, and reasonable.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Managers guide to timekeeping, to understand the workflow.
Concern about lateness letter
Our concern about lateness letter template helps managers formally address punctuality issues with employees, outlining expectations, and offering support to improve timekeeping.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Managers guide to timekeeping 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. 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 it for my organisation?
Yes, 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?
Yes. Once purchased, you'll be able to download it 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 this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
