A Complete Guide to Employee Attendance Write-Ups

The most important factor that allows a workplace to be productive is attendance. So, what happens when most employees show up on time?

• • Businesses remain productive, 
  • Teamwork is fruitful, 
  • Deadlines are met and 
  • Other business goals are achieved. 

However, when absence becomes a problem, it disrupts the workflow and affects morale, and resources, creating an additional burden. This is where the employee attendance write-up comes in.

In this guide, we will discuss everything you need to know to solve attendance issues professionally and efficiently. You will find out how to write up an employee for absence, analyze various practical methods, and even download a free write-up template that will make your work a whole lot simpler.

What Is an Employee Write-Up For Attendance?

An employee write-up for attendance is a formal document that records an employee’s pattern of: absenteeism, tardiness, or other attendance-related issues.

It serves two key purposes:

1. 1. Documentation: It creates a paper trail to protect the company if further disciplinary action is needed.
2. 2. Communication: It clearly outlines the problem, expectations for improvement, and consequences of continued violations.

The writes-ups are issued in case of informal conversations not resolving the issue. They are issued as part of systematic measures taken to ensure that the employee looks into correcting his or her actions.

Why Are Attendance Write-Ups Important?

Ignoring attendance problems rarely makes them disappear. Instead, they often escalate, creating resentment among punctual team members and setting a precedent that rules don’t matter. Here’s why write-ups for attendance matter:

• Fairness: They ensure all employees are held to the same standards.
• Clarity: They eliminate ambiguity about what’s expected.
• Legal Protection: Proper documentation shields the company from wrongful termination claims.
• Accountability: Such processes encourage employees to take ownership of their responsibilities.

Here are a few statistics and figures that highlight why employees write up for attendance is important and necessary:

Disciplinary Measures and Tardiness In the Workplace:

• Nearly 29% of workers in the US own up to being late for work at least once a month.
• About 43% of company owners have decided to fire employees for habitual tardiness over a year.

Taking Sick Days and Payroll Supervision:

• Per employee, the average is around 5.2 sick days taken throughout the year.
• Research shows that supervisors dedicate at least 4 to 5 hours weekly to regulate attendance, amounting to over five weeks of work lost for the supervisor annually.

Absenteeism Costs:

• In 2022 unscheduled absent employees, also referred to as absent without leave, are estimated to have cost American corporations $225.8 billion in productivity losses.

Acceptable Absence Percentage:

Having an absence-ratio lower than 2% is acceptable for many companies while rates nearing or above 10% are flagged for corrective procedures.

How to Write Up an Employee for Attendance: A Step-by-Step Guide?

Writing up an employee is never enjoyable. However, approaching it methodically can make the process smoother and more constructive. Here’s the process:

• Review Attendance Records
• Have a Private Conversation First
• Draft the Write-Up
• Deliver the Write-Up in Person
• Follow Up

Review Attendance Records

Before initiating a write-up for attendance, gather concrete data. Track dates of absences, tardies, or early departures over a specific period. Compare this against company policies to confirm the issue violates documented rules.

Have a Private Conversation First

Surprising an employee with a formal write-up can feel like an ambush. Schedule a one-on-one meeting to discuss concerns informally first. For example:

“I’ve noticed you’ve arrived late three times this month. Is everything okay? How can we help you meet your schedule?”

This shows empathy and gives the employee a chance to explain (e.g., childcare conflicts, health issues). Sometimes, simple adjustments resolve the problem.

Draft the Write-Up

If the issue persists, move to a formal employee attendance write-up. Here’s what to include:

• Employee Details: Name, position, date.
• Policy Violation: Identify which attendance policy was violated e.g. ‘Section 3.2 – Employee Handbooks states employees must not arrive late on three or more occasions in a month.’ List which policies you feel were broken to the desired level of reportable.
• Incident Summary: List dates/times of violations.
• Impact: Explain how the behavior affects the team or business.
• Expectations: State required improvements (e.g., “Arrive by 9:00 AM daily for the next 60 days”).
• Consequences: Outline the next steps if the issue continues (e.g., suspension, termination).
• Signatures: Space for employees, managers, and HR representatives to sign and acknowledge the document. 

Avoid emotional language. Stick to facts and maintain a neutral tone.

Deliver the Write-Up in Person

Meet with the employee to review the document together. Allow them to ask questions, but avoid debating the facts. Emphasize that the goal is improvement, not punishment.

Follow Up

Set a timeframe for reevaluation (e.g., 30 days). If the employee improves, acknowledge it! If not, escalate discipline per your company’s policies.

Attendance Write-Up Example

Need inspiration? Here’s an employee attendance write-up sample:

Tips for Effective Attendance Write-Ups

• Be Consistent: Apply policies equally to all employees.
• Stay Calm: Focus on facts, not frustration.
• Offer Support: If the issue stems from personal challenges, connect the employee with resources (e.g., EAP, flexible scheduling).
• Document Everything: Save copies of write-ups and follow-up notes.

Free Attendance Write-Up Template

Simplify the process with this attendance write-up template:

Also Read:  How To Handle Employee Attendance Issues At Work?

Conclusion

Handling attendance issues with a formal write-up employee for the attendance process ensures fairness, clarity, and accountability. By following the steps above and using tools like an attendance write-up example or template, you can address problems constructively while maintaining a positive work environment.

Frequently Asked Question

Abhishek Tahlan

Abhishek is a marketing professional with more than 7 years of experience in the field of digital marketing. He has worked in various senior marketing roles across a wide variety of organizations and industries, including EdTech and Tech.

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