<\/span><\/h2>\nWriting up an employee is never enjoyable. However, approaching it methodically can make the process smoother and more constructive. Here\u2019s the process:<\/span><\/p>\n\n- Review Attendance Records<\/span><\/li>\n
- Have a Private Conversation First<\/span><\/li>\n
- Draft the Write-Up<\/span><\/li>\n
- Deliver the Write-Up in Person<\/span><\/li>\n
- Follow Up<\/span><\/li>\n<\/ul>\n
<\/span>Review Attendance Records<\/span><\/h3>\nBefore 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.<\/p>\n
<\/span>Have a Private Conversation First<\/span><\/h3>\nSurprising 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:<\/span><\/p>\n\u201cI\u2019ve noticed you\u2019ve arrived late three times this month. Is everything okay? How can we help you meet your schedule?\u201d<\/span><\/i><\/p>\nThis shows empathy and gives the employee a chance to explain (e.g., childcare conflicts, health issues). Sometimes, simple adjustments resolve the problem.<\/span><\/p>\n<\/span>Draft the Write-Up<\/span><\/h3>\nIf the issue persists, move to a formal employee attendance write-up. Here\u2019s what to include:<\/p>\n
\n- Employee Details<\/b>: Name, position, date.<\/span><\/li>\n
- Policy Violation: <\/b>Identify which attendance policy was violated e.g. \u2018Section 3.2 \u2013 Employee Handbooks states employees must not arrive late on three or more occasions in a month.\u2019 List which policies you feel were broken to the desired level of reportable.<\/span><\/li>\n
- Incident Summary<\/b>: List dates\/times of violations.<\/span><\/li>\n
- Impact<\/b>: Explain how the behavior affects the team or business.<\/span><\/li>\n
- Expectations<\/b>: State required improvements (e.g., \u201cArrive by 9:00 AM daily for the next 60 days\u201d).<\/span><\/li>\n
- Consequences<\/b>: Outline the next steps if the issue continues (e.g., suspension, termination).<\/span><\/li>\n
- Signatures: <\/b>Space for employees, managers, and HR representatives to sign and acknowledge the document.<\/span>\u00a0<\/b><\/li>\n<\/ul>\n
Avoid emotional language. Stick to facts and maintain a neutral tone.<\/p>\n
<\/span>Deliver the Write-Up in Person<\/span><\/h3>\nMeet 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.<\/span><\/p>\n<\/span>Follow Up<\/span><\/h3>\nSet a timeframe for reevaluation (e.g., 30 days). If the employee improves, acknowledge it! If not, escalate discipline per your company\u2019s policies.<\/span><\/p>\n<\/span>Attendance Write-Up Example<\/span><\/h2>\nNeed inspiration? Here\u2019s an employee attendance write-up sample:<\/p>\n
\n\n\n| Employee Name<\/b>: Jane Doe<\/span><\/p>\n Position<\/b>: Sales Associate<\/span><\/p>\nDate<\/b>: October 10, 2023<\/span><\/td>\n<\/tr>\n\n| Policy Violation:<\/b>\u00a0<\/span><\/td>\n | Excessive unexcused absences (Employee Handbook Section 4.1)<\/span><\/td>\n<\/tr>\n\nIncident Summary:<\/b><\/p>\n\n- September 5: No-call\/no-show<\/span><\/li>\n
- September 18: Unexcused absence without prior notice<\/span><\/li>\n
- October 3: Unexcused absence without prior notice<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
\n| Impact<\/b><\/td>\n | Your absences have resulted in delayed client orders and increased workload for your team.<\/span><\/td>\n<\/tr>\n\n| Expectations<\/b><\/td>\n | Moving forward, you will need to provide notification for any absence at least 24 hours in advance. Else you risk being considered absent without excuse.\u00a0<\/span><\/p>\n | | | | |