Warning Letter for Attendance and Lateness — Free Template
Attendance problems are among the easiest issues to document and the most common reason for a first written warning. A good attendance warning letter lists the specific dates, ties them to your attendance policy, and spells out exactly how the employee should report a late arrival or absence from now on.
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October 15, 2026
[Employee's full name]
Re: Formal [Level of warning] about your attendance and punctuality
Dear [Employee's full name],
This letter is a formal [Level of warning] regarding your attendance and punctuality. Its purpose is to make the problem and our expectations clear and to give you the opportunity to correct it.
What happened:
[What happened]
What we expect going forward:
[What needs to change]
We will review your progress on [Date you'll review progress]. If the problem continues or is repeated, further disciplinary action may follow, up to and including termination of employment.
If you have questions, or if there is something affecting your work that you would like us to know about, please talk with me. You may also add your own written comments to this letter, which will be kept with it in your personnel file.
Sincerely,
[Your name (the person signing)]
[Your job title]
I acknowledge that I have received this letter. My signature does not mean that I agree with its contents.
Employee signature: ______________________________
Date: ______________________________
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List the dates, not just the pattern
Write down each late arrival or absence with the date and, for lateness, how late. Frequently late is an opinion; four late arrivals in September, by 20 to 45 minutes, is a fact the employee can check against the schedule. Pull the dates from time records rather than memory.
Mention whether the employee called ahead. Many attendance policies treat a no-call, no-show much more seriously than a late arrival reported in advance, so the difference matters for both fairness and next steps.
Check for protected absences
Before warning someone about absences, make sure none of them were protected. Absences covered by family and medical leave, paid sick leave laws, jury duty or a disability accommodation generally shouldn't count against an employee. Sick leave rules vary by state and city.
If you're not sure why the employee has been absent, ask. A pattern of missed days may point to a health problem or a caregiving issue that calls for leave or a schedule change rather than discipline.
Make the expectation concrete
State the start time, how far in advance the employee must report a late arrival or absence, and who to call or text. Point to the section of the handbook that covers attendance so there's no confusion about the rule.
Set a review date a few weeks out. Attendance improves quickly when it's going to improve, so a 30-day review is often enough to see whether the warning worked.
What to do, step by step
Talk first, then write
Most problems should be raised in a conversation before a written warning. If you've already talked and nothing changed, a written warning is the natural next step.
Check your policy
Look at your employee handbook and any union agreement for the disciplinary steps you've committed to, and make sure you treat this employee the same way you've treated others in similar situations.
Fill in the letter
Answer the questions above. Describe specific incidents with dates, name the rule or expectation, and say exactly what the employee needs to do differently.
Set a fair review date
Give enough time to show improvement — often a few weeks to a few months, depending on the issue. Put the review date in your calendar so it actually happens.
Meet, sign and file
Go through the letter in a private meeting, invite the employee's response, ask them to sign to confirm receipt, and keep a copy in their personnel file.
What if the employee refuses to sign or the problem continues?
An employee doesn't have to agree with a warning, and some refuse to sign. That doesn't cancel the warning. Write employee declined to sign, with the date, and have a second manager who was present initial it.
If the employee raises a reason for the problem — a health issue, a caregiving crisis, a conflict with a coworker — take it seriously. It may call for a schedule change, leave or an accommodation rather than further discipline. Check your obligations before taking the next step.
If nothing improves by the review date, follow the next step in your policy, which may be a final written warning or termination. Keep documenting specific incidents so any later decision is consistent with the record.
Example warning letter for attendance
A filled-in sample with made-up details, so you can see the finished result.
Riverside Grill
October 5, 2026
Jordan Hayes
Re: Formal written warning about your attendance and punctuality
Dear Jordan Hayes,
This letter is a formal written warning regarding your attendance and punctuality. Its purpose is to make the problem and our expectations clear and to give you the opportunity to correct it.
What happened:
You arrived late for your scheduled shift on September 6, 13, 20 and 27, by between 20 and 45 minutes each time, without calling ahead as our attendance policy requires.
This is not the first time this has been raised with you. We discussed your late arrivals in person on August 30 and September 14.
What we expect going forward:
Arrive on time for every scheduled shift. If you will be late or absent, call the shift manager at least two hours before your start time, as described in the employee handbook.
We will review your progress on November 5, 2026. If the problem continues or is repeated, further disciplinary action may follow, up to and including termination of employment.
If you have questions, or if there is something affecting your work that you would like us to know about, please talk with me. You may also add your own written comments to this letter, which will be kept with it in your personnel file.
Sincerely,
Rosa Delgado
General Manager
I acknowledge that I have received this letter. My signature does not mean that I agree with its contents.
Employee signature: ______________________________
Date: ______________________________
Frequently asked questions
How many late arrivals justify a written warning?
It depends on your policy and the job. Some employers use a points system; others warn after a set number of incidents in a period. Whatever your threshold, apply it consistently to everyone and write it in your handbook.
Can I warn an employee for calling in sick?
Be careful. Many states and cities require paid sick leave, and using it is generally protected. You may be able to address failure to follow call-in procedures, but check your local rules before counting sick days against someone.
What if the employee's lateness is caused by childcare or transport problems?
Listen and consider whether a small schedule change would solve it. If you can't accommodate it, the warning still stands, but showing that you considered options makes the process fairer and may keep a good employee.
What should a warning letter to an employee include?
The date, the employee's name, what the warning is about, specific incidents with dates, any earlier conversations, the rule or expectation that wasn't met, what needs to change, a review date, and what may happen if things don't improve. A signature line confirms the employee received it.
How many warnings before termination?
There's no single rule. Many employers use a sequence like a verbal warning, a written warning and a final written warning, but serious misconduct can justify skipping steps. Follow your own handbook consistently, because that's what an employee and any reviewer will compare you against.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.