Written Reprimand Sample
Use this written reprimand to address employee attendance
This sample written reprimand would be issued to a non-performing employee so they understand the gravity of the problem their failure to perform is creating. In a role that requires consistent attendance and every workstation populated 24/7, a late employee is a significant detriment to completing the work. The written reprimand corrects the behavior of a tardy employee.
Supervisor Coaching Precedes a Warning
Usually, prior to issuing a written reprimand, the employee has received counseling on several occasions from the supervisor.
The written reprimand is an acknowledgment that the counseling is not working. If the employee continues to arrive late for work, after receiving counseling, the reprimand escalates the progressive discipline to the necessary next level.
The written reprimand is one of the steps available to supervisors and managers as they work with employees to correct attendance problems. Attendance problems are a significant factor if the employee's absence means the work will not be completed.
The written reprimand provides documentation for the employer. The written reprimand is a serious call for the employee to immediately improve their performance. It is the employer's last-ditch effort to make sure they have captured the attention of the employee and that the employee understands the gravity of their performance problem.
The written reprimand ensures that the employee is clearly informed of the expected performance they are not producing. The employer is informing the employee that the seriousness of the performance problem might lead to employment termination.
Written Reprimand Sample for Tardiness
You can use this sample as a model to write a written reprimand for tardiness. Download the template (compatible with Google Docs and Word Online), or read the text version below.
Written Reprimand for Tardiness (Text Version)
Re: Written Reprimand for Attendance
This is an official written reprimand for your failure to perform the required functions of your position by attending work on time and as scheduled. You have arrived more than 15 minutes late for work on four occasions in the past two weeks.
Since timely attendance is a significant factor in serving our customers in your customer service role, this attendance is unacceptable. Phone coverage is scheduled to provide optimum service to customers.
When you arrive late for your shift, we are forced to ask another employee to cover for you. This entails both an inconvenience for your co-worker, disrespect for their schedule, and the creation of overtime expenses for your employer.
You have received verbal counseling and a verbal warning for your earlier tardy and absenteeism problems on several occasions. The verbal counseling is not having the impact that we had expected since your attendance on time is not improving.
Consequently, this written reprimand is reminding you of the critical importance of your attending work on time and as scheduled. Attendance at work, on time and as scheduled, is a core requirement of your job description.
Continuing attendance problems will result in further disciplinary action up to and including employment termination.
A copy of this written reprimand will be placed in your official personnel file where you will also have the opportunity to offer a response that we can attach to this written reprimand.
Sample Written Receipt
When providing any form of written documentation about performance failures to an employee, it is highly recommended that the letter of reprimand is accompanied by the acknowledgment of the receipt and understanding of the document. This receipt is signed by the employee and is also placed in the employee's personnel file.
This eliminates the possibility that the employee can later claim they never saw the letter. This could play a significant factor should litigation arise from later employment termination. It also provides the employer with proof that the supervisor actually issued the letter of reprimand to the employee. The following is a sample receipt for the written reprimand.
Receipt of Written Reprimand (Text Version)
I acknowledge that I have received and understand this written reprimand. My acknowledgment does not necessarily mean that I agree with its contents. I understand that a copy of this written reprimand will be placed in my official personnel file. I also understand that I have the right to prepare a written response that Human Resources will attach to the originally written reprimand in my file.
Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a worldwide audience, and employment laws and regulations vary from state to state and country to country. Please seek legal assistance, or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.