Last modified 02/12/2025

How do you write a memo
for tardiness?

How do you write a memo for tardiness?, are you looking for a model of a memorandum for tardiness at work, examples of memorandums for tardiness at work, or a format for a written warning memorandum for tardiness at work?.

A memorandum is a type of document commonly used by companies to address employees when they commit a fault.
The main objective of the memorandum is to inform the employee that they have committed a fault and that it will result in a sanction.

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If you manage a company and one of your employees arrives late, notify them through a memorandum. In this section, we will see some examples of memorandums for tardiness at work.

How to Write a Memorandum to
an Employee for Being Late to Work?

Do you want to download a practical guide to reprimand effectively? In the workplace, punctuality is a fundamental value that directly impacts productivity and organizational climate. However, it is common for an employee to arrive late to work at some point.

As a manager or human resources professional, it is crucial to address this situation professionally and effectively.

In this article, I will explain how to write a memorandum to an employee for being late to work and how to reprimand them appropriately, optimizing personnel management practices and maintaining a positive work environment.

What is a Memorandum
and When to Use It?

A memorandum is a formal document used in the workplace to communicate important matters, such as warnings, reminders, or administrative decisions. In the case of tardiness, the memorandum serves to inform the employee about their fault, establish consequences, and, above all, prevent future non-compliance.

It is important to note that the memorandum should not be seen as a punishment but as a tool to correct behaviors and foster responsibility. Its wording should be clear, objective, and respectful.

Steps to Write a
Memorandum for Tardiness

1. Gather the necessary information
   Before writing the memorandum, ensure you have all relevant data: date and time of the tardiness, company policies on punctuality, and any prior history of the employee. This will allow you to substantiate the document effectively.
2. Use a professional and respectful tone
   Even though it is a reprimand, the language should be formal and avoid any aggressiveness or belittlement. Remember, the goal is to correct, not to humiliate.
3. Structure the memorandum correctly
   A well-structured memorandum includes the following elements:
   • Header: Company name, date, recipient (employee), and sender (manager or HR department).
   • Subject: Specify the reason for the memorandum, for example: “Memorandum for Tardiness at Work.”
   • Body: Describe the incident, mention company policies, and the consequences of repeating the fault.
   • Conclusion: Offer support for improvement and reiterate the importance of punctuality.
4. Include company policies
   It is essential that the employee knows the organization’s rules. If the company has an internal policy that establishes sanctions for tardiness, mention it in the memorandum.
5. Sign and deliver the document
   Once written, the memorandum should be signed by the responsible party and delivered to the employee, preferably in a private meeting where the issue can be discussed clearly.

Example of a Memorandum
for Tardiness

Company XYZ
Date: October 25, 20xx
To: Juan Pérez
From: Human Resources Department
Subject: Memorandum for Tardiness at Work

Dear Juan,

Through this memorandum, we wish to inform you that on October 24, 20xx, you arrived late to work at 9:15 a.m., when your scheduled start time is 8:00 a.m. This incident has been documented and contrasted with our internal regulations, which establish that punctuality is an essential requirement for the proper functioning of the company.

We remind you that, according to our policies, recurrent tardiness may result in disciplinary measures, including written warnings and, in extreme cases, termination of employment.

We trust that this warning will help you improve your attendance and comply with the established schedules. We are available to provide the necessary support if there is any situation affecting your punctuality.

Sincerely,
María González
Human Resources Manager
Company XYZ

Tips for Reprimanding
an Employee for Being Late

1. Be consistent
   Apply the same rules and consequences to all employees. Impartiality is key to maintaining credibility and respect.
2. Listen to the employee
   In some cases, tardiness may be due to external factors, such as transportation issues or personal situations. Listening to the employee will help you understand the context and offer solutions.
3. Reinforce the importance of punctuality
   During the meeting, explain how tardiness affects the team and the company as a whole. This will help the employee understand the impact of their actions.
4. Document everything
   Keep a record of reprimands and agreements reached. This will be useful if the situation persists and more severe measures are necessary.

Conclusion

Knowing how to write a memorandum to an employee for being late to work is an essential skill for any manager or human resources professional.

The key is to address the situation with professionalism, clarity, and empathy, always prioritizing the well-being of the company and the employee. By following these steps and tips, you can manage tardiness effectively and maintain a productive and harmonious work environment.

Remember, assertive communication is the foundation of good personnel management!

Example 1 of a Written Warning to
an Employee for Tardiness at Work

Place and Date:……………………………………….

From: Names, last names, and position of the sender
To: Names, last names, and position of the employee
Subject: Written Warning

Dear Mr./Mrs./Ms.:………………

We are sending this Memorandum of Reprimand to formally document your repeated tardiness, as evidenced in the monthly report provided by the Human Resources Department.

If you continue to be late without proper justification, we will be forced to take more drastic measures, as outlined in the company’s internal regulations.
Sincerely,

……………………………….
Signature and stamp

Example 2 of a Written Warning to
an Employee for Being Late to Work

Place and Date:

From: Names, last names, and position of the sender
To: Names, last names, and position of the recipient

Subject: Tardiness on January 14, 20xx

This is to bring to your attention your record of tardiness last month. We hope incidents like this do not occur again, as your unpunctuality has caused inconveniences in the start of our activities for public service.

We remind you that unjustified tardiness is subject to deductions, and if you repeat this fault, we will be forced to terminate your employment.
Sincerely,

……………………..
Signature and stamp

Example 3 of a Written Warning to
an Employee for Tardiness

Place and Date:
From: Names, last names, and position of the sender
To: Names, last names, and position of the recipient

Subject: Reprimand and Deduction for Unjustified Tardiness

The purpose of this memorandum is to inform you that we have become aware of your repeated tardiness in complying with your work schedule. Additionally, your immediate supervisor has reported that when verbally reprimanded, you have displayed an arrogant attitude, which is why we are issuing this written warning, with a copy to your personal file.

Please note that your tardiness will be considered unjustified, as we have not received any explanation from you to date. Therefore, the corresponding deduction will be applied to your next paycheck.

Sincerely,
………………………
Signature and stamp

When is Tardiness
Considered at Work?

In the workplace, punctuality is a fundamental value that reflects responsibility, commitment, and respect toward the team and the organization. However, at times, the question may arise: When is tardiness considered at work?

This topic is crucial for both employers and employees, as establishing clear boundaries helps maintain a productive and harmonious work environment.

In this article, I will explain everything you need to know about workplace tardiness, how to define it, and how to manage it effectively, optimizing human resources practices and complying with legal regulations.

What is Considered
Tardiness at Work?

Tardiness at work is defined as the lack of punctuality when arriving at the workplace or resuming activities after a break. However, the concept may vary depending on the internal policies of each company. Generally, tardiness is considered when an employee fails to comply with the established schedule, whether at the start of the workday or after breaks.

For example, if the start time is 8:00 a.m. and the employee arrives at 8:05 a.m., this could be considered tardiness, depending on the company’s rules. Some organizations establish a tolerance margin (e.g., 5 or 10 minutes), while others are stricter and consider any delay a fault.

Factors That Determine
Tardiness

1. Company Policies
   Each organization has its own internal regulations, which define what constitutes tardiness and its consequences. It is essential that employees know these rules from the start of their employment.
2. Tolerance Margin
   Some companies offer a tolerance margin for minor unforeseen events, such as traffic or transportation issues. This margin is usually 5 to 15 minutes but varies by company.
3. Frequency of Tardiness
   Occasional tardiness may not warrant a sanction, but if it becomes a recurring pattern, corrective measures are necessary.
4. Impact on Work Activities
   If tardiness affects team performance or goal achievement, it is more likely to be considered a serious fault.

Consequences
of Tardiness at Work

Tardiness not only affects individual productivity but also the overall functioning of the company. Some of the most common consequences include:

• Decreased Productivity: An employee who arrives late can delay the team’s activities.
• Increased Workload for Others: Colleagues may have to cover the responsibilities of the tardy employee.
• Negative Work Environment: Frequent tardiness can generate resentment and affect team morale.
• Disciplinary Sanctions: Depending on company policies, tardiness can result in verbal warnings, written reprimands, or even termination.

How to Manage
Tardiness at Work

1. Establish Clear Policies
   Define in the internal regulations what constitutes tardiness, the tolerance margin, and the consequences. Ensure all employees are aware of these rules.
2. Implement an Attendance Control System
   Use tools such as time clocks, attendance software, or mobile applications to record employee check-ins and check-outs.
3. Communicate Effectively
   If an employee is late, speak with them privately to understand the reasons and remind them of company policies. Assertive communication is key to correcting behaviors.
4. Offer Support
   In some cases, tardiness may be due to personal or transportation issues. Offer solutions, such as flexible hours or support in managing their responsibilities.
5. Apply Sanctions Fairly
   If tardiness persists, apply the sanctions established in the internal regulations. Ensure the measures are proportional and consistent for all employees.

Example of a
Tardiness Policy

Company XYZ
Punctuality and Tardiness Policy

1. Start Time: 8:00 a.m.
2. Tolerance Margin: 10 minutes.
3. Tardiness: Any arrival after 8:10 a.m. is considered tardiness.
4. Consequences:
   • 1 to 3 tardiness per month: Verbal warning.
   • 4 to 6 tardiness per month: Written warning.
   • More than 6 tardiness per month: Suspension without pay.

Conclusion

Understanding when tardiness is considered at work is essential for maintaining a productive and fair work environment. As an employer, it is your responsibility to establish clear policies and communicate them effectively to your team.

As an employee, punctuality is a reflection of your commitment and professionalism. By addressing this issue with transparency and empathy, conflicts can be prevented, and a positive organizational culture can be fostered.

Remember, punctuality is not just about schedules but also about respect for others and the company. Let’s work together to build a more efficient and harmonious work environment!.

Tags: When is tardiness considered at work?, Definition of workplace tardiness, Consequences of being late to work, Punctuality policies in the company, How to manage employee tardiness, Internal regulations on tardiness, Tolerance margin at work, Sanctions for being late to work

Example 4 of a Written Warning to
an Employee for Tardiness

Subject: Delay in Start Time
From: Names and position of the sender
To: Names and position of the employee

Place and Date:………………………

Dear (Employee’s Name),

In the attendance report for the past few weeks, we have verified that you have been arriving at your workplace minutes late, exceeding the permitted tolerance. Therefore, we are calling your attention and urging you to respect the schedule agreed upon in your employment contract.

As stated above, and since your tardiness has not been justified within the established period, we will be forced to apply the corresponding deduction according to Article 3, Section b of the internal work regulations.

Sincerely,
…………………….
Signature and stamp

Example 5 of a Written Warning to
an Employee for Tardiness at Work

Corporation Igesar
Memorandum No. 001
Lima, March 26, 20xx
To: Mr. Joel Almanza Zamora – Maintenance Department
Subject: Tardiness

This memorandum is to inform you that on March 25 of this year, you were late to work.

We remind you, Mr. Almanza, that the start time for your work area is 8:00 a.m., with a maximum tolerance of 10 minutes. After 8:11 a.m., it is considered a fault, and if you do not arrive by 8:20 a.m., it is considered an absence, regardless of whether you come to the company or not.

Since this is the first time you have committed this fault, this memorandum will serve as a warning. If you repeat this fault, the company will take the corresponding actions.
Sincerely,

Martin Ramírez Galván
Plant Supervisor

Example 6 of a Written Warning to
an Employee for Tardiness at Work

C.C. Valle Hermoso
Memorandum No. 002
Bogotá, July 14, 2020
To: Mrs. Samanta Basilio Torres – Sales Department
Subject: Tardiness

This memorandum is to inform you that on July 13, 2020, you arrived at your workplace 20 minutes late.

Unfortunately, this is the second time you have committed this fault, which is why we will be forced to deduct the corresponding amount from your salary.

We remind you, Mrs. Basilio, that the start time for your workplace is between 7:00 a.m. and 7:15 a.m. Any time after this is considered tardiness. You are also informed that if you repeat this fault, you may be disqualified from your position.
Sincerely,
Jonás Benavente Morí
HR Department

Example 7 of a Written Warning to
an Employee for Tardiness at Work

BESTUINO S.A
Memorandum No. 001
Quito, September 30, 20xx
To: Maximiliano Vidal Suarez – Finishing Department
Subject: Tardiness

Through this memorandum, I must inform you that on September 29, you arrived 18 minutes late to our facilities.

I must remind you that the start time for operators in the finishing department is between 8:00 a.m. and 8:10 a.m.

This is the first time you have committed this fault, so this memorandum will serve as a reminder. However, if you repeat this fault, the company will proceed to deduct the corresponding amount from your salary, as stipulated in the employment contract you signed upon joining this company.

Sincerely,
José Gómez Pardo
HR Department

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