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Late Coming Warning Letter

A late coming warning letter is a formal written warning issued by HR or a manager to an employee who has repeatedly arrived late despite earlier reminders. It records the dates, refers to the attendance policy, gives the employee a chance to explain and states what improvement is expected.

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[Company Logo][Company Name]

WARNING LETTER – LATE ARRIVAL

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Written Warning for Repeated Late Arrival

Dear [Employee Name],

Our attendance records show that you reported to work after the scheduled start time of [HH:MM] on the dates below, during the period [DD/MM/YYYY] to [DD/MM/YYYY]:

Date	Scheduled Time	Actual In-Time	Delay (mins)
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]

You were earlier reminded about punctuality on [DD/MM/YYYY] by verbal discussion / notice no. [Reference Number]. Clause [No.] of the company's Attendance Policy requires employees to report on time and to inform their reporting manager in advance of any unavoidable delay.

Before deciding any further action, we would like to hear from you. If there is a reason for these late arrivals that we should take into account, please share it in writing with HR by [Date]. If you are facing a personal difficulty, you may also discuss options such as a temporary timing adjustment with [Reporting Manager].

This letter is a formal warning and will be placed on your personnel file. We expect consistent punctuality from you over the next [30/60] days, after which your attendance will be reviewed. Continued late arrival without valid reason may lead to further action in accordance with company policy.

We are confident that you will take this matter seriously.

For [Company Name]
[HR Name]
[Designation]

Received by
[Employee Name]
Date: [Date]
(Signature confirms receipt only)

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What this template includes

Factual table of late dates and times – taken from attendance records
Reference to earlier reminders – shows progressive approach
Policy clause cited – links the warning to known rules
Invitation to explain within a set period – fairness
Clear expectation and review period – measurable improvement
Offer of support – flexi-timing or counselling where appropriate
Acknowledgement section – proof of receipt

When to use it

Late arrivals continue after a verbal reminder or late attendance notice
Late marks have crossed the limit set in the attendance policy
Punctuality is affecting shift handovers or customer service
You need a documented step before any further disciplinary action

How to customise this template

1Pull exact in-times from biometric or register records
2Quote the relevant clause of your attendance policy
3Set a realistic review period such as 30 or 60 days
4Remove the support paragraph if not applicable, but consider keeping it

HR tips

Check the employee has not submitted regularization for any listed date
Avoid labels like "careless" – stick to dates and facts
Hand it over privately and allow the employee to respond in writing
Apply the same standard to everyone in similar situations

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and your disciplinary procedure, and consult a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

After how many late comings can a warning letter be issued?+

That depends on your attendance policy, which should state the threshold. Most companies first give a verbal reminder or notice before a written warning.

Can salary be deducted for late coming?+

Any deduction must follow applicable wage laws and your written policy, such as adjusting repeated late marks against leave. Take advice before deducting wages.

Should the employee sign the warning letter?+

Ask the employee to sign an acknowledgement of receipt. Signing confirms receipt, not agreement, and they may submit their explanation separately.

All 50 attendance & time management →

[Company Logo][Company Name]
EXPLANATION LETTER – LATE ARRIVAL
Date:
[Date]
Ref.:
Reply to Memo No. [Reference Number] dated [DD/MM/YYYY]
To,
[HR Name]
Human Resources Department
[Company Name]
[Company Address]
Subject: Explanation for Late Arrival on [Dates]
Dear Sir/Madam,
This is in reply to the above memo regarding my late arrival at work. I acknowledge that I reported after the scheduled start time of [HH:MM] on the following dates: [DD/MM/YYYY – HH:MM], [DD/MM/YYYY – HH:MM] and [DD/MM/YYYY – HH:MM].
The delay was caused by [state the reason honestly, e.g. a change in residence that has increased my commute, and disruption in the local train service during this period]. [Optional: I have attached the supporting document.]
Letter · Word
Late Coming Explanation Letter
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[Company Logo][Company Name]
WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Warning for [Nature of Lapse]
Dear [Employee Name],
This letter is issued with reference to the incident that took place on [Date of Incident] at [Place of Incident]. As per the report submitted by [Reporting Manager] and the records available with the HR department, it has been observed that [Brief, factual description of what happened, including time and persons present].
The above conduct is contrary to Clause [Clause Number] of the company's [Standing Orders / Code of Conduct / HR Policy], which requires every employee to [Summary of the expected conduct].
Letter · Word
Warning Letter Format
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[Company Logo][Company Name]
FIRST WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Warning Stage:
First Written Warning
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: First Written Warning – [Nature of Issue]
Dear [Employee Name],
On [Date of Counselling], your reporting manager, [Reporting Manager], spoke to you informally about [Issue]. Despite that discussion, it has been noted that on [Date(s) of Recurrence] [factual description of what occurred, with supporting record such as attendance log, email or report].
This is not in line with Clause [Clause Number] of the company's [Standing Orders / HR Policy]. As this is the first written warning on this matter, the management wishes to help you correct it at the earliest.
Letter · Word
First Warning Letter
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[Company Logo][Company Name]
SECOND WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Previous Warning:
Ref. [First Warning Reference] dated [DD/MM/YYYY]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Second Written Warning – Repetition of [Nature of Issue]
Dear [Employee Name],
You were issued a first written warning on [DD/MM/YYYY] regarding [Issue]. In your reply dated [DD/MM/YYYY], you stated that [one-line summary of reply], and you assured the management that the matter would not recur.
However, it has been recorded that on [Date of Incident] [factual description of the repeated lapse, with reference to attendance records, emails, CCTV or the manager's report], as reported by [Reporting Manager].
Letter · Word
Second Warning Letter
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[Company Logo][Company Name]

FINAL WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Mode of Delivery:: [By hand / Registered post / Official email]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Final Warning – [Nature of Issue]

Dear [Employee Name],

The management has, on the following occasions, brought to your notice concerns regarding [Issue] and given you the opportunity to explain and improve:

Stage	Reference No.	Date	Issue	Your Reply Received
Verbal counselling	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
First written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
Second written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]

Letter · Word

Final Warning Letter

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[Company Logo][Company Name]
WRITTEN WARNING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]
Dear [Employee Name],
This letter confirms the discussion held on [DD/MM/YYYY] at [Place], attended by you, [Reporting Manager] and [HR Name]. The purpose of the meeting was to discuss [Issue], which had earlier been raised with you verbally on [DD/MM/YYYY].
Concerns discussed
Letter · Word
Written Warning Letter
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[Company Logo][Company Name]

ATTENDANCE WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Shift: [Shift Timing]

Subject: Warning Regarding Irregular Attendance and Late Reporting

Dear [Employee Name],

As per the company's attendance policy, your reporting time is [Start Time] with a grace period of [Number] minutes, and your scheduled departure time is [End Time]. A review of the attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY] shows the following:

Date	Scheduled In	Actual In	Scheduled Out	Actual Out	Approval on Record
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]

Letter · Word

Attendance Warning Letter

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[Company Logo][Company Name]

ABSENTEEISM WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Concern Regarding Frequent Absence from Work

Dear [Employee Name],

The HR department has reviewed your leave and attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY]. The summary is given below:

Type of Absence	Number of Days	Dates	Intimation Given
Sick leave	[Number]	[Dates]	[Prior / Same day / None]
Casual leave	[Number]	[Dates]	[Prior / Same day / None]
Loss of pay	[Number]	[Dates]	[Prior / Same day / None]

Letter · Word

Absenteeism Warning Letter

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Late Coming Warning Letter

Preview of the letter

Subject: Written Warning for Repeated Late Arrival

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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