Managing human resources and enforcing office regulations is important for the smooth running of a business. Office rules usually include punctuality and proper dressing. Employees are expected to comply with office timings strictly. Office punctuality is important for a number of reasons:
- It helps maintain decorum in the office
- It is easy to track employee work hours
- Since everyone’s work is interrelated, if employees are coming and going randomly, coordination becomes difficult and organizational productivity goes down
- Moreover, monitoring employee performance is also difficult with employees coming in late or going early
Verbal & written warning…
Thus employees are expected to arrive sharply on time unless they have a special reason for occasionally arriving late at the office. If employees make it a habit to come late, they are first verbally reprimanded. If the attitude becomes persistent the employee may receive written warnings to correct their behavior. The final step taken by an organization is to penalize an employee for persistently coming late to work. Employees may be penalized in one of the following ways:
- Marking employees absent for the whole day if they come in late again
- Deducting salary by the hour for coming in late
- Applying a fine for coming in late for work
- Poor performance evaluation
- Suspension for a few days (in extreme cases)
The most common punishment for always being late to work is to deduct salary. When punctuality is directly tied to salary, employees make serious efforts to be on time. However such steps are only taken when employees make a habit to come late. Coming late to work one day for some reason cannot be counted as a habit and must not be penalized.
Here are some situations where an employee’s salary may be deducted for late coming:
- The employee is frequently late to work
- The employee is casual towards office timings and also not completing assigned tasks
- The employee makes it a habit to come to the office late on Monday
- An employee comes late and leaves early
- The employee always arrives late for important meetings
- The employee is usually coming more than an hour late
All these situations are serious and need to be managed strictly. This is because if one employee is given leverage, everyone will start taking leverage and at the end of the day, the organization will suffer. Here is a sample notice to write to an employee notifying him/her that salary deductions will be made for late coming:
To [employee name]
Subject: Notice to deduct salary for the late coming
It has been observed from your time records that you have been arriving late to work frequently for more than two months. Earlier you were given a warning that serious action will be taken against you if you continue to come to work late. However, since the last warning four weeks ago, you have been late for thirteen days. This non-punctuality bears a negative effect on the organizational environment as well as productivity.
Please note that in the future the organization will deduct a fine from your salary for late coming. The deductions will be based on an hourly rate and delays of 30 or more minutes will be counted the same as an hour.
We expect all our employees to strictly adhere to office timings in order to maintain office decorum and achieve optimal efficiency.
Name of the authorized person
Human Resources Department
Dear Jacob, this has been brought to my notice that you are not punctual in following office timings. This is not the first time that you have been warned as your department’s head has given you many verbal warnings. It seems you consider office work nonseries otherwise you could have taken the warnings seriously. This behavior disrupts the office atmosphere and irritates others. For the past three weeks, you are coming late.
This message tends to inform you that 25% of your salary will be deducted this month as a punishment. This has been done to let you know the importance of the office schedule. The organization wants a peaceful and professional atmosphere in the workplace. I hope you will be punctual now.
This is to inform you that 30% of your salary will be deducted this month. It is very tough for us to come up with this decision. This has been done keeping in view your last month’s performance. You continued to come late to the office after many warnings. This attitude was very disturbing for your coworkers. We demand consistency, punctuality, and hard work from our employees which you were lacking. You could have let your employer know about the reason but you did not. This time we are deducting your salary. If you do not change yourself, then it can lead to your job termination.
This message is being written to inform you about the deduction in your salary. You have been accused of behaving unprofessionally and coming late to the office on daily basis. This attitude is not acceptable at all in the workplace. It has come to my notice that you do not respect your colleagues and use abusive language. You try to raise fights that are disturbing the office’s atmosphere.
You are not following the official timetable and despite being given many warnings you did not change yourself. As a punishment, half of your salary will be deducted this month. Further incidences of such kind can lead to your execution from the office. I hope you will take this warning seriously.
This is to bring to your notice that your salary will be deducted this month because of some obvious reasons. I was receiving regular updates from the employees for the past three weeks. You are on the grey list as you do not come to the office on time. This has led to delays in project completion. Your coworkers also reported that you indulge yourself in baseless arguments and are not punctual.
I am very strict about the rules and want every employee to abide by the company’s rules. I will deduct your current month’s salary and you will be kept under strict surveillance. I am expecting that after doing so you will bring a change in yourself.
Dear Alex, I am writing this to let you know that you will receive 70% salary this month. It was very tough for me to take this decision. To bring you on right track this was the only option. It has been reported that you are not meeting work deadlines and coming late to the office for a long time. You did not even inform your team head about this. If there was an issue, you could discuss it with me. Naturally, we all come across unfavorable situations.
We want our employees to let us know if they encounter any issues so may we not burden them. If an employee comes late consecutively for two weeks without informing, then he will receive deducted salary. I hope you will take this warning seriously and will be punctual.
This is very unfortunate to bring to your notice that 20% of your salary will be knocked off for this month. This decision has been made after a thorough investigation and the reason is your late coming to the office. We have high expectations from our employees and want them to be punctual. If there was something important that needed to be attended to before office hours, you could let me know.
I could relax you during your office hours. You behaved unethically and broke office rules. Therefore, your salary will be deducted. I hope that doing so will impact you and you will bring a change in yourself.
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