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Sample Memo To Employees On Punctuality Essay

Attendance and Punctuality

Date: February 2015

Reliable, consistent attendance is a requirement and essential function of all staff positions. Employees are expected to be punctual and dependable in order to meet the needs of their department and the College. When employees are absent or tardy, work and service are interrupted and an additional burden is placed on colleagues. Attendance and reliability are important factors in evaluating individual performance and continued employment.

If your absence can be anticipated, consult your immediate supervisor and obtain authorization to be absent for a specific period in advance. If you are unexpectedly delayed or unable to come to work for any reason, you must personally contact your appropriate supervisor immediately allowing the supervisor to adjust the department’s work assignments before the start of the workday. Each department has its own procedures and policies that are specific to the nature of its work – be sure you, as an employee, understand your department’s attendance guidelines, expectations, and procedures for calling in.

You should be the one to call in; your supervisor will need to speak directly with you to make alternate arrangements for the work you would have done that day. Relatives or friends should not call on your behalf unless you are medically unable to do so yourself. You must speak directly with your supervisor rather than a co-worker, unless that individual is officially authorized by your department to accept call in notices. As a general rule, we recommend that you do not leave your message on voice mail (may vary by department).

Sick leave benefits are intended to provide income protection in the event of illness or injury. If you are absent for more than one (1) day, you should call your supervisor each day you are unable to come to work. If you are absent for three (3) or more consecutive workdays, you and/or your supervisor must contact Human Resources to determine eligibility for disability benefits and/or leave under the College's Family and Medical Leave Policy. Any employee who fails to report to work for three (3) consecutive days without providing proper notice to his/her supervisor or Human Resources may be considered to have voluntarily resigned his/her employment with the College.

Absenteeism, whether due to injury, illness, or other reason, becomes excessive when it adversely affects the ability of your department or the College to maintain efficient service. Patterns of repeated absences prior to or following weekends, holidays, or scheduled days off will receive serious attention when the matter of excessive absenteeism is considered. Other examples of attendance issues include, but are not limited to: frequent or persistent tardiness; frequent requests to leave early; fraudulent use of Personal Absence Time; and a disproportionate pattern of “emergency” absence requests.

Employees who are unable to meet their employment obligations of regular and reasonable attendance and punctuality are subject to disciplinary action, up to and including termination of employment.  If you are absent for reasons covered by the College's Family Care Absence policy and/or the College's Family and Medical Leave policy, such absences may not be counted in considering disciplinary action due to excessive absenteeism.

How to Write an Employee Recognition Letter

Thank You Letters Speak Powerfully to Employees: See the Sample Letters

Employee recognition is worth the time and the money you spend on it. You have no other tool at your disposal that so predictably makes employees feel good about your company and goals. It encourages employee engagement and employees who feel recognized and appreciated are likely to be your best employees.

From recognition and thank you letters to bonuses and gifts, employee recognition is good for workplace motivation and creates positive employee morale.

Your options for employee recognition are numerous and limited only by your imagination.

Annually, some companies give bonuses to employees who contributed during the year. Depending on your circumstances including company profitability, your line of work, the expectations in your industry, and your past practices consider giving employees a bonus. They appreciate the recognition and the employer who provides it.

If you can't afford a cash bonus, buy the employees a reasonably priced gift. (Company merchandise with logos can work well as gifts.) If a gift is not on the horizon—and it may not be for public sector employees, as one example—at the very least, adopt the habit of writing letters to employees for recognition and to thank them for their contributions.

A simple thank you letter, that recognizes specific employee contributions, goes a long way in helping employees feel recognized and rewarded.

In fact, an employee recognition letter that accompanies a bonus check or a gift magnifies the recognition that the employee experiences.

Some employees experience such gratification that they post the thank you and recognition letter in their cubicle, office, or workstation for years.

Contents of an Employee Recognition Letter

An employee recognition letter does not need to be elaborate but it does need to cover specific territory to obtain the results you'd like to see from the employee recognition letter.

So, the letter is most effective when the employee recognition letter:

  • Describes in specific detail the behavior you'd like to encourage more of in the future,
  • Says thank you and that the employee contribution is appreciated,
  • Is written and given close in timing to the event you are praising, and
  • Is handwritten on a note or card, or even an email if the email is customized and avoids sounding like a form letter. (Avoid the feeling of a form letter at all costs if you wish the employee to feel individually rewarded and recognized.)

Sample Employee Recognition Letter

Following are two examples of effective employee recognition letters.

Hi Mary Beth,

This is just a quick note to thank you for your extra effort in getting the Smith-Klein proposal out yesterday. While the proposal didn't have a solid deadline, you made our company look efficient, professional, and timely in our interaction with these prospective customers.

Customers look at how they will be treated just as they look at our product pricing. They've already given me a heads up this morning that they are already reviewing our proposal.

The other thing for which I'd like to thank you is that I know how difficult it can be to light a fire under the other departments that had to get data to you so that you could put together the proposal.

It's always tough to compete with current projects. Obviously, whatever you did—worked. Congratulations on that.

Maybe you're willing to share your tips for what you did with the rest of our department. I'd like to see all of us learn from your success.

Once again, thank you.


Second Sample Employee Recognition Letter


Dear Tom,

Thank you for your work with the key product development team. Before you joined the team and provided leadership, the team was hard-pressed to meet any of the deadlines they had set. This was making our product releases untimely in the marketplace.

Untimely releases meant unhappy customers who were anxiously waiting for an upgrade. It also affected your company’s sales and profits, so your work to disrupt this late pattern is truly appreciated by the whole senior leadership team.

Every one of them has remarked on the difference and I have credited your leadership of the team with the change. They are appreciative as well since with your help, they will meet their goals this quarter.

Keep up the good work for the future. It will be sincerely remembered as salary negotiations begin this year.



Final Thoughts

The employee recognition letter can stand on its own as a powerful way to thank an employee for an effective contribution. It can do so much more if you follow the advice shared in these tips and evident in this sample letter.

As mentioned earlier, rewards to accompany the recognition note are also viewed positively, but they are not the essential component in employee recognition. The heartfelt gratitude is. 

Don't ever underestimate the joy that an employee experiences when he or she receives an employee recognition letter from someone who is important to them at work. Might that important someone be you?

Sample Employee Recognition Letters