How to Write a Professional Sample Staff Attendance Concern Email

As you sit at your desk, checking your emails and sipping on your morning coffee, you come across an email from an HR colleague. The email is titled “Sample Staff Attendance Concern Email.” Your interest peaks. As you continue reading, you learn that the email contains examples of how to address employees who have been consistently missing work or arriving late. At first, you may wonder why you need to bother with this email. However, after just a few minutes of reading, you realize that this is a valuable resource for you and your team.

Employee attendance is one of the biggest challenges that HR professionals face. It’s not just about ensuring that everyone shows up every day, but it’s also about creating a culture of accountability, responsibility, and respect in the workplace. With the help of the sample staff attendance concern email, you can gain insight into how to address attendance issues in a professional, effective, and compassionate way.

Whether you’re new to HR or have been in the field for years, the sample staff attendance concern email is a valuable resource to have at your disposal. It provides concrete examples of how to address attendance issues, and you can customize them to fit your organization’s specific needs. You can use the examples provided as is, or tweak them to fit your company’s culture.

So, go ahead and give the “Sample Staff Attendance Concern Email” a read. With just a few minutes of your time, you’ll gain the insight and knowledge you need to tackle one of the biggest challenges that HR professionals face.

The Ultimate Guide to Crafting a Sample Staff Attendance Concern Email

Attendance is one of the most crucial aspects of the workplace, and as a manager or employer, it is important to keep track of the attendance of your employees. However, sometimes situations may arise where employees may have poor attendance, and it becomes necessary to draft a staff attendance concern email.

Here are some tips on how to structure your email:

Start With A Clear Subject Line

Your subject line should be clear and concise, so your audience can immediately know the purpose of the email. For example, “Attendance Concerns for the Month of September”.

Straightforward Introduction

Start your email with a brief introduction and express that this email is for addressing attendance concerns. Thank the employee for their time, and inform them that this email serves as a constructive feedback to help them perform optimally on their job.

State The Attendance Problems

Be specific about the attendance-related problem the employee has. You should provide the dates that have been problematic, including the number of absences, lateness, and early departures. Make sure to use clear language that is easy to understand so as not to confuse the employee.

Encourage Discussion And Identify The Cause

After identifying the problems, it is essential to encourage the employee to discuss concerns that may have lead to their attendance issues. Listen to their explanation and try to identify the root cause of the absenteeism to determine if there are underlying issues that need resolving.

Set Expectations and Clear Consequences

It is important to set expectations for the employee and outline what needs to be done moving forward to improve their attendance. Your message should be supportive and reiterate the importance of attendance in maintaining productivity at work. Provide a clear consequence for continued absences to let employees know how important attendance is to the company’s success.

End With a Positive Note

End your email on a positive note, letting the employee know that you believe in their success and that you are there to support them. Thank them again for their time and for their understanding during this difficult time.

By following these best practices, you can draft a comprehensive email that conveys sincere concern for your employee’s wellbeing while setting clear expectations of attendance going forward.

7 Sample Staff Attendance Concern Emails

Concern About Excessive Absenteeism of Staff

Dear [Employee Name],

We would like to bring to your attention your attendance record for the past month. We have noticed that you have been absent from work for a total of 5 days without any valid reason or prior intimation to your supervisor. This has greatly affected the team’s productivity and timeline for projects.

We kindly request you to explain the reasons for your absence and to ensure that such incidents do not happen again in the future. If there are any personal or medical issues that are affecting your attendance, please inform us so that we can provide any needed support or make any necessary accommodations.

Thank you for your cooperation in this matter. Your timely attendance and contribution to the team’s work are highly appreciated

Best regards,

[Supervisor Name]

Concern About Late Arrival of Staff

Dear [Employee Name],

We wanted to bring to your attention that we have noticed that you regularly arrive late for work. As a result, it affects the company’s productivity and disrupts the work schedule for team members.

We understand that there can be unforeseen circumstances which might delay your arrival. However, we would advise you to take necessary measures to ensure that you are reaching the workplace on time. Please make use of the company’s flexible working hours policy if you need to adjust your schedule to avoid being late.

We value your contribution to the team and are confident that you will address this issue promptly. Thank you for your understanding and cooperation.

Best regards,

[Supervisor Name]

Concern About Staff Taking Long Breaks

Dear [Employee Name],

We have observed that you have been taking longer breaks than the allowed duration. Please ensure that you take short and timely breaks to maintain the team’s productivity and work schedule.

We encourage you to prioritize work and utilize the break times judiciously. Any extended or frequent breaks will affect the team’s productivity and the company’s productivity in the long run.

We appreciate your cooperation in improving the work culture and ensuring the team’s success.

Best regards,

[Supervisor Name]

Concern About Unscheduled Leave Requests

Dear [Employee Name],

We have noticed that you have submitted multiple unscheduled leave requests in recent months, which have disrupted team work schedules. Please be mindful that leaving work on short notice affects the functioning of the team and the company’s overall progress.

If you need to take a break from work for personal reasons or health issues, kindly inform your manager at least a day before to enable them to make necessary adjustments to project timelines and team resources.

We value your contributions to the team and hope that you will consider the requests made above, to maintain a healthy team work culture.


[Supervisor Name]

Concern About Staff Presenteeism

Dear [Employee Name],

We noticed that you have been present in the office, but not working towards the goals assigned to you. This style of working is called presenteeism and can cause long-term harm to both work and health.

We encourage you to work collaboratively with team members and be active in meetings and brainstorming sessions. If there are any factors that are affecting your work, talk to your supervisor to get help or support.

We appreciate your contributions to your work and the team and hope that you will address this concern at the earliest.

Best regards,

[Supervisor Name]

Concern About Staff Turn up to Virtual Meetings

Dear [Employee Name],

We would like to draw your attention to the fact that you have missed some of the recent virtual meetings. As a team member, your presence is crucial for idea exchange, brainstorming and collaboration.

Please ensure that you have a reliable internet connection and the tools required to attend the meetings. If you have any difficulty, please be sure to inform your team members at the earliest.

Thank you for your cooperation in making virtual meetings successful and fruitful.


[Supervisor Name]

Concern About Staff Taking Unapproved Time off

Dear [Employee Name],

We have noticed that you have taken time off from work without informing your manager or getting approval for the same. This is in violation of company policy and causes disruptions in team work schedules and affects the productivity of the company.

We request you to inform your manager in advance and get approval for any time off that you need to take from work. This will enable the team to manage work and timelines and keep the tasks on track.

Thank you for your cooperation in improving the work culture and ensuring the team’s success.

Best regards,

[Supervisor Name]

Addressing Staff Attendance Concerns Via Email: Best Practices

Dealing with staff attendance concerns is a crucial issue for any organization, regardless of its size or industry. When addressing such concerns, email communication is often a preferred method for its convenience and ability to document the message for future reference. However, composing an email that effectively communicates the issue without being overly negative or accusatory can be challenging. In this article, we will discuss several tips for crafting an effective staff attendance concern email.

1. Start with a positive tone – Begin the email by highlighting the importance and value of attendance in the organization. Acknowledge the positive contributions that the employee has made and express your appreciation. This not only sets a positive tone for the email but also minimizes defensiveness on the employee’s part.

2. Clearly state the concern and its impact – Explain the issue in specific terms. State the number of absences or tardiness and how it affects the team, projects, and overall goals. Use objective language and avoid being judgmental or accusatory.

3. Reiterate the expectations – Restate the policies and procedures related to attendance and punctuality. Include information about the reporting process for absences and tardiness, as well as any consequences. Keep in mind that if the policies are not being enforced, the email may come across as insincere or weak.

4. Provide support and resources – Offer guidance and assistance to help the employee improve their attendance. This could include scheduling flexibility, providing resources for transportation, or connecting them with support services if needed. Demonstrate your commitment to the employee’s success.

5. Encourage open dialogue – End the email by inviting the employee to discuss any concerns or barriers that may be impacting their attendance. Encourage them to share their perspective and ideas for improvement. This fosters a sense of collaboration and demonstrates that the organization values their input.

In conclusion, addressing staff attendance concerns via email requires careful consideration of tone, language, and content. By following these best practices, your communication can be constructive, supportive, and effective in improving attendance within your organization.

Sample Staff Attendance Concern Email

What is a staff attendance concern email and when should it be sent?

A staff attendance concern email is a communication tool that is used when an employee has shown a pattern of poor attendance or has missed a significant amount of work. It is used to address the issue and find a solution to help the employee improve their attendance.

What should be included in a staff attendance concern email?

A staff attendance concern email should include specific details about the employee’s attendance record, the impact it has on the company and their colleagues, and suggestions for improving their attendance moving forward. It’s important to be clear, concise, and professional in the email.

How can an employee respond to a staff attendance concern email?

An employee can respond to a staff attendance concern email by acknowledging the issue, explaining the reasons for their absences, and outlining a plan to improve their attendance. It’s important for the employee to show a willingness to work on the issue and be open to feedback and suggestions from management.

What are some common causes of poor attendance?

Some common causes of poor attendance include illnesses, family emergencies, transportation issues, and personal problems. However, it’s important to determine if the absences are due to legitimate reasons or if they’re a result of the employee’s lack of commitment to their job.

What should I do if an employee doesn’t respond to a staff attendance concern email?

If an employee doesn’t respond to a staff attendance concern email, it’s important to follow up with them in person or through a phone call. It’s possible that they didn’t receive the email or that they missed it in their inbox, so it’s important to ensure that they are aware of the concerns and are working on a plan to improve their attendance.

What are the consequences of poor attendance?

The consequences of poor attendance can include a negative impact on the company’s productivity and morale, the loss of revenue, and the need for management to take disciplinary action. It’s important for employees to understand the importance of attendance and the impact it has on their coworkers and the business.

Can employees be terminated for poor attendance?

Yes, employees can be terminated for poor attendance if it is a consistent problem and management has exhausted all other avenues to improve the employee’s attendance. However, it’s important for management to follow company policies and guidelines regarding disciplinary action before terminating an employee.

What is considered acceptable attendance?

Acceptable attendance varies depending on the company’s policies and expectations. In general, employees should attend work regularly and be punctual, unless there is a legitimate reason for absence. It’s important for employees to communicate with their employers if they anticipate being absent, and provide documentation if necessary.

What can employers do to improve attendance in the workplace?

Employers can improve attendance in the workplace by setting clear expectations for attendance and punctuality, providing incentives for good attendance, offering flexible scheduling options, and addressing attendance concerns in a timely manner. It’s also important for employers to create a positive work environment that encourages employees to be present and engaged in their work.

Thank you for taking the time to read!

I hope that this sample staff attendance concern email has been helpful and informative for you. Remember, addressing attendance issues promptly and professionally can lead to a more productive and successful workplace. Feel free to come back and visit our blog for more helpful tips and advice. Have a great day!