How long should we keep the register?

Keep it with attendance records for the period your adviser or record-keeping policy sets. It is useful evidence if a question arises later.

Should managers share the register with employees?

Yes. Showing an employee their own dates and times keeps the conversation factual and builds trust.

What if lateness is caused by transport or safety issues?

Record it as an approved exception and look at whether the shift timing needs to change. Not every late arrival is a discipline matter.

Free template

Late-coming register

A register that records who arrived late, by how much and why, so a manager talks about facts and not impressions. Fill in the square brackets, keep one sheet per month and agree the grace period with your team before you start.

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An HR consultant and business owner reviewing employee records together

Register details

Company: [Company name] Department or shift: [Name]

Month and year: [Month, Year] Maintained by: [Name and title]

Agreed grace period: [ ] minutes. Arrival after this is recorded as late.

Daily register

Date	Employee	Scheduled time	Arrival time	Minutes late	Reason given	Action taken

Codes for action taken

N: noted, no further step.
C: casual word with the manager on the day.
R: reminder recorded after repeated late arrivals.
M: meeting held with the manager and HR; notes attached.
A: approved exception, such as prior permission or a documented transport disruption.

Monthly summary

Employee	Days late	Total minutes late	Most common reason	Approved exceptions	Action this month

Using the summary for a punctuality conversation

Hold the conversation in private and open with the record, not a conclusion about the person.
Ask for the employee's side and note any pattern, such as a particular day or a commute problem.
Agree what will change and by when, and write it down.
Apply the same rule to every employee in the team, including senior staff.
Record the discussion date and outcome in the last column and in the employee file.

Sign-off

Reviewed by manager: ______________________ Date: ____________

Reviewed by HR: ______________________ Date: ____________

Note

This register supports a fair punctuality conversation. It does not by itself justify pay deductions or disciplinary action. Confirm any deduction, warning or policy change with a qualified adviser and your attendance policy before acting.

A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.

Attendance, shift and leave process →Attendance regularisation request form →Grievance and disciplinary process →

How to use this template

Agree the working hours, grace period and what counts as late, and put it in the attendance policy.
Fill the register from the biometric or muster record each day, not from memory.
Note the reason the employee gives, even if it is not accepted, so the record is balanced.
Complete the monthly summary in the first week of the next month and share it with managers.
Talk to anyone with a repeating pattern before any formal step, using the dates in the register.
Keep the sheets with attendance records and review the rule once a year.

A filled example (illustrative)

This example is invented for illustration. Replace every value with your own.

Date	Employee	Scheduled	Arrival	Reason	Action
3rd	Employee A	9:00	9:25	Bus delay	N
4th	Employee A	9:00	9:40	Not stated	C
11th	Employee B	9:00	9:20	Rain, road waterlogged	A
17th	Employee A	9:00	9:35	Childcare	R

Common mistakes

Recording lateness for some people and ignoring it for others, which makes the register look unfair.
Keeping no reason column, so every late arrival looks like carelessness.
Using the register to deduct pay without checking the attendance policy and contract terms.
Raising the issue only at appraisal time instead of when a pattern first shows.
Setting a grace period but never telling employees what it is.

Adapt it to your business

Factory or plant: record by shift and gate-entry time, and note the shift handover impact.
Shop or retail: record against store opening time and the rotating shift roster.
Clinic or hospital: track against appointment start and note on-call or emergency cases as approved.
Office or services firm: add a column for approved flexible timing and remote days.

Questions about this template

Only if your contract, attendance policy and applicable rules allow it. Do not deduct on the basis of this register alone. Confirm with a qualified adviser first.

Late-coming register

Register details

Daily register

Codes for action taken

Monthly summary

Using the summary for a punctuality conversation

Sign-off

Note

How to use this template

A filled example (illustrative)

Common mistakes

Adapt it to your business

Questions about this template

Let’s make HR work better.

Let’s start with your business

Late-coming register

Register details

Daily register

Codes for action taken

Monthly summary

Using the summary for a punctuality conversation

Sign-off

Note

How to use this template

A filled example (illustrative)

Common mistakes

Adapt it to your business

Questions about this template

01Can we deduct salary for late coming?

02How long should we keep the register?

03Should managers share the register with employees?

04What if lateness is caused by transport or safety issues?

Let’s make HR work better.

Let’s start with your business