TO:

FROM:
SUBJECT:
DATE:

Jane Doe, Software Engineer

Adan Vasconcelos, Engineering Supervisor
AV
Importance of punctuality and recommendations for its improvement
September 25, 2014

The purpose of this memo is to document prior conversations as well as to inform on the
course of action should the behavior continue.
Summary
I will explain one more time about the importance of arriving on time and describe the
consequences for your employment with this company. I will also recommend some steps you
could take to improve.
Discussion
We have recently discussed your late arrivals and the impact this behavior has on our
company.
On our first conversation I asked what was the reason of your tardiness and you explained
that you got stuck in traffic. Since it was the first time this occurred, I completely understood
having being in that position myself, due to a detour or any other unexpected incident.
The second occasion that you arrived late you effusively interjected that the alarm did not
sound, triggering a chain reaction: you could not get out of bed on time, you had to put gas in
a hurry, the traffic was worse since it was later, etc. This time I objected that this was no
excuse and you said that you would make sure that it did not happen again, by setting two
alarms for example. I explained that when one person gets late, any other person from the
same or other team that relies on this person's job, have to wait, often times wasting precious
minutes.
Just a week ago, you were late again. On this instance you said that there was an accident
involving multiple vehicles on the expressway and all the lanes were blocked. For the second
time, I demurred that this was no excuse, and once again explained that your behavior is not
only affecting you or your department, but also the company and its profitability. When
projects get delayed, the software development life cycle (SDLC) gets altered. As a
consequence, the company loses money, and some times, if a competitor comes up with a
similar solution on a briefer scale, the company might lose customers.
Today, you arrived late anew. This time, I am not going to ask for reason. This memo will
serve as the last warning. If the behavior on which you have incurred over the last weeks is
not radically altered, your position within this company will be terminated.

Recommendations
Given that you are otherwise a good employee, the following suggestions will help you attain
your goal:

plan ahead
prepare clothing, meals, etc., at night
put gas the day before
sleep better
don't drink coffee after 3PM
go to bed earlier
get up on time
buy an alarm clock
use the phone's alarm as a backup

I expect a reply in writing to this memo within a week, outlining the steps you are taking to
improve on the issue at hand.