Administrative (disciplinary) report for lateness and absences: what it is and how to write it

An administrative report (“acta administrativa”) is the document in which a company records in writing a work-related event, such as repeated delays or absences, with the participation of the people involved. Well written, it documents what happened and protects both parties.

What it is for

• Recording an event, with date, time and place.
• Hearing the employee’s side.
• Supporting a disciplinary measure, if the company’s policy provides for one.
• Having organized evidence if a dispute arises later.

Important: the report by itself is not the penalty. Disciplinary measures must be provided for in the internal work rules and applied according to the law.

What data it should include

1. Company and place details, with the date and time it is drawn up.
2. Employee details: name, post, area or client where they work.
3. Facts, described clearly and without judgments: what happened, when and how it was detected.
4. Evidence: attendance records, photos, messages or other documents.
5. Statement: what the person says about the facts.
6. Witnesses, when there are any.
7. Applicable measure, if appropriate, under the rules.
8. Signatures of those involved, or a note that they refused to sign.

How to document delays and absences

The weak part of many reports is the evidence. “They always arrive late” is not a fact; “arrived at 8:25, 8:31 and 8:40 on October 3, 5 and 9, according to the attendance system” is. That is why dates and times should come from a reliable electronic record, not from someone’s memory.

Common mistakes

• Describing the person instead of describing the facts.
• Not giving the chance to give their side.
• Applying a penalty the rules do not provide for.
• Not keeping the signed document and its evidence.

How PPanel helps

PPanel includes a catalog of disciplinary reports with six categories, suggested text, legal basis, folio number and a PDF ready for signature. It pulls the period’s delay and absence dates from the system to draft the facts. They are editable templates that your attorney can adjust. Also read how to calculate delays and absences or request a demo.

This article is informational and is not legal advice: consult your labor attorney for your case.