Free form template · Word

Absence Explanation Form

An absence explanation form is completed by an employee on returning after an unplanned or unapproved absence. It captures the dates, reason, whether the manager was informed and any supporting documents, so the manager and HR can decide whether to sanction leave or treat the days as unpaid.

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[Company Logo][Company Name]

ABSENCE EXPLANATION FORM

Company:: [Company Name]
Date of Submission:: [Date]

1. Employee Details

Employee Name
Employee ID
Department
Designation
Reporting Manager

2. Absence Details

Absent From (DD/MM/YYYY)
Absent To (DD/MM/YYYY)
Total Working Days Absent
Date of Return to Work

3. Reason for Absence

Personal illness
Illness of family member
Family emergency / bereavement
Transport or weather disruption
Other (please specify)

Brief description of reason

4. Intimation

Was your manager informed? (Yes / No)
Informed to (name)
Date and time of intimation
Mode (call / SMS / email / WhatsApp)

5. Leave Requested and Documents

Casual Leave
Sick Leave
Earned Leave
Leave Without Pay
Medical certificate attached
Other document attached: [Details]

6. Declaration

I confirm that the information given above is true and complete. I understand that absence not sanctioned will be treated as per the company's Leave Policy.

Employee
[Employee Name]
Date: [Date]

7. For Manager / HR Use

Leave sanctioned as (type and days)
Days treated as LOP
Return-to-work discussion held on
Remarks

Reporting Manager
[Reporting Manager]

HR
[HR Name]

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What this template includes

Absence dates and total days – basic facts
Reason category with short description – structured and quick
Intimation details – who was informed and how
Leave type requested – CL, SL, EL or LOP
Documents attached – medical certificate if required
Manager decision box – sanctioned or treated as LOP
Return-to-work note – fitness or support needs

When to use it

Employee returns after sudden absence without prior leave
Leave was informed by phone and needs written record
Absence needs a decision on leave type or LOP
Return-to-work conversation after a few days off sick

How to customise this template

1Align leave types with your leave policy
2State when a medical certificate is needed
3Add a fitness-to-work line for physically demanding roles
4Use it alongside your HRMS if leave is applied online

HR tips

Ask employees to complete it on the first day back
Keep medical documents confidential and only with HR
Use the form for a supportive return-to-work talk, not interrogation
Track trends privately; act only on patterns

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Frequently asked questions

What is an absence explanation form?+

It is a short form an employee fills after an unplanned absence to record the reason and request leave adjustment. It helps managers decide the leave status consistently.

Is a medical certificate required for every sick day?+

Not necessarily. Many policies require it only beyond a certain number of consecutive days. State your rule clearly on the form.

What if the explanation is not accepted?+

The days may be treated as leave without pay as per policy. The manager should record the decision and tell the employee.

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[Company Logo][Company Name]

BIOMETRIC ATTENDANCE CORRECTION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Request:: [Date]

Section A: Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Biometric / Card ID

Section B: Correction Details

Date	Punch Type (In/Out/Both)	Time Recorded	Actual Time	Location / Gate
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]
[DD/MM/YYYY]	[In/Out]	[HH:MM or Missing]	[HH:MM]	[Work Location]

Section C: Reason

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Biometric Attendance Correction Form

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[Company Logo][Company Name]

ATTENDANCE REGULARIZATION FORM

Company:: [Company Name]
Request No.:: [Reference Number]
Submitted On:: [Date]

Employee Details

Employee Name
Employee ID
Department
Designation
Reporting Manager
Work Location

Regularization Details

Date	Current Status in System	Requested Status	Type (On Duty / WFH / Travel / Training)	From – To Time	Place / Work Done
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]
[DD/MM/YYYY]	[Absent / Half Day / Late]	[Present / On Duty]	[Type]	[HH:MM – HH:MM]	[Details]

Approval reference (email / travel order no.)
Attachments

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[Company Logo][Company Name]
EXPLANATION LETTER – LATE ARRIVAL
Date:
[Date]
Ref.:
Reply to Memo No. [Reference Number] dated [DD/MM/YYYY]
To,
[HR Name]
Human Resources Department
[Company Name]
[Company Address]
Subject: Explanation for Late Arrival on [Dates]
Dear Sir/Madam,
This is in reply to the above memo regarding my late arrival at work. I acknowledge that I reported after the scheduled start time of [HH:MM] on the following dates: [DD/MM/YYYY – HH:MM], [DD/MM/YYYY – HH:MM] and [DD/MM/YYYY – HH:MM].
The delay was caused by [state the reason honestly, e.g. a change in residence that has increased my commute, and disruption in the local train service during this period]. [Optional: I have attached the supporting document.]
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Late Coming Explanation Letter
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[Company Logo][Company Name]
LETTER – UNAUTHORIZED ABSENCE FROM DUTY
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
Speed Post / Registered Post and Email
To,
[Employee Name]
Employee ID: [Employee ID]
[Address on Record]
Subject: Absence from Duty without Authorisation since [DD/MM/YYYY]
Dear [Employee Name],
You have not reported for duty at [Work Location] since [DD/MM/YYYY], and no leave application or intimation has been received from you. As of today, you have been absent for [No.] days.
Your reporting manager [Reporting Manager] and HR attempted to contact you on [DD/MM/YYYY] and [DD/MM/YYYY] by phone, SMS and email, but we have not received any response.
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Unauthorized Absence Letter
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[Company Logo][Company Name]
SHIFT CHANGE REQUEST FORM
Company:
[Company Name]
Department:
[Department]
Date of Request:
[Date]
Part A: Employee Details
Employee Name
Employee ID
Designation
Shift Supervisor
Contact Number
Part B: Request Details
Current Shift Current Timing Requested Shift Requested Timing From Date To Date
[A/B/C/General] [HH:MM–HH:MM] [A/B/C/General] [HH:MM–HH:MM] [DD/MM/YYYY] [DD/MM/YYYY]
- Temporary change
- Permanent change
- Shift swap with a colleague
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Current Shift	Current Timing	Requested Shift	Requested Timing	From Date	To Date
[A/B/C/General]	[HH:MM–HH:MM]	[A/B/C/General]	[HH:MM–HH:MM]	[DD/MM/YYYY]	[DD/MM/YYYY]

[Company Logo][Company Name]

SHIFT CHANGE APPROVAL FORM

Approval No.:: [Reference Number]
Request No. / Date:: [Reference Number] / [DD/MM/YYYY]
Date:: [Date]

1. Employee and Request Summary

Employee Name
Employee ID
Department
Current Shift
Requested Shift
Period Requested

2. Supervisor Review

Check	Status	Comments
Minimum manpower maintained in current shift	[Yes / No]	[Comments]
Minimum manpower maintained in requested shift	[Yes / No]	[Comments]
Rest of [No.] hours between shifts ensured	[Yes / No]	[Comments]
No unplanned overtime created	[Yes / No]	[Comments]
Skills / certification match (for swaps)	[Yes / No]	[Comments]

3. Decision

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[Company Logo][Company Name]

OVERTIME REQUEST FORM (PRIOR APPROVAL)

Company:: [Company Name]
Department:: [Department]
Request No.:: [Reference Number]
Date of Request:: [Date]

1. Overtime Details

Employee ID	Employee Name	Designation	OT Date	From	To	Planned Hours
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]

2. Justification

Work to be completed
Reason it cannot be done in normal hours
Customer / order / project reference
Cost centre

Planned peak workload
Breakdown / emergency
Covering absence
Statutory or audit deadline
Other: [Details]

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Overtime Request Form

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[Company Logo][Company Name]

OVERTIME APPROVAL FORM (ACTUAL HOURS)

Company:: [Company Name]
Department:: [Department]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Pre-approval Ref.:: [Reference Number]

Employee ID	Employee Name	OT Date	Planned Hours	Actual In–Out (system)	Actual OT Hours	Variance Reason	Pay / Comp-Off
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[Hours]	[HH:MM–HH:MM]	[Hours]	[Reason]	[Pay / CO]

Summary

Total Employees	Total Planned Hours	Total Actual Hours Approved
[No.]	[Hours]	[Hours]

Certification

I certify that the employees listed above worked the overtime hours shown, that the work was necessary and was completed, and that the hours match the attendance system records.

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Overtime Approval Form

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Absence Explanation Form

Preview of the form

1. Employee Details

2. Absence Details

3. Reason for Absence

4. Intimation

5. Leave Requested and Documents

6. Declaration

7. For Manager / HR Use

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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