Free email template template · Word

Attendance Correction Request

An attendance correction request is a short, polite email from an employee to HR asking for a wrongly recorded entry to be fixed, such as leave marked twice or a present day showing absent. It sets out the date, the wrong entry, the correct entry and the proof, copied to the reporting manager.

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[Company Logo][Company Name]

ATTENDANCE CORRECTION REQUEST (EMAIL)

Subject: Attendance Correction Request – [Employee Name], [Employee ID] – [Month Year]

To: [HR Name], HR Department
CC: [Reporting Manager]

Dear [HR Name],

While reviewing my attendance for [Month Year] on the HR portal, I noticed that some entries do not match my actual attendance. I request you to kindly correct the following:

Date	Entry Currently Shown	Correct Entry	Reason / Reference
[DD/MM/YYYY]	[Absent / LOP / CL]	[Present / SL / Holiday]	[Approved leave ID / Login record]
[DD/MM/YYYY]	[Absent / LOP / CL]	[Present / SL / Holiday]	[Approved leave ID / Login record]
[DD/MM/YYYY]	[Absent / LOP / CL]	[Present / SL / Holiday]	[Approved leave ID / Login record]

I have attached the supporting documents listed below for your reference:
1. [Leave approval email dated DD/MM/YYYY]
2. [Screenshot of system login / gate entry]

[Reporting Manager] is copied on this email and can confirm the above. If any deduction has already been made in the salary for these dates, I request that it be adjusted in the next payroll.

Please let me know if you need any further information. I would appreciate a confirmation once the record has been updated.

Thank you for your help.

Regards,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Mobile: [Mobile Number]

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What this template includes

Clear subject line with month – easy for HR to search
Table of dates with wrong and correct entries – no ambiguity
Reason for each entry – helps HR verify quickly
Manager in copy – confirms the request
Attachments list – approval mails, leave IDs
Courteous closing – requests confirmation once updated

When to use it

Salary slip shows loss of pay for a day you worked
Approved leave was recorded as the wrong leave type
Holiday or weekly off marked as absent
Your company accepts email requests instead of forms

How to customise this template

1Edit the subject line with your name, ID and month
2Add one row per incorrect date
3Attach the leave approval or system screenshot
4Mark your reporting manager in CC

HR tips

Send the request as soon as you spot the error, ideally before payroll cut-off
Keep the tone factual; HR errors are usually system-related
One email per month keeps the trail tidy
Follow up on the same thread rather than starting a new one

For HR & hiring managers

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Frequently asked questions

How do I write an email to HR for attendance correction?+

Use a subject line with your name, ID and month, list each date with the wrong and correct entry, give the reason and attach proof. Copy your manager and ask HR to confirm once corrected.

Will the deducted salary be refunded after correction?+

If the correction is approved after payroll, the amount is normally paid as arrears in the next salary cycle, depending on company practice.

Should I copy my manager on the correction mail?+

Yes, the manager usually has to confirm attendance, so copying them speeds up approval.

All 50 attendance & time management →

[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

Form · Word

Biometric Attendance Correction Form

Download .docx

[Company Logo][Company Name]

ATTENDANCE REGISTER

Name of Establishment:: [Company Name]
Address:: [Company Address]
Registration No.:: [Registration Number]
Month / Year:: [Month] / [Year]
Department:: [Department]

Sr. No.	Employee ID	Employee Name	Designation	Days 1–15 (codes)	Days 16–31 (codes)	Present Days	Leave Days	Absent Days	Paid Days
1	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
2	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
3	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
4	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]
5	[Employee ID]	[Employee Name]	[Designation]	[P/A/L codes]	[P/A/L codes]	[No.]	[No.]	[No.]	[No.]

Monthly Summary

Particulars	Count
Total employees on roll	[No.]
Total working days in month	[No.]
Weekly offs and holidays	[No.]
Employees with full attendance	[No.]

Certified that the above attendance has been verified against leave records and is correct to the best of our knowledge.

Attendance Register Format

Download .docx

[Company Logo][Company Name]

MONTHLY ATTENDANCE SHEET

Company:: [Company Name]
Department / Team:: [Department]
Month:: [Month Year]
Attendance Cycle:: [DD/MM/YYYY] to [DD/MM/YYYY]
Total Days in Cycle:: [No.]

Employee ID	Employee Name	Week 1	Week 2	Week 3	Week 4	Week 5	Late Marks	OT Hours (Approved)	Paid Leave	LOP Days	Paid Days	Remarks
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]
[Employee ID]	[Employee Name]	[Days present]	[Days present]	[Days present]	[Days present]	[Days present]	[No.]	[Hours]	[No.]	[No.]	[No.]	[Remarks]

Leave Breakup

Employee Name	Casual Leave	Sick Leave	Earned Leave	Comp-Off	On Duty
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]
[Employee Name]	[No.]	[No.]	[No.]	[No.]	[No.]

Notes for Payroll

Paid days = present days + paid leave + weekly offs + paid holidays.
Overtime is paid as per applicable law and company policy, only for hours approved in writing.
Any correction after submission must be raised through an attendance regularisation form.

Template · Word

Monthly Attendance Sheet

Download .docx

[Company Logo][Company Name]

EMPLOYEE ATTENDANCE SHEET

Company:: [Company Name]
Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Reporting Manager:: [Reporting Manager]
Month:: [Month Year]
Standard Shift:: [09:30] to [18:30]

Date	Day	In-Time	Out-Time	Break (mins)	Net Hours	Status (P/L/H/WO/HD)	Remarks
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]
[DD/MM/YYYY]	[Day]	[HH:MM]	[HH:MM]	[Mins]	[Hours]	[Status]	[Remarks]

Monthly Totals

Item	Total
Days present	[No.]
Leave days (type)	[No. / Type]
Total net hours	[Hours]
Late arrivals	[No.]

I confirm that the entries above are a true record of my attendance for the month.

Employee
[Employee Name]
Date: [Date]

Verified by
[Reporting Manager]
Date: [Date]

Template · Word

Employee Attendance Sheet

Download .docx

[Company Logo][Company Name]

DAILY ATTENDANCE REGISTER

Establishment:: [Company Name]
Location / Gate:: [Work Location]
Date:: [DD/MM/YYYY]
Shift:: [General / A / B / C]
Shift Timing:: [HH:MM] to [HH:MM]

Sr. No.	Employee ID	Employee Name	Department	Time In	Signature (In)	Time Out	Signature (Out)	Remarks
1	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
2	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
3	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
4	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]
5	[Employee ID]	[Employee Name]	[Department]	[HH:MM]	[Signature]	[HH:MM]	[Signature]	[Late / On Duty / Early Leave]

Day-end Summary

Total on Roll	Present	On Leave	Absent	Late Arrivals
[No.]	[No.]	[No.]	[No.]	[No.]

Instructions: Each employee must sign personally at entry and exit. Proxy signing is not permitted. Any missed entry should be reported to the supervisor the same day.

Shift Supervisor
[Supervisor Name]
Time: [HH:MM]

Received by HR
[HR Name]
Date: [Date]

Daily Attendance Register

Download .docx

[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

Form · Word

Attendance Regularization Form

Download .docx

[Company Logo][Company Name]
NOTICE
Notice No.:
[Reference Number]
Date:
[Date]
To:
All Employees – [Department / Branch]
Subject: Reporting Time and Late Attendance
All employees are reminded that regular and punctual attendance is essential for smooth operations and for fairness to colleagues who start on time. It has been observed that late arrivals have increased in recent weeks. With effect from [DD/MM/YYYY], the following will apply:
1. Reporting time is [HH:MM] for general shift. Shift employees must report as per their roster.
2. A grace period of [10/15] minutes is allowed. Arrival after [HH:MM] will be recorded as a late mark.
3. Late marks will be treated as per Clause [No.] of the Attendance Policy (for example, [every 3 late marks in a month adjusted as half-day leave]).
4. Arrival after [HH:MM] without prior intimation may be treated as half-day.
5. If you expect to be delayed for an unavoidable reason, inform your reporting manager by phone or message before your reporting time.
6. Delays due to official work outside the office should be regularized through the Attendance Regularization Form within [No.] working days.
Managers are requested to share this notice with their teams and to discuss any genuine difficulties with HR. Employees with ongoing commute or caregiving issues may request a timing adjustment through their manager.
We thank everyone for their cooperation.
Notice · Word
Late Attendance Notice
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[Company Logo][Company Name]
ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
It applies to all employees on the company's rolls at all locations, including probationers and fixed-term employees. Contract workers follow this policy as applied by their contractor and site rules.
3. Definitions
Policy · Word
Attendance Policy
Download .docx

Attendance Correction Request

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