Free policy template · Word

Attendance Policy

An attendance policy sets the company's rules for recording attendance, reporting time, late arrival, absence, regularization and the consequences of non-compliance. HR drafts it, management approves it and every employee acknowledges it so attendance-related decisions are consistent and fair.

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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

Working day: a day on which the employee is scheduled to work as per the roster or office calendar.
Late mark: arrival after the grace period.
Half day: presence of less than [4.5] hours or arrival after [HH:MM].
Unauthorised absence: absence without sanctioned leave or same-day intimation.
Regularization: correction of attendance status for official work done outside the normal recording method.

4. Attendance Recording

Attendance is recorded through [biometric device / mobile app / register] at the start and end of each working day.
Employees must record attendance personally; proxy marking is a serious breach.
Field and remote employees mark attendance through [app / email to manager] as per their role.

5. Working Hours and Grace Period

Standard hours are [HH:MM] to [HH:MM], [Monday to Saturday]. A grace period of [No.] minutes applies. [No.] late marks in a calendar month will be adjusted as [half-day casual leave], as notified.

6. Absence and Intimation

Planned leave must be applied for in advance as per the Leave Policy.
For unplanned absence, inform the reporting manager before [HH:MM] on the same day.
Absence without sanction or intimation is treated as leave without pay.
Continuous unauthorised absence will be dealt with under the company's standing orders.

7. Regularization and Corrections

Missed punches and official duty outside the premises must be regularized through the prescribed form within [No.] working days, with manager approval. Requests after payroll cut-off are processed as arrears.

8. Responsibilities

Employees: record attendance accurately and follow intimation rules.
Managers: approve requests promptly and address issues early.
HR: maintain records, apply the policy consistently and issue communications.

9. Non-compliance

Attendance concerns will normally be handled progressively: informal discussion, written notice seeking explanation, written warning and, if necessary, action under the disciplinary procedure. Employees will always be given an opportunity to explain.

10. Review

HR will review this policy annually or earlier if laws, systems or business needs change.

Employee acknowledgement: I have read and understood the Attendance Policy and agree to follow it.

Approved by
[Authorised Signatory]
[Company Name]

Acknowledged by
[Employee Name]
Employee ID: [Employee ID]
Date: [Date]

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What this template includes

Purpose and scope – who the policy covers
Definitions – late mark, half day, absence, regularization
Attendance recording method – biometric, app, register
Grace period and late-mark treatment – transparent rules
Absence and intimation procedure – what employees must do
Regularization and correction – route for genuine errors
Progressive non-compliance steps – reminder, notice, warning
Review clause – keeps the policy current

When to use it

Setting up HR policies for a new company or branch
Introducing biometric or app-based attendance
Standardising late-mark and absence rules across locations
Updating policies in line with the Labour Codes and state rules

How to customise this template

1Insert your working hours and grace period
2Decide your late-mark to leave adjustment rule, if any
3Align with your leave policy and standing orders
4Add location-specific rules for factories or field staff
5Get it approved and circulate with an acknowledgement form

HR tips

Keep the policy short enough that employees actually read it
Make sure payroll can apply the rules automatically
Apply rules equally to all levels
Review after six months of use to fix gaps

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and your certified standing orders, and consult a legal adviser where needed.

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Frequently asked questions

What should an attendance policy include?+

Working hours, how attendance is recorded, grace period and late marks, absence intimation, regularization, half-day rules and steps for non-compliance. It should also define who it applies to and when it will be reviewed.

Is an attendance policy mandatory?+

Establishments covered by standing orders must have rules on attendance and late coming. Even where not mandatory, a written policy reduces disputes.

Can late coming be adjusted against leave?+

Many companies adjust a set number of late marks as half-day leave. Such a rule must be written, communicated and applied consistently.

How often should the attendance policy be reviewed?+

At least annually and whenever work patterns, systems or laws change.

All 50 attendance & time management →

[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

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[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]

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 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

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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]

Email template · Word

Attendance Correction Request

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[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
Download .docx

Attendance Policy

Preview of the policy

1. Purpose

2. Scope

3. Definitions

4. Attendance Recording

5. Working Hours and Grace Period

6. Absence and Intimation

7. Regularization and Corrections

8. Responsibilities

9. Non-compliance

10. Review

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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