Free register template · Word

Attendance Register Format

An attendance register format is the master record where an employer marks each employee present, absent or on leave for every working day of the month. HR or the establishment in-charge maintains it and uses it as the basis for payroll, leave balances and labour inspections.

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[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.

Prepared by
[Supervisor Name]
Date: [Date]

Verified by
[HR Name]
HR Department

Approved by
[Authorised Signatory]

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What this template includes

Establishment details block – identifies the unit for inspection purposes
Employee ID, name and designation columns – avoid confusion between namesakes
Day-wise columns 1–31 – one mark per employee per day
Standard attendance codes (P, A, L, WO, H, HD) – keep marks consistent across supervisors
Monthly totals for present days, leave and absence – feed directly into payroll
Supervisor and HR signature – confirms the register was checked before salary processing

When to use it

Setting up a physical attendance register for a new office, shop or branch
Keeping a manual backup when the biometric or HRMS system is down
Producing a statutory-style muster record for a labour inspection
Small businesses that do not yet use attendance software

How to customise this template

1Replace the company name, address and registration number in the header
2Adjust the day columns to match the month (28, 30 or 31 days)
3Add or remove attendance codes to match your leave policy
4Pre-fill employee names and IDs from your current headcount list
5Print on A3 landscape if you track more than 15 employees per page

HR tips

Mark attendance daily, never fill a week in one sitting from memory
Strike out errors with a single line and initial them instead of using correction fluid
Keep registers for the period your state rules and Labour Codes require
Reconcile the register with leave applications before closing the month

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

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Frequently asked questions

What is the format of an attendance register?+

It lists employees in rows and the days of the month in columns, with a code for each day such as P for present or A for absent. Totals at the end of each row give the paid days for payroll.

Is a manual attendance register still valid if we use biometric?+

Yes, many employers keep a manual register as a backup or for inspections. What matters is that the record is accurate, consistent with payroll and preserved for the required period.

Which codes should I use in an attendance register?+

Common codes are P (present), A (absent), L or CL/SL/EL (leave), WO (weekly off), H (holiday) and HD (half day). Print a legend on every page so anyone can read the register.

All 50 attendance & time management →

[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

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[Company Logo][Company Name]

SITE ATTENDANCE REGISTER – COMPANY EMPLOYEES

Company:: [Company Name]
Site / Project:: [Site Name] – [Project Code]
Client:: [Client Name]
Site In-charge:: [Site Engineer Name]
Date:: [DD/MM/YYYY]

Sr. No.	Employee ID	Employee Name	Trade / Role	Time In	Time Out	PPE Issued (Y/N)	Safety Induction (Y/N)	Signature
1	[Employee ID]	[Employee Name]	[Supervisor / Electrician / Fitter]	[HH:MM]	[HH:MM]	[Y/N]	[Y/N]	[Signature]
2	[Employee ID]	[Employee Name]	[Supervisor / Electrician / Fitter]	[HH:MM]	[HH:MM]	[Y/N]	[Y/N]	[Signature]
3	[Employee ID]	[Employee Name]	[Supervisor / Electrician / Fitter]	[HH:MM]	[HH:MM]	[Y/N]	[Y/N]	[Signature]
4	[Employee ID]	[Employee Name]	[Supervisor / Electrician / Fitter]	[HH:MM]	[HH:MM]	[Y/N]	[Y/N]	[Signature]
5	[Employee ID]	[Employee Name]	[Supervisor / Electrician / Fitter]	[HH:MM]	[HH:MM]	[Y/N]	[Y/N]	[Signature]

Daily Summary

Deployed	Present	Absent	On Leave	Toolbox Talk Held (Y/N)
[No.]	[No.]	[No.]	[No.]	[Y/N]

Site rules: Every employee must wear helmet, safety shoes and other prescribed PPE at all times. Report any incident or near miss to the site in-charge immediately.

Site In-charge
[Site Engineer Name]
Time: [HH:MM]

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

Site Employee Attendance Register

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[Company Logo][Company Name]

VISITOR REGISTER

Premises:: [Company Name] – [Work Location]
Date:: [DD/MM/YYYY]
Maintained by:: [Reception / Security]

Privacy note: Visitor details are collected only for security and safety and will be kept confidential. Record ID type and last 4 digits only.

Sr. No.	Visitor Name	Company / From	Mobile	Purpose	Person to Meet	ID Type (last 4 digits)	Badge No.	Time In	Time Out	Visitor Signature	Host Signature
1	[Visitor Name]	[Company]	[Mobile Number]	[Interview / Meeting / Delivery]	[Employee Name]	[ID – XXXX]	[No.]	[HH:MM]	[HH:MM]	[Signature]	[Signature]
2	[Visitor Name]	[Company]	[Mobile Number]	[Interview / Meeting / Delivery]	[Employee Name]	[ID – XXXX]	[No.]	[HH:MM]	[HH:MM]	[Signature]	[Signature]
3	[Visitor Name]	[Company]	[Mobile Number]	[Interview / Meeting / Delivery]	[Employee Name]	[ID – XXXX]	[No.]	[HH:MM]	[HH:MM]	[Signature]	[Signature]
4	[Visitor Name]	[Company]	[Mobile Number]	[Interview / Meeting / Delivery]	[Employee Name]	[ID – XXXX]	[No.]	[HH:MM]	[HH:MM]	[Signature]	[Signature]
5	[Visitor Name]	[Company]	[Mobile Number]	[Interview / Meeting / Delivery]	[Employee Name]	[ID – XXXX]	[No.]	[HH:MM]	[HH:MM]	[Signature]	[Signature]

Instructions for Visitors

Wear the visitor badge at all times and return it on exit.
Remain with your host in work areas.
Follow safety instructions and assemble at the marked point in an emergency.
Photography is not permitted without permission.

Reviewed by
[Admin In-charge]
Date: [Date]

Visitor Attendance Register

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[Company Logo][Company Name]

TRAINING ATTENDANCE REGISTER

Programme Title:: [Training Programme]
Trainer / Faculty:: [Trainer Name]
Date:: [DD/MM/YYYY]
Time / Duration:: [HH:MM] to [HH:MM] ([No.] hours)
Venue / Mode:: [Venue / Online]
Organised by:: [Department]

Sr. No.	Employee ID	Employee Name	Designation	Department	Sign-in	Sign-out	Assessment Score	Signature
1	[Employee ID]	[Employee Name]	[Designation]	[Department]	[HH:MM]	[HH:MM]	[Score]	[Signature]
2	[Employee ID]	[Employee Name]	[Designation]	[Department]	[HH:MM]	[HH:MM]	[Score]	[Signature]
3	[Employee ID]	[Employee Name]	[Designation]	[Department]	[HH:MM]	[HH:MM]	[Score]	[Signature]
4	[Employee ID]	[Employee Name]	[Designation]	[Department]	[HH:MM]	[HH:MM]	[Score]	[Signature]
5	[Employee ID]	[Employee Name]	[Designation]	[Department]	[HH:MM]	[HH:MM]	[Score]	[Signature]

Session Summary

Nominated	Attended	Absent	Average Score	Feedback Rating
[No.]	[No.]	[No.]	[Score]	[Rating]

Topics covered
Make-up session planned for absentees on

Certified that the above employees attended the training programme as recorded.

Training Attendance Register

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[Company Logo][Company Name]

HOLIDAY ATTENDANCE REGISTER

Establishment:: [Company Name]
Location:: [Work Location]
Year:: [Year]

Sr. No.	Holiday Name	Holiday Date	Holiday Type	Employee ID	Employee Name	Approval Ref.	Hours Worked	Compensation (Wages / Substitute Holiday / Comp-Off)	Date Given	HR Initials
1	[Holiday Name]	[DD/MM/YYYY]	[National / Festival / Declared]	[Employee ID]	[Employee Name]	[Reference Number]	[Hours]	[Option]	[DD/MM/YYYY]	[Initials]
2	[Holiday Name]	[DD/MM/YYYY]	[National / Festival / Declared]	[Employee ID]	[Employee Name]	[Reference Number]	[Hours]	[Option]	[DD/MM/YYYY]	[Initials]
3	[Holiday Name]	[DD/MM/YYYY]	[National / Festival / Declared]	[Employee ID]	[Employee Name]	[Reference Number]	[Hours]	[Option]	[DD/MM/YYYY]	[Initials]
4	[Holiday Name]	[DD/MM/YYYY]	[National / Festival / Declared]	[Employee ID]	[Employee Name]	[Reference Number]	[Hours]	[Option]	[DD/MM/YYYY]	[Initials]
5	[Holiday Name]	[DD/MM/YYYY]	[National / Festival / Declared]	[Employee ID]	[Employee Name]	[Reference Number]	[Hours]	[Option]	[DD/MM/YYYY]	[Initials]

Holiday-wise Summary

Holiday	Employees Worked	Compensated	Pending
[Holiday Name]	[No.]	[No.]	[No.]
[Holiday Name]	[No.]	[No.]	[No.]
[Holiday Name]	[No.]	[No.]	[No.]

Note: Compensation for work on holidays will be given as per applicable state holiday rules and company policy.

Maintained by
[HR Name]

Verified by
[Authorised Signatory]

Holiday Attendance Register

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[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

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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

Form · Word

Biometric Attendance Correction Form

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Attendance Register Format

Preview of the register

Monthly Summary

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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