Free letter template · Word

Compensatory Off Approval

A compensatory off approval is a short letter or email from the manager or HR confirming that an employee's comp-off has been sanctioned. It states the day worked, the comp-off date granted, whether it is full or half day and that the leave record has been updated.

Editable Word (.docx)
Made for India
16 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

COMPENSATORY OFF APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Compensatory Off

Dear [Employee Name],

With reference to your request dated [DD/MM/YYYY], we confirm that you worked on [DD/MM/YYYY], which was your [weekly off / declared holiday – Holiday Name], from [HH:MM] to [HH:MM] with prior approval, to [brief description of work].

Thank you for your support on that day. Your compensatory off has been approved as follows:

Day Worked	Comp-Off Granted	Full / Half Day	Valid Until
[DD/MM/YYYY]	[DD/MM/YYYY or credited to balance]	[Full / Half]	[DD/MM/YYYY]

The comp-off has been updated in the leave system. If it has been credited to your balance, please apply for the date in advance through [HRMS] and use it before [DD/MM/YYYY], after which it will lapse as per the Comp-Off Policy.

Please arrange a handover with [Colleague Name] before you go on comp-off.

Regards,
[Reporting Manager]
[Designation]

Recorded by
[HR Name]
HR Department

Download Word (.docx) — free

What this template includes

Reference to request – links documents
Day worked and hours – basis of comp-off
Comp-off date or credit – what is granted
Validity date – use-by deadline
Leave system update – no confusion in payroll
Conditions – handover, rescheduling

When to use it

Confirming an approved comp-off request in writing
Granting comp-off to a team after a weekend event
Rescheduling a comp-off to a different date
Recording comp-off credit where the date is to be chosen later

How to customise this template

1Choose between fixed-date approval and credit-to-balance
2Insert the validity period from your policy
3Add team names in a table if approving for a group
4Send by email or print on letterhead

HR tips

Approve promptly so the employee can plan
If you cannot approve the requested date, offer alternatives
Ensure the comp-off is reflected in HRMS
Keep comp-off and overtime separate to avoid double benefit

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Who approves compensatory off?+

Usually the reporting manager approves and HR records it in the leave system.

Can approved comp-off be cancelled?+

Only for genuine business reasons and with the employee informed; the comp-off should be rescheduled within validity.

Can I get both overtime pay and comp-off for the same day?+

Generally not; policy normally provides one or the other for the same hours, subject to legal requirements on overtime wages.

All 50 attendance & time management →

[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

Form · Word

Shift Change Approval Form

Download .docx

[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.

Form · Word

Overtime Approval Form

Download .docx

[Company Logo][Company Name]

COMPENSATORY OFF REQUEST

Company:: [Company Name]
Date of Request:: [Date]

Employee Details

Employee Name
Employee ID
Department
Designation
Reporting Manager

Extra Day Worked

Date Worked	Day Type (Weekly Off / Holiday)	In-Time	Out-Time	Hours Worked	Work Done	Approval Ref.
[DD/MM/YYYY]	[Weekly Off / Holiday]	[HH:MM]	[HH:MM]	[Hours]	[Details]	[Reference Number]
[DD/MM/YYYY]	[Weekly Off / Holiday]	[HH:MM]	[HH:MM]	[Hours]	[Details]	[Reference Number]

Comp-Off Requested

Form · Word

Compensatory Off Request

Download .docx

[Company Logo][Company Name]

WEEKEND / WEEKLY-OFF WORK APPROVAL

Approval No.:: [Reference Number]
Department:: [Department]
Date of Request:: [Date]
Weekend Date(s):: [DD/MM/YYYY] – [DD/MM/YYYY]

1. Reason for Weekend Work

Business need
Why it cannot be scheduled on working days
Expected outcome

2. Employees Authorised

Employee ID	Employee Name	Date	From	To	Mode (Office / Remote / Site)	Compensation (Comp-Off / Overtime)
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mode]	[Comp-Off / OT]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mode]	[Comp-Off / OT]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mode]	[Comp-Off / OT]
[Employee ID]	[Employee Name]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mode]	[Comp-Off / OT]

3. Arrangements

Form · Word

Weekend Work Approval

Download .docx

[Company Logo][Company Name]
HOLIDAY WORK APPROVAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Duty on [Holiday Name], [DD/MM/YYYY]
Dear [Employee Name],
[Holiday Name] on [DD/MM/YYYY] is a declared holiday for our [Work Location] establishment. Owing to [state the business need, e.g. continuous plant operations / patient care / scheduled customer deliveries], we need a limited team on duty that day.
Based on [your willingness expressed on DD/MM/YYYY / the holiday duty rotation], you are approved to work on this holiday as follows:
Letter · Word
Holiday Work Approval
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

Compensatory Off Approval

Preview of the letter

Subject: Approval of Compensatory Off

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates