Free notice template · Word

Late Attendance Notice

A late attendance notice is a general circular from HR or management to all staff, reminding them of reporting time, the grace period and how late marks are treated. It is not addressed to one person and is used to reset expectations before any individual action is taken.

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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:

Reporting time is [HH:MM] for general shift. Shift employees must report as per their roster.
A grace period of [10/15] minutes is allowed. Arrival after [HH:MM] will be recorded as a late mark.
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]).
Arrival after [HH:MM] without prior intimation may be treated as half-day.
If you expect to be delayed for an unavoidable reason, inform your reporting manager by phone or message before your reporting time.
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.

[HR Name]
Head – Human Resources
[Company Name]

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What this template includes

Notice number and date – for the notice board record
Reporting time and grace period – the core rule
How late marks are counted – transparent consequence
Process to inform about delays – a fair channel
Regularization reminder – for genuine official reasons
Effective date – gives staff time to adjust

When to use it

Late arrivals have increased across a department or branch
A new grace period or late-mark rule is being introduced
After a shift timing change or office relocation
At the start of a financial year as a policy reminder

How to customise this template

1Enter your actual office timing and grace minutes
2State how late marks are treated as per your policy
3Add shift-wise timings if you run multiple shifts
4Translate into the local language for factory or store staff

HR tips

Display it on the notice board and circulate by email or WhatsApp group
Keep the tone neutral; it is a reminder, not a reprimand
Make sure the rule matches your written attendance policy
Give a future effective date when introducing anything new

For HR & hiring managers

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Frequently asked questions

How do I write a notice for late coming to office?+

State the reporting time, grace period, how late marks are counted and how to inform a manager of a delay. Address it to all employees and give an effective date.

Is a late attendance notice a disciplinary action?+

No, a general notice is a reminder to all staff. Individual warnings, if needed, come later and follow your disciplinary procedure.

What is a reasonable grace period?+

Many offices allow 10 to 15 minutes, but it is a company policy choice. Whatever you choose, apply it consistently.

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

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[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]
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.]
Letter · Word
Late Coming Explanation Letter
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Late Attendance Notice

Preview of the notice

Subject: Reporting Time and Late Attendance

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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