Free policy template · Word

Leave Policy for Manufacturing Company

A manufacturing leave policy explains how workers and staff in a factory earn and take leave without disrupting shift manning. It covers annual leave with wages as per law, casual and sick leave, national and festival holidays, shift-wise leave quotas, ESI sickness benefit for covered workers, holiday working with substitute days and rules on unauthorised absence under the standing orders.

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[Company Logo][Company Name]

LEAVE POLICY – PLANT

Company / Plant:: [Company Name] / [Plant Name]
Version:: [Version Number]
Effective Date:: [Date]

1. Purpose

To set clear, fair leave rules for all plant employees while maintaining safe manning of every shift.

2. Scope

Applies to all workmen, supervisors and staff on the rolls of [Plant Name]. Contract workers are covered by their contractor's leave arrangements as per law.

3. Leave Types

Leave Type	Entitlement	Key Rules
Annual Leave with Wages	As per law, based on days worked in the previous year	Carry forward and encashment as per law and settlement
Casual Leave	[Number] days per year	Maximum [Number] days at a time
Sick Leave	[Number] days per year	Medical certificate beyond [Number] days
National and Festival Holidays	[Number] days per year	List displayed on notice board
Maternity Leave	As per law	Apply to HR in advance

4. Shift Manning and Leave Planning

Not more than [Number] employees per shift per section may be on planned leave at the same time.
Planned leave must be applied [Number] days in advance through the supervisor or kiosk.
Festival leave will be approved by rotation so that every employee gets a fair chance over the years.

5. Sickness and ESI

ESI-covered employees who are sick should obtain treatment and certificates from the ESI dispensary or hospital and may claim ESI sickness benefit as per ESI rules. Inform your supervisor on the first day of absence.

6. Holiday Working

If production needs require work on a declared holiday, only authorised employees will work, and they will be compensated with a substitute holiday or wages as per law and policy.

7. Unauthorised Absence

Absence without approved leave or intimation will be marked as unauthorised and treated as leave without pay. Prolonged or repeated unauthorised absence will be handled as per the standing orders, after giving the employee a chance to explain.

8. Responsibilities

Supervisors plan leave against manning needs; Time Office maintains the leave register; HR resolves disputes and ensures legal compliance.

9. Review

This policy will be reviewed annually and whenever laws, rules or settlements change. It has been explained to employees in [Language].

Approved by
[Authorised Signatory]
Factory Manager / Plant HR Head
Date: [Date]

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What this template includes

Annual leave with wages eligibility and accrual
Casual and sick leave
National and festival holidays
Shift-wise leave planning and quota
ESI sickness benefit coordination
Holiday working and substitute or double pay
Unauthorised absence under standing orders

When to use it

Formalising leave rules for a plant workforce
Aligning leave with the Labour Codes and state rules
Planning shift manning during festival seasons
Resolving disputes on leave balances and absence

How to customise this template

1Insert entitlements per law and your settlement
2List national and festival holidays for your state
3Set the maximum workers on leave per shift
4Define application timelines for workers
5Translate for the shop floor

HR tips

Calculate leave with wages on days actually worked as the law requires
Publish the holiday list at the start of the year
Plan festival leave by rotation fairly
Keep a leave register available for inspection

This policy is a starting point. Review entitlements against the Labour Codes, state rules, your certified standing orders and wage settlements, and with a legal adviser before adoption.

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Frequently asked questions

How is annual leave calculated for factory workers?+

Annual leave with wages is earned based on days worked in the previous year as per the applicable law. Check current rules under the Labour Codes and state notifications.

What if a factory worker works on a national holiday?+

Workers required to work on a declared holiday are compensated as per law and policy, usually by a substitute holiday or extra wages.

Does ESI cover sick leave for workers?+

ESI-covered workers can claim sickness benefit from ESIC for certified sickness, subject to ESI rules, in addition to company sick leave if provided.

All 55 industry editions →

[Company Logo][Company Name]
LEAVE POLICY
Company:
[Company Name]
Policy No. / Version:
[Reference Number] / [Version Number]
Effective Date:
[Date]
1. Purpose
To help employees rest and manage personal needs while ensuring project continuity for our clients.
2. Scope
Applies to all full-time employees of [Company Name] in India, including those deployed at client locations. Interns and contract staff follow their engagement terms.
3. Leave Entitlement
Policy · Word
Leave Policy for IT Company
Download .docx

[Company Logo][Company Name]

OFFER OF EMPLOYMENT

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

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

Component	Monthly (₹)
Basic Salary	[Basic Salary]
Dearness Allowance (DA)	[Amount]
HRA	[HRA]
Conveyance / Shift Allowance	[Amount]
Gross Monthly Wages	[Amount]
Employer PF (12% of basic + DA, as per rules)	[Amount]
Employer ESI (if eligible)	[Amount]

Letter · Word

Offer Letter Format for Manufacturing Company

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[Company Logo][Company Name]
APPOINTMENT ORDER
Ref. No.:
[Reference Number]
Date:
[Date]
Employee / Token No.:
[Employee ID]
Category:
[Skilled / Semi-skilled / Unskilled / Staff]
To,
[Employee Name]
S/o / D/o [Parent Name]
[Employee Address]
Subject: Appointment as [Designation] – [Department], [Plant Name]
Dear [Employee Name],

With reference to your application and the trade test / interview, you are appointed as [Designation] in the [Department] department of our [Plant Name] plant at [Work Location] with effect from [Date of Joining], on the following terms and conditions.
1. Wages: Your gross monthly wages will be ₹[Amount], comprising Basic ₹[Basic Salary], DA ₹[Amount], HRA ₹[HRA] and other allowances ₹[Amount]. You will be covered under PF, ESI (if eligible), statutory bonus and gratuity as per law.
2. Probation: You will be on probation for [Probation Period] months. On satisfactory completion you will be confirmed in writing.
3. Standing orders: You will be governed by the certified standing orders / service rules of the company, a copy of which has been given to you, and by any settlement in force.
4. Shifts: You may be required to work in General, A, B or C shift on rotation as per the shift schedule displayed on the notice board, with a weekly off as per roster.
5. Overtime: You shall work overtime only when authorised in writing by your supervisor. Overtime will be paid at the rate prescribed by law and within legal limits.
6. Attendance: You shall punch attendance at the start and end of each shift. Late coming, early leaving and unauthorised absence will be dealt with as per standing orders.
7. Safety: You shall attend safety training, wear the PPE issued to you, follow lock-out tag-out and machine safety procedures, and report accidents, near-misses and unsafe conditions immediately. Removing guards or operating machines without authorisation is prohibited.
8. Medical: Your appointment is subject to a pre-employment medical examination, and you shall undergo periodic medical check-ups where required.
9. Plant discipline: You shall carry your identity card, follow gate pass procedures for any material, and not bring alcohol, tobacco, drugs, matches or prohibited items into the premises.
10. Transfer: You may be transferred to any department, shift or plant of the company.
11. Separation: After confirmation, either party may end employment with [Notice Period] notice or wages in lieu. Retirement age will be [Retirement Age] years. Termination for misconduct will be only after inquiry as per standing orders.
Please sign the duplicate copy as acceptance. The contents of this letter have been explained to you in [Language].

Yours faithfully,
Letter · Word
Appointment Letter Format for Manufacturing Company
Download .docx

[Company Logo][Company Name]

PERFORMANCE APPRAISAL LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Employee ID:: [Employee ID]
Plant:: [Plant Name]

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

Subject: Annual Performance Appraisal – [Review Period]

Dear [Employee Name],

We appreciate your efforts in the [Department] during [Review Period]. Based on the review by your Section Head and Plant Head, your performance rating is [Rating].

Key Results

KPI	Target	Achieved
Production vs Plan	[Target]	[Achieved]
OEE of line / machine	[Target]	[Achieved]
Rejection / Rework %	[Target]	[Achieved]
Lost Time Injuries in area	Zero	[Achieved]
Kaizens Implemented	[Target]	[Achieved]
Attendance %	[Target]	[Achieved]

Letter · Word

Appraisal Letter Template for Manufacturing Company

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[Company Logo][Company Name]
ACCEPTANCE OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
Token / Employee ID:
[Employee ID]
Department:
[Department]
To,
[Employee Name]
[Designation], [Department]
[Plant Name]
Subject: Acceptance of Your Resignation
Dear [Employee Name],

We acknowledge receipt of your resignation letter dated [Date of Resignation]. The Management has accepted your resignation, and you will be relieved from the services of the company at the end of your shift on [Last Working Day]. Notice (retain one): (a) You will serve the notice period of [Notice Period]. (b) The notice period has been waived. (c) Wages in lieu of the unserved notice will be adjusted as per the standing orders.
Before Your Last Working Day
1. Hand over your machine, line or shift responsibilities, log books and pending work to [Handover Person] under the supervision of [Reporting Manager].
2. Return all items issued to you: tools ([Tool List]), PPE, uniforms, locker key, token / ID card and any material in your custody.
3. Obtain clearance signatures from Stores, Safety, Canteen, Accounts and your department on the clearance form.
4. Settle any advance or loan balance as per records.
Letter · Word
Resignation Acceptance Letter for Manufacturing Company
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[Company Logo][Company Name]
RELIEVING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Token / Employee ID:
[Employee ID]
Category:
[Skilled / Semi-skilled / Staff]
To,
[Employee Name]
S/o / D/o [Parent Name]
[Employee Address]
Subject: Relieving from Service
Dear [Employee Name],

With reference to your resignation dated [Date of Resignation] and its acceptance, you are relieved from the services of [Company Name], [Plant Name], [Work Location], at the end of your shift on [Last Working Day].
Particular Details
Designation [Designation]
Department [Department]
Date of Joining [Date of Joining]
Last Working Day [Last Working Day]
UAN [UAN]
ESI No. [ESI Number]
Clearance
Letter · Word
Relieving Letter Format for Manufacturing Company
Download .docx
[Company Logo][Company Name]
EMPLOYEE HANDBOOK – PLANT
Company:
[Company Name]
Plant:
[Plant Name], [Work Location]
Version / Effective Date:
[Version Number] / [Date]
1. Purpose and Scope
This handbook explains the main rules and facilities at [Plant Name]. It applies to all employees, trainees and, for safety rules, contract workers and visitors. The certified standing orders and company policies prevail if there is any difference.
2. Shifts and Attendance
Shift Timing Break
General [Timing] [Break Time]
A Shift [Timing] [Break Time]
B Shift [Timing] [Break Time]
C Shift [Timing] [Break Time]
- Punch in and out on the attendance system every shift; proxy punching is serious misconduct.
- Shift changes and weekly off follow the roster on the notice board.
- Overtime must be approved in advance by the supervisor and is paid at the legal rate.
Policy · Word
Employee Handbook for Manufacturing Company
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[Company Logo][Company Name]
WORK-FROM-HOME AND HYBRID WORK POLICY
Company:
[Company Name]
Version:
[Version Number]
Effective Date:
[Date]
1. Purpose
To offer flexibility while protecting client commitments, information security and team collaboration.
2. Scope and Eligibility
- Applies to confirmed employees in roles that can be performed remotely, as decided by the department head.
- Employees on probation may work from home with manager approval.
- Projects whose client contracts require on-premise or ODC work are excluded unless the client approves in writing.
3. Work Models
Policy · Word
Work-from-Home Policy for IT Company
Download .docx

Particular	Details
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Last Working Day	[Last Working Day]
UAN	[UAN]
ESI No.	[ESI Number]

Shift	Timing	Break
General	[Timing]	[Break Time]
A Shift	[Timing]	[Break Time]
B Shift	[Timing]	[Break Time]
C Shift	[Timing]	[Break Time]

Leave Policy for Manufacturing Company

Preview of the policy

1. Purpose

2. Scope

3. Leave Types

4. Shift Manning and Leave Planning

5. Sickness and ESI

6. Holiday Working

7. Unauthorised Absence

8. Responsibilities

9. 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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