Free form template · Word

Overtime Request Form

An overtime request form is raised before extra hours are worked, by the employee or their supervisor, to get approval for planned overtime. It states the date, expected hours, the work to be done and why it cannot be completed in normal hours, so overtime stays controlled and documented.

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[Company Logo][Company Name]

OVERTIME REQUEST FORM (PRIOR APPROVAL)

Company:: [Company Name]
Department:: [Department]
Request No.:: [Reference Number]
Date of Request:: [Date]

1. Overtime Details

Employee ID	Employee Name	Designation	OT Date	From	To	Planned Hours
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]
[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Hours]

2. Justification

Work to be completed
Reason it cannot be done in normal hours
Customer / order / project reference
Cost centre

Planned peak workload
Breakdown / emergency
Covering absence
Statutory or audit deadline
Other: [Details]

3. Compliance Check

Total hours this week including OT within permitted limit
Rest interval and weekly off maintained
Employee consent obtained where required
Transport arranged for late hours where applicable

Overtime is paid as per applicable law and company policy. Only hours approved on this form and recorded in the attendance system will be considered.

Requested by
[Supervisor Name]
Date: [Date]

Approved by
[Department Head]
Date: [Date]

Noted by HR
[HR Name]

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What this template includes

Planned date and time slot – what is being approved
Estimated hours – budget control
Work description – justifies the need
Reason it cannot wait – avoids routine overtime
Employee willingness – voluntary where required
Weekly hours check – stays within limits
Approval signature before work – no post-facto requests

When to use it

Month-end closing, dispatch peaks or audits needing extra hours
Machine breakdown recovery or urgent customer orders
Covering an absent colleague beyond the shift
Any time policy requires prior approval for overtime

How to customise this template

1List the approval levels your company uses
2Add a cost-centre field if overtime is charged to projects
3Set the maximum overtime hours allowed per week or quarter, as per law
4Use one form for a group by adding names in the table

HR tips

Approve before the work starts, except for genuine emergencies
Check total hours including overtime against legal limits
Track recurring overtime; it may signal a staffing gap
Keep forms with the overtime register

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and the overtime and hours-of-work rules applicable to your establishment, and consult a legal adviser where needed.

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Frequently asked questions

Do employees need approval before working overtime?+

Most companies require prior approval so overtime is controlled and paid correctly. Emergency overtime can be approved post-facto with reasons.

How is overtime paid in India?+

Overtime is paid as per the applicable law and company policy, which set eligibility and rates. Check the rules for your establishment and employee category.

Can a group request overtime on one form?+

Yes, list each employee with planned hours in the table and have the supervisor sign for the group.

All 50 attendance & time management →

[Company Logo][Company Name]
SHIFT CHANGE REQUEST FORM
Company:
[Company Name]
Department:
[Department]
Date of Request:
[Date]
Part A: Employee Details
Employee Name
Employee ID
Designation
Shift Supervisor
Contact Number
Part B: Request Details
Current Shift Current Timing Requested Shift Requested Timing From Date To Date
[A/B/C/General] [HH:MM–HH:MM] [A/B/C/General] [HH:MM–HH:MM] [DD/MM/YYYY] [DD/MM/YYYY]
- Temporary change
- Permanent change
- Shift swap with a colleague
Form · Word
Shift Change Request Form
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Current Shift	Current Timing	Requested Shift	Requested Timing	From Date	To Date
[A/B/C/General]	[HH:MM–HH:MM]	[A/B/C/General]	[HH:MM–HH:MM]	[DD/MM/YYYY]	[DD/MM/YYYY]

[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

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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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[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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Form · Word
Absence Explanation Form
Download .docx

Absent From (DD/MM/YYYY)
Absent To (DD/MM/YYYY)
Total Working Days Absent
Date of Return to Work

[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]

Name of Establishment:: [Company Name]
Address:: [Company Address]
Month / Quarter:: [Month Year] / [Q1–Q4]

Sr. No.	Employee ID	Employee Name	Designation	Date	Normal Hours	OT Hours	Cumulative OT (Qtr)	Approval Ref.	Paid in Month	Employee Signature
1	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
2	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
3	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
4	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]
5	[Employee ID]	[Employee Name]	[Designation]	[DD/MM/YYYY]	[Hours]	[Hours]	[Hours]	[Reference Number]	[Month]	[Signature]

Monthly Total

Total Employees with OT	Total OT Hours	Employees above [No.] hours this quarter
[No.]	[Hours]	[Names]

Note: Overtime recorded here is paid as per applicable law and company policy. Entries must be supported by an approved overtime form.

Overtime Request Form

Preview of the form

1. Overtime Details

2. Justification

3. Compliance Check

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Part A: Employee Details

Part B: Request Details

Shift Change Request Form

Summary

Certification

Overtime Approval Form

Section A: Employee Details

Section B: Correction Details

Section C: Reason

Biometric Attendance Correction Form

Employee Details

Regularization Details

Attendance Regularization Form

Attendance Correction Request

1. Employee Details

2. Absence Details

3. Reason for Absence

Absence Explanation Form

1. Employee and Request Summary

2. Supervisor Review

3. Decision

Shift Change Approval Form

Monthly Total

Overtime Register

Overtime Request Form

Preview of the form

1. Overtime Details

2. Justification

3. Compliance Check

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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