Free form template · Word

Shift Change Approval Form

A shift change approval form is completed by the supervisor and HR after reviewing an employee's shift change or swap request. It documents the coverage and rest-hour checks, the decision and conditions, and confirms that the roster and payroll (shift allowance) have been updated.

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[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

Approved as requested
Approved with modification: [Details]
Not approved – reason: [Reason]

Effective From
Effective To (if temporary)
Conditions, if any

Shift Supervisor
[Supervisor Name]
Date: [Date]

Department Head
[Name]
Date: [Date]

4. HR / Payroll Action

Roster updated
Biometric / attendance shift mapping updated
Shift allowance updated in payroll as per policy
Employee informed in writing

HR
[HR Name]
Date: [Date]

5. Employee Acknowledgement

I acknowledge the decision above and will report as per the approved shift from the effective date.

Employee
[Employee Name]
Date: [Date]

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What this template includes

Link to original request – request number and date
Coverage check – manpower in both shifts
Rest-hours and overtime check – compliance
Decision with reasons – transparency
Effective dates and conditions – clarity
Roster, attendance system and payroll update – implementation
Communication to employee – acknowledgement

When to use it

Approving or declining a shift change request
Recording a manager-initiated shift transfer with employee consent
Long-term shift moves needing HR and payroll update
Audit trail for shift allowance changes

How to customise this template

1Add your minimum manpower per shift
2Include a shift allowance impact line if applicable
3Map approval levels (supervisor, department head, HR)
4Attach the request form to this approval

HR tips

Give reasons when declining so the decision is seen as fair
Inform the employee in writing before the change starts
Update biometric shift mapping to avoid false late marks
Review temporary changes on the end date

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Frequently asked questions

Who approves a shift change?+

Usually the shift supervisor approves, with department head and HR sign-off for permanent changes or those affecting allowances.

Should reasons be given for rejecting a shift change?+

Yes, a brief reason such as minimum manpower in the requested shift helps the employee understand and plan.

What needs updating after approval?+

The roster, the attendance or biometric shift mapping and, if applicable, shift allowance in payroll.

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
Download .docx

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

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

Download .docx

Form · Word
Absence Explanation Form
Download .docx
Policy · Word
Shift Timing Policy
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 ROSTER

Company / Unit:: [Company Name] – [Work Location]
Department:: [Department]
Roster Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Published On:: [Date]

Employee ID	Employee Name	Role	Day 1	Day 2	Day 3	Day 4	Day 5	Day 6	Day 7
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]
[Employee ID]	[Employee Name]	[Role]	[A]	[A]	[B]	[B]	[C]	[WO]	[C]

Manpower Count per Shift

Shift	Day 1	Day 2	Day 3	Day 4	Day 5	Day 6	Day 7
A	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]
B	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]
C	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]	[No.]

Change Log

Template · Word

Shift Roster Format

Download .docx

[Company Logo][Company Name]

EMPLOYEE SHIFT SCHEDULE

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Supervisor / Contact:: [Supervisor Name] – [Phone Number]
Schedule Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

Date	Day	Shift	Start Time	End Time	Location / Counter	Pick-up Time (if cab)
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]
[DD/MM/YYYY]	[Day]	[A/B/C/G/WO]	[HH:MM]	[HH:MM]	[Work Location]	[HH:MM]

Summary

Item	Count
Working days	[No.]
Night shifts	[No.]
Weekly offs	[No.]
Holidays	[No.]

Important Instructions

Report [10] minutes before your shift start for handover.
For any change or swap, submit a Shift Change Request Form at least [No.] days in advance.
If you are unwell or delayed, inform your supervisor before the shift begins.
Carry your ID card at all times on premises.

Template · Word

Employee Shift Schedule

Download .docx

Shift Change Approval Form

Preview of the form

1. Employee and Request Summary

2. Supervisor Review

3. Decision

4. HR / Payroll Action

5. Employee Acknowledgement

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

1. Employee Details

2. Absence Details

3. Reason for Absence

Absence Explanation Form

1. Purpose

2. Scope

3. Shift Schedule

Shift Timing Policy

Manpower Count per Shift

Change Log

Shift Roster Format

Summary

Important Instructions

Employee Shift Schedule

Shift Change Approval Form

Preview of the form

1. Employee and Request Summary

2. Supervisor Review

3. Decision

4. HR / Payroll Action

5. Employee Acknowledgement

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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