Free form template · Word

Shift Change Request Form

A shift change request form is filled by an employee who wants to move to a different shift, temporarily or permanently, or swap shifts with a colleague. It records the current and requested shift, the reason and, for swaps, the colleague's consent before it goes to the supervisor.

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[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

Reason for request

Part C: Swap Partner (only for swaps)

Colleague Name
Employee ID
Colleague's Current Shift

I agree to swap my shift with the above employee for the dates mentioned.

Colleague
[Colleague Name]
Date: [Date]

Part D: Declaration

I understand that the change is subject to approval and operational needs, and that I must continue in my current shift until approval is communicated.

Employee
[Employee Name]
Date: [Date]

Received by Supervisor
[Supervisor Name]
Date: [Date]

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What this template includes

Current and requested shift – clear change
Temporary or permanent – sets duration
Swap partner details and consent – avoids disputes
Reason – helps supervisor prioritise
Rest-hours check – prevents back-to-back shifts
Advance notice – planning time for supervisors

When to use it

Employee needs a different shift for a few days for personal reasons
Two colleagues want to swap shifts
Employee requests a permanent move from night to day shift
Medical or caregiving reasons need a schedule change

How to customise this template

1List your shift codes and timings
2Set the minimum notice period for requests
3Remove the swap section if swaps are not allowed
4Add a skills check line for roles needing certification

HR tips

Submit requests as early as possible
A swap must be between employees with equivalent skills
Check that the change does not create overtime unintentionally
Keep a copy with the roster

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Frequently asked questions

How do I write a shift change request?+

Give your current shift, requested shift, dates and reason, and if swapping, the colleague's name and consent. Submit it to your supervisor in advance.

Can my shift change request be refused?+

Yes, it depends on business needs and coverage. A good practice is for the supervisor to give a reason and suggest alternatives.

Is a shift swap different from a shift change?+

A swap exchanges shifts between two employees so coverage stays the same; a change moves one employee and needs the supervisor to rebalance the roster.

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

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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]

Form · Word

Overtime Request 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
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

Shift Change Request Form

Preview of the form

Part A: Employee Details

Part B: Request Details

Part C: Swap Partner (only for swaps)

Part D: Declaration

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

1. Employee and Request Summary

2. Supervisor Review

3. Decision

Shift Change Approval Form

1. Overtime Details

2. Justification

Overtime Request 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. Purpose

2. Scope

3. Shift Schedule

Shift Timing Policy

Manpower Count per Shift

Change Log

Shift Roster Format

Shift Change Request Form

Preview of the form

Part A: Employee Details

Part B: Request Details

Part C: Swap Partner (only for swaps)

Part D: Declaration

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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