Free policy template · Word

Shift Timing Policy

A shift timing policy sets out the shifts an organisation runs, how employees are rostered and rotated, handover rules, night-shift safeguards and how shift changes are requested. It is essential for 24x7 operations such as plants, BPOs, hospitals, warehouses and security services.

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[Company Logo][Company Name]

SHIFT TIMING POLICY

Company:: [Company Name]
Unit / Location:: [Work Location]
Effective Date:: [Date]

1. Purpose

To organise shift work in a way that ensures continuous operations, safety and fair treatment of employees.

2. Scope

Applies to all employees in departments operating in shifts, including [Production, Maintenance, Customer Support, Security].

3. Shift Schedule

Shift	Start	End	Meal Break	Applicable Departments
General	[09:00]	[17:30]	[30 mins]	[Admin, HR]
A (Morning)	[06:00]	[14:00]	[30 mins]	[Production]
B (Evening)	[14:00]	[22:00]	[30 mins]	[Production]
C (Night)	[22:00]	[06:00]	[30 mins]	[Production, Security]

4. Rostering and Rotation

Rosters are published by the shift in-charge at least [No.] days before the start of the cycle.
Shifts rotate [weekly/fortnightly]. Each employee gets a minimum rest of [No.] hours between two shifts.
Weekly off is shown on the roster for every employee.

5. Reporting and Handover

Report [10] minutes before shift start for handover.
Outgoing employees must not leave until relieved or until the supervisor permits.
Handover details (machine status, pending calls, incidents) are recorded in the shift log.

6. Night Shift

Night shift deployment follows applicable law. Where required, written consent is taken, company transport is arranged for drop/pick-up, and security is present at the premises.

7. Shift Allowance

Eligible employees receive shift/night allowance as per the company's Compensation Policy.

8. Shift Change and Swap

Employees may request a change or swap using the Shift Change Request Form at least [No.] days in advance. Swaps need the supervisor's approval and must not breach rest rules.

9. Safety

Plant employees must wear prescribed PPE and follow plant rules in every shift. Fatigue or illness during a shift must be reported immediately.

10. Non-compliance and Review

Unauthorised shift changes or leaving before relief may be dealt with under the disciplinary procedure after hearing the employee. HR will review this policy annually.

Approved by
[Authorised Signatory]
[Plant Head / Operations Head]

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What this template includes

Shift table with timings – A, B, C and general shift
Rotation frequency – fairness and health
Minimum rest between shifts – avoids back-to-back shifts
Handover procedure – safety and continuity
Night-shift safeguards – transport, consent, security
Shift allowance reference – as per company policy
Swap and change process – controlled flexibility

When to use it

Starting a second or third shift
Introducing rotational shifts for a team
Setting night-shift transport and safety rules
Formalising shift allowance and swap procedures

How to customise this template

1Replace the shift table with your actual shifts
2Set rotation (weekly, fortnightly, monthly)
3Add plant-specific safety and PPE rules for manufacturing
4Insert the shift allowance policy reference, if any

HR tips

Publish rosters well in advance
Avoid rotating people from night to morning shift without rest
Record handovers in a log for safety-critical roles
Take consent and arrange transport where required for women on night shift

This template is a starting point. Review it against applicable labour laws, state Shops & Establishments or Factories rules, your standing orders and the factory, shops or state rules on shift work and night work, and consult a legal adviser where needed.

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Frequently asked questions

How often should shifts be rotated?+

Weekly or fortnightly rotation is common. Choose a pattern that gives adequate rest when moving between shifts and publish it in advance.

Is shift allowance mandatory?+

Shift allowance is usually a company or settlement benefit rather than a universal legal requirement. If you pay it, define eligibility and amount in policy.

What safety measures are needed for night shifts?+

Typically secure transport, adequate lighting and security at premises, and consent where the law requires it for women employees.

All 50 attendance & time management →

Policy · Word
Office Timing Policy
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[Company Logo][Company Name]
ATTENDANCE POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Version:
[1.0]
Owner:
Human Resources
1. Purpose
This policy sets out how attendance is recorded at [Company Name], what is expected of employees regarding punctuality and absence, and how attendance issues will be handled fairly and consistently.
2. Scope
It applies to all employees on the company's rolls at all locations, including probationers and fixed-term employees. Contract workers follow this policy as applied by their contractor and site rules.
3. Definitions
Policy · Word
Attendance Policy
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Policy · Word
Working Hours Policy
Download .docx
[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]

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]

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

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[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

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[Company Logo][Company Name]

WEEKLY SHIFT ROSTER

Unit / Team:: [Company Name] – [Department]
Week:: [DD/MM/YYYY] (Mon) to [DD/MM/YYYY] (Sun)
Prepared by:: [Supervisor Name]

Employee Name	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Weekly Hours
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]
[Employee Name]	[09–17]	[09–17]	[14–22]	[14–22]	[WO]	[22–06]	[22–06]	[Hours]

Shift Leads and Standby

Day	Morning Lead	Evening Lead	Night Lead	Standby
Mon	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Tue	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Wed	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]
Thu	[Employee Name]	[Employee Name]	[Employee Name]	[Employee Name]

Notes

Minimum manpower: Morning [No.], Evening [No.], Night [No.].
Swaps must be approved by the supervisor and recorded on this sheet.
Weekly hours must not exceed the limit set by the Working Hours Policy.

Template · Word

Weekly Shift Roster

Download .docx

Employee Name
Employee ID
Designation
Shift Supervisor
Contact Number

Shift Timing Policy

Preview of the policy

1. Purpose

2. Scope

3. Shift Schedule

4. Rostering and Rotation

5. Reporting and Handover

6. Night Shift

7. Shift Allowance

8. Shift Change and Swap

9. Safety

10. Non-compliance and 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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