Free Attendance Policy Template
This is a free, editable attendance policy template you can adapt for your own company. It gives you a clear starting structure covering working hours, grace periods, absence reporting, and consequences, so you are not writing a policy from a blank page. Replace the bracketed placeholders with your own details and you are ready to share it with your team.
Purpose and scope
This attendance policy sets out the expectations for punctuality, attendance, and reporting absences at [Company Name]. It applies to [all employees / all full-time and part-time employees / employees in the following roles: [roles]]. The goal is to be fair, consistent, and clear so that everyone knows what is expected.
Working hours
Standard working hours are from [start time] to [end time], [days of the week, e.g. Monday to Friday]. Employees are expected to be ready to work at the start of their shift. Total scheduled working hours are [number] per [day / week]. Any changes to an individual's schedule must be agreed in advance with [manager / HR].
Recording attendance
Employees must record the start and end of each working day using [your chosen method, e.g. the time-tracking system, sign-in sheet, or badge reader]. Breaks longer than [X] minutes should also be recorded. Records must be accurate; recording time for another person is not permitted and may result in disciplinary action.
Grace period
A grace period of [X] minutes applies to the scheduled start time. Arriving within the grace period is not counted as a late arrival. Arriving more than [X] minutes after the scheduled start time without prior approval is recorded as a late arrival under this policy.
Late arrivals
If you expect to arrive late, notify [manager / HR] by [method, e.g. phone, message, or email] before your scheduled start time where possible. [Number] late arrivals within a [rolling period, e.g. 30 days] will result in [action, e.g. a conversation with your manager]. Repeated late arrivals may be addressed through the consequences section below.
Absence and notification
If you cannot attend work, you must inform [manager / HR] as early as possible and no later than [time, e.g. 9:00 AM or one hour before your shift]. Please state the reason and your expected return date. Absences of [number] or more consecutive days may require [supporting documentation, e.g. a medical certificate]. Failure to notify is treated as an unexcused absence.
Leave and time off
Planned time off must be requested in advance through [method / system] and approved by [manager / HR] at least [number] days beforehand. Approved leave is not counted against this attendance policy. Details of leave entitlements are set out in the separate [Leave Policy].
Consequences
Attendance issues are handled in a fair and consistent way. The typical steps are: [1) informal conversation, 2) written warning, 3) further action up to and including termination], depending on the frequency and seriousness. [Company Name] may consider individual circumstances at each step. Nothing in this policy prevents earlier action where conduct is serious.
How to use this template
- 1Download the Markdown file and open it in any text editor or document tool.
- 2Replace every bracketed placeholder with your company details, hours, and thresholds.
- 3Review it with HR or a legal advisor to fit your local employment rules.
- 4Share the finished policy with your team and store it where everyone can find it.