Free Employee Attendance Policy Template
A complete attendance policy template with clear expectations for work hours, absence reporting, tardiness, and the consequences of excessive absenteeism. Covers excused and unexcused absences, documentation requirements, disciplinary steps, and job abandonment rules.
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What the Policy Covers
| Section | What it addresses |
|---|---|
| Purpose & Scope | Why the policy exists; applies to full-time, part-time, and temporary staff |
| Attendance Expectations | Report on time, work scheduled hours, provide notice for absences |
| Work Hours | Standard schedule with blanks for your hours |
| Absenteeism | Excused vs. unexcused absences with definitions and examples |
| Tardiness | Late arrival rules and notification requirements |
| Reporting Procedures | How and when to notify supervisor of absence or tardiness |
| Documentation | When a doctor's note or other documentation is required |
| Excessive Absenteeism | Threshold definitions (customizable) |
| Disciplinary Action | Progressive steps: verbal warning, written warning, suspension, termination |
| Leave of Absence | Reference to FMLA and other leave policies |
| Job Abandonment | Consecutive no-call/no-show threshold |
| Accommodations | ADA and disability accommodation language |
| Acknowledgment | Employee signature and date |
Full Policy Text
Purpose
This policy outlines the expectations regarding employee attendance at ________ and establishes procedures for reporting absences and tardiness. Regular attendance is crucial for the smooth operation of the business and ensures that all employees contribute to the company's overall success.
Scope
This attendance policy applies to all employees of ________, including full-time, part-time, and temporary staff.
Attendance Expectations
All employees are expected to:
- Report to work on time and be prepared to perform their duties.
- Work their scheduled hours unless otherwise authorized.
- Provide proper notice and documentation for absences or tardiness.
- Make a good-faith effort to schedule personal appointments outside of work hours whenever possible.
Work Hours
- Standard work hours for ________ are from ______ to ______, Monday through Friday.
- Employees are expected to adhere to their assigned schedules. Any deviations from scheduled hours, including early departures or late arrivals, should be communicated and approved in advance by the employee's supervisor.
Absenteeism
Absences may be excused or unexcused:
Excused Absences include:
- Illness or injury (with appropriate documentation, if required)
- Family emergencies
- Pre-approved personal leave (vacation or medical leave)
- Jury duty, military service, or other legal obligations
- Bereavement leave (in accordance with company policy)
Employees must notify their supervisor at least ____ hours in advance (or as soon as reasonably possible in emergencies).
Unexcused Absences occur when an employee is absent without providing prior notice or without a valid reason. Unexcused absences may result in disciplinary action.
Tardiness
Tardiness refers to arriving at work after the scheduled start time. All employees are expected to be punctual and to notify their supervisor if they expect to be late. Repeated tardiness without valid reasons may result in disciplinary action.
Reporting Absences or Tardiness
- Call or email their supervisor at least ____ hours in advance for non-emergency absences.
- In case of emergency or sudden illness, notify the supervisor within ____ hours of the scheduled start time.
Documentation Requirements
- Medical Absences: For absences lasting more than ____ consecutive days due to illness or injury, employees may be required to provide a doctor's note or medical certification.
- Other Absences: For personal, family, or legal absences, employees may be required to provide documentation (e.g., court orders for jury duty or military service).
Excessive Absenteeism
Excessive absenteeism is defined as:
- More than ____ unexcused absences within a ____-month period.
- Excessive patterns of absenteeism, even if excused (such as regular Friday or Monday absences).
Excessive absenteeism may lead to disciplinary action, up to and including termination.
Disciplinary Action
- Verbal Warning: Issued after ____ unexcused absences or instances of tardiness.
- Written Warning: Issued after ____ additional unexcused absences or instances of tardiness.
- Suspension: Continued absenteeism or tardiness after written warnings.
- Termination: Failure to improve attendance after warnings and suspension.
Leave of Absence
________ recognizes that certain situations may require employees to take a formal leave of absence. Leave of absence policies, including FMLA and other types of leave, are covered under separate policies.
Job Abandonment
Failure to report to work for ____ consecutive days without notifying a supervisor or HR will be considered job abandonment. Employees who abandon their job will be considered to have voluntarily resigned.
Accommodations
________ will make reasonable accommodations for employees with disabilities or other qualifying conditions as required by law. Employees needing accommodations for attendance or work schedules should contact HR.
Review and Acknowledgment
Employee Name: ___________________________
Signature: ___________________________
Date: ___________________________
Effective Date
This policy is effective as of ________ and may be updated or amended as necessary.
How to Customize This Template
Fill in the blanks with your company's specifics:
Company name
Appears throughout the policy
Work hours
Your standard schedule (e.g., 9:00 AM to 5:00 PM)
Notice period
How far in advance employees must report absences (commonly 2-4 hours)
Documentation threshold
How many consecutive sick days before a doctor's note is required (commonly 3 days)
Absenteeism threshold
How many unexcused absences trigger disciplinary action (commonly 3-5 within a 6-month period)
Job abandonment threshold
Consecutive no-show days (commonly 3 days)
Review the completed policy with your legal team to ensure compliance with federal and state labor laws, especially FMLA, ADA, and any state-specific requirements.
Frequently Asked Questions
Common questions about employee attendance policies.
Yes. The core expectations (punctuality, notification procedures, documentation) apply equally to remote workers. You may want to add language about logging into systems on time and being available during core hours. Pair this with a work from home policy for complete coverage.
Use a spreadsheet, time clock system, or attendance management software to log arrivals, departures, and absences. The key is consistency — whatever system you use, apply it to everyone.
This template covers unplanned absences and tardiness. Vacation, PTO, and leave policies are typically separate documents.
FMLA absences cannot be counted against an employee under your attendance policy. Make sure your managers understand the difference.
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