Head - Human Resources
Senior Manager-hr, Er & Admin
Prasad P K
Persuing Mba Degree In Hr
+8 Others

Dear All,
Due to some technical reason Bio-metric machine is not working for last 3mths and no any employee have signed attendances register, so I want to make circular regarding sign attendances register on daily basis, please give me suggestion.
Gayatri Naik
19th December 2011 From India, Pune
Yes it is mandatory that every employee has to sign in the register in the absence of the Bio-matric machine and you should also instruct the department people to maintain the attendance of their team members regularly so that you can cross verify also.
Instructions to all employees should be on the general notice board and HODs should be personally. Unable to understand how you have paid salaries with out supporting attendance for last 3 months.
For calculation of PL/ EL, submission of annual returns if it is a factory.OT. etc., etc., attendance is mandatory otherwise it will be difficult to finalize.
Thanks and regards - kamesh
19th December 2011 From India, Hyderabad
Hi Kamesh,
No actually we are cross verify with the register but thing is that no any employee personally signed that register one of our office boy marked presenty in attendances register and before 7days I joined this company so i need issue circular regarding this only.also want to get track regrading the late comers, so give me some circular template its mentioned that every employee need to marked there presnty in attendance register with the IN timing.
19th December 2011 From India, Pune
Sub-Attendance register
I agree with Mr.kamesh as to the compulsory maintenance of attendance register in physical form in the absence of biometric system in view of other statutory compliance like Over time and leave etc connected with it.
you can issue a circular on the following lines.
Dear Sir
Sub :- Signing Attendance Register
You are aware that the biometric system of the comapny is temporarily out of use due to some technical problem. All employees are therefore advised to mark their attendance without fail in the register, kept for this purpose in the department/office as this will be necessary for maintaining punctuality and attendance, pay roll and leave management.
the departmental heads are requested to ensure compliance from their staff in this regard.
Yours sincerely
20th December 2011 From India, Mumbai
Dear Gayatri,
Please find below circular format..
Sub : Inter Office Memo/Circular
Dear All,
Attendance register entry on daily basis is mandatory as per the attendance policy of our organization.
Kindly sign in the attendance register on daily basis for smooth flow of the payroll process and for various statutory requirements...
Failure to do so will be considered as absent for the day and no further intimation will be given on the same.
For <Company Name>
20th December 2011 From India, Bangalore
You are right!
When there is a circular, it can not be in a particular's name.
You can have the following lines also,
" You all are aware that due to some technical error, our biometric punching machine is out or order and hence punching of attendance through bio-metric machine is not possible. To overcome this situation, we have kept Attendance Registers for making the signatures of all the employees as a marking of their attendance to duty.
So hereby all employees are informed that to mark your atteandance to duty, please make your signatures on daily basis without fail in the attendance register, so that your salary could be processed on the basis of your signatures only.
Failing to sign the register may lead to loss of pay for which the concerned employee will be sole responsible.
Your co-operation for this compliance will be highly appreciated.
by Order,
HR & Admin Dept.
You may add / delete the narration as per your needs.
Atul S Malve
Manager- HR & Admin
20th December 2011 From India, Sholapur
whereas kamlesh has given you the advice on how to go back to the caveman era of the attendance register, on really wonders what the administration was doing to get their act together for re installing the biometric attendance system. The reister will only make everyones life miserable and you will wind up investing in recruitment of fresh clerical and peon staff. My suggestion would be to get things moving to get the system up within a week. If you cant - i strongly suggest that you look for alternate oppurtunities elsewhere as either you or the company is not worth it.
20th December 2011 From India, Delhi
Hi Atul,
As I told my second post we have attendance register system but my main concern is for all this post I want issue circular regarding employee marked there attendances on self responsibility . It is not like that company or administration person are careless regarding attendances thing and thanks for your suggestion.
Gayatri Naik
21st December 2011 From India, Pune
first make clear instructions to security that after the in time hours no one will enter the main gate. If also they come late (because of some problem) keep a register at security person to note down the late comers names emp code in time emp signature remaks ( to note down why he is late) signature of security personal.
take a class to employee to sign on the attendance register in front of security. based on this attendance register salary will be processed otherwise no entertainment.
These above two steps will be applicable from top to down the hyrarchy. this will also build the good culture in your organisation.
Prasad & Mallikarjun
(HR Officers)
21st December 2011 From India
Sub- Eletronic attendance system -Biometric system
The Information Technolgy Act permits maintenance of statutory registers in electronic form and in sucg an event it is not necessary to mainatin attendance registers in physical form. However,the concerned Labour Authorities mabe kept informed of it and if necessary permission be obtained from them.
HR & labour law Consulatant
Chipinbiz Consultancy Pvt.Ltd
21st December 2011 From India, Mumbai
Dear All,
Thanks for your valuable suggestion. Now my problem has been sorted. I put circular on notice board as well as give instruction security guard and now every one is sign attendances register on there own responsibility. Onces again thanks to every one.
Thanks& Regards,
Gayatri Naik
22nd December 2011 From India, Pune
Dear All,
Thanks for your valuable suggestion. Now my problem has been sorted. I put circular on notice board as well as give instruction security guard and now every one is sign attendances register on there own responsibility. Onces again thanks to every one.
Thanks& Regards,
Gayatri Naik.
22nd December 2011 From India, Pune
Dear Sir,
We are a Pvt Ltd company employing workers and staff employees totalling 70 .
We are paying wages to our workers and salaries to staff by bank transfer and cash both. We are not having any HR dept. and maintaining all records manually.
Please advise if it is necessary to get the wages and salary registers signed from the workers/ staff employees.
Best Regards
Dinesh Kumar
# 09810795251
22nd December 2011 From India, Delhi
Dear All Please give template of Undertaking for P.F. Withdrawal in situation of closed company PF. Regards, Shailesh Mahajan (P&A Officer)
22nd December 2011 From India, Vadodara
Dear Gayatri,
We are Delhi based IT Compnay and pioneer in Biometric Attendance and Security system.
Being an IT solution provider we also provide Maintenance solutions for you existing system.
Please feel free to discuss any of your IT issues. We are always ready to help you.
Thanks & Regards,
Deepak Pandey
22nd December 2011 From India, Mumbai
Dear Gayatri,
Being an IT Solution provider, we also provide maintenance solutions.
We take care of existing hardware or provide you new devices and we also develop customized software solutions.
IT related queries are welcomed
Thanks & Regards,
22nd December 2011 From India, Mumbai
Hi Gayatri Naik we aggred with Mr. Prasad p.k. sugetion and take attendance dept. wise from all dept and verifie with gate att. register. Regards, Shailesh
24th March 2012 From India, Vadodara
Please tell me procedure for coping attendance data from bio - Matric to pendrive and from their to pc.
we have install it recently and i joined organization after this. No one is aware about its operation except ex HR. Service provider don't have much interest in giving demo again.
Please help me out at the earliest. We have essl security fingertips machine.
27th December 2013 From India, Mumbai
Hi all,
It has come to our notice that some of the team members are not punching their attendance on regular basis as a result of which we have to mark leave against their name in lieu of any information.
We will appreciate your efforts in ensuring that you are making it a habit of regularly punching your attendance. This will help to create a better system for the organizational growth and development.
Hope your efforts will help us to create an effective system.
Looking forward for your support.
20th October 2016 From Oman, Muscat
Hi Gayatri,

As you have mentioned that you joined this company less than 10 days back. I would suggest you to have patience and understand what was the process which was carried out when the TRT was not working in the past. You said that the TRT is not working for the last 3 months, and that's a huge time for the same should have been repaired much earlier. If no employee had marked their attendance in the register, then I don't think pasting a circular in the notice board is gonna help.

You can very well inform the employees that "herein with monitoring of attendance would be monitored strictly and firm action would be enforced for any employee who does not follow the code of conduct, like it would be considered the employee's day off if the attendance is not marked for any business day". Before sending the email, call all the supervisor/managers/hod's and make them understand the important to adhere such process in company's stand point or statutory stand point.
20th October 2016 From India, Bangalore
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