Struggling with Daily Attendance Entries? How to Encourage Consistent Register Use

Hi, please help me in drafting a letter regarding maintaining the attendance register daily. The problem is that employees of a company don't make entries in the attendance register daily. Please reply.

Dear Gayatri,

Please draft a letter stating that, as per company policy, it is required for all employees to sign the attendance register. Employees who fail to sign the register will be marked absent for that day. Kindly circulate the notice to all Heads of Departments (HODs) and display it on the notice board with the signature of the General Manager (GM), CEO, or HR Manager.

This action should encourage compliance. If individuals are not marked absent, they may be less inclined to sign the register.

Regards,
Viraj

Circular:

As per our company policy, attendance register entry on a daily basis is mandatory. Non-compliance with entry will be viewed seriously, and salary will be withheld for that period. The importance of daily entry in the register has been highlighted many times to all employees in the past. Therefore, to ensure the same, we are considering the attendance register for the payroll process effective from January 3, 2011. The withheld amount will not be refunded unless supported by a valid reason. Employees are requested to cooperate.

Dear Gayatri,

Please print this letter on our company letterhead. Get the letter reviewed and signed by the concerned head, i.e., either HR Manager, CEO, COO, etc. Scan a copy of this letter and circulate it to all employees, as well as keep a copy on your notice board. I hope this is helpful to you.

- Babu.

Hi Gayathri!

I am Sudha. Attendance is mandatory for the company. Every employee of the company must enter his/her signature in the attendance register daily. This is very important because, as an HR person, you are responsible for ensuring that everyone signs in the attendance register. Not all employees can remember daily who attended and who did not. If you do not identify this, you may face problems when preparing the salary statement. It is not just about signing; also, identify the employees' timings. Are they following the company's timings or not? If they disregard company timings, they are likely not working correctly. If work is not done correctly, it will lead to delays in producing products and other tasks, resulting in the company incurring losses. Attendance and punctuality are not trivial matters; remember that. If every employee views everything in the company as a responsibility, the company's growth will be extraordinary. Employees lacking responsibility tend to neglect punctuality and daily attendance.

With confidence, my message will definitely be useful to you.

Sudha Ch.

Dear Gayathri,

Be bold enough and tough on those defaulters. Take appropriate action against them by marking them absent. Convey the same to all the HODs for not marking their presence in the office. If possible, issue a show-cause notice to the concerned, with a copy to management.

Installing a biometric attendance system with a swipe card would be useful, costing a maximum of Rs. 25,000 only. Connect it to the system. It will automatically generate the paysheet based on your inputs.

Once streamlined, you will not have to worry much about it. The key is to monitor it properly for any missing details. Conduct a thorough check of the system every fortnight.

With warm regards,

S. Bhaskar
9099024667

Importance of Mandatory Attendance

Attendance is mandatory in every organization for smooth running and maintaining good discipline.

Hello,

I am working with Pharma Co. Here, many of our VPs have been associated since the beginning of the company. We used an attendance register to maintain attendance up to the Executive level, but there was no record of senior-level staff.

As we have recently installed a biometric attendance system, we want all employees at every level to use the same system. Could I please get help drafting a letter to seniors requesting them to use the biometric system for attendance? This will ensure a smooth functioning of the Attendance system, which is essential for accurate salary and leave record updates.

Thanks,
Vandana