Attendance sheet is necessary part of professional and educational organizations to keep the record of attendees. In educational institutes, the attendance sheet is used for both students and teachers while in business organizations the attendance sheet is necessary to track the record of employees’ incoming and outgoing. Attendance sheet is also designed for formal and informal meetings to have valid record of meeting attendees. Every organization has different hierarchical structure therefore there is no standard format for attendance sheet. The format of attendance sheet can differ but the key elements of comprehensive attendance sheet are almost similar. Today I will share key elements of a comprehensive attendance sheet to help you to prepare a standard attendance sheet:
Layout of Attendance Sheet
Attendance sheet is usually designed in word or excel sheet because it contains lots of columns according to the days of month. Attendance sheet is designed in form of table to state name of employees and time of their incoming and outgoing. Some attendance sheets also feature some space with the name of employee for additional notes.
Contents of Attendance Sheet
Comprehensive attendance sheet should contain following contents:
Name of Organization
Attendance sheet contains name of the organization at the top of attendance sheet. This portion also contain logo of the organization and specification of attendance sheet either weekly attendance sheet or monthly attendance sheet. Name of the organization on attendance sheet is a necessary part of it because in case of any law suits from employees this sheet will serve as legal prove for you.
Name of Employees
Some attendance sheets contain printed name of employees and some sheets only provide space for the name of employee so that he/she can write his/her name and do a sign on it. In case of educational institutes, the teachers are provided with blank sheet to input name of students manually while business organizations provide printed sheets.
Time, Date and Day
Time, date and day all are important elements of attendance sheet because it creates convenience for human resource personnel to take record of absentees of employees and time of his/her arrival to the office. It is necessary to have this record otherwise employees will make it habit to come late to the office.
If the attendance sheet is being prepared for meeting then it is necessary to write task description opposite to the name of all employees. It serves as reminder to employees. You can add this section to the other attendance sheets also and note important works of the day so that the employee cannot give an excuse of forgetfulness.
It is optional part of attendance sheet and in this part you can mention any details about the absentees of employees, late arrival or any other essential information. This part can be beneficial for the performance appraisal of employees.
Signature of Human Resource Manager
At the end of each day it is necessary to get signature of human resource manager to the attendance sheet to increase its authenticity.
Here is another useful Attendance Sheet Template that you can download to start creating your own worksheet.