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Fill the middle column. The right column is what makes it a policy rather than a wish.
| Clause | State your rule | If it is not met |
|---|---|---|
| Standard hours | [e.g. 09:30–18:00, one hour break] | Recorded; three occurrences discussed with the manager |
| Core hours | [e.g. 11:00–16:00 present and reachable] | Meetings are scheduled inside these, so absence blocks others |
| Flexible start | [e.g. any start 08:00–10:30] | No consequence — this is a permission, not a rule |
| Lateness threshold | [e.g. more than 15 minutes without notice] | Logged; pattern reviewed monthly, not per instance |
| Reporting an absence | [e.g. message the manager before 10:00] | Unreported absence is treated differently from reported |
| Evidence for sickness | [e.g. after N consecutive days] | Check what your jurisdiction permits before setting N |
| Remote days | [e.g. two per week, agreed with the manager] | Booked in the system so capacity is visible |
| Time-off notice | [e.g. two weeks for a week or more] | Late requests may be declined on capacity grounds |
| Public holidays | [list, or reference the calendar] | Say which calendar governs — this varies by location |
| Records | Attendance is recorded in [system] | The record is the source, not memory |
Every clause needs both columns filled. A rule with no stated consequence gets applied inconsistently, which is worse than having no rule.
Who to tell, how, and by when.
| Situation | Tell | How | By when |
|---|---|---|---|
| Running late | Manager | Message | Before start time |
| Sick, one day | Manager | Message | Before 10:00 |
| Sick, continuing | Manager and HR | Message, then call | Each day, or as agreed |
| Emergency | Manager | Any means | As soon as possible |
| Planned time off | Manager | Request in [system] | Per notice period |
| Working remotely today | Team | Calendar or channel | Before start time |
One route per situation. Two acceptable routes means the message goes to neither.
No template can be. Notice periods, sick-leave evidence rules, holiday entitlement and what you may record about attendance are set by local law — have this reviewed before you publish it.