Editable policy starter

Write down a clear, consistent attendance process.

Give employees and managers the same instructions for reporting absences, recording facts, and following up. This template avoids prescribing discipline or deciding which absences count.

Best for: Employers that need a consistent operational attendance process across managers or locations.

I understand these materials are examples for demonstration purposes, not legal advice, and should be reviewed before distribution.

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Editable policy starter

Draft the reporting and follow-up process

Set operational instructions without embedding automatic discipline or deciding which absences are protected.

How an employee reports an absence What to do when running late Manager review and follow-up Objective recordkeeping steps

Draft attendance process

Reporting an absence: Notify the shift manager through the employee portal and follow any urgent-contact procedure for your workplace.

Late arrival: If you expect to arrive late, notify the shift manager as soon as reasonably possible and provide your estimated arrival time when known.

Manager review: The manager will review the report, confirm any schedule change, and tell the employee how follow-up will occur.

Recordkeeping: Record objective details such as the scheduled shift, when and how notice was received, manager actions, and coverage changes.

Sensitive matters: Do not enter medical details in an ordinary attendance record. Route possible leave, accommodation, injury, or other protected matters through the designated confidential process.

Separate reporting steps from consequences

Tell employees how and when to report an absence or late arrival. Do not use a template to decide whether an event is excused, counts toward discipline, or is legally protected; have counsel review those rules for every place you operate.

Record facts, not assumptions

Keep the record focused on the scheduled shift, notice time and channel, operational response, and corrections. Avoid diagnoses or unnecessary medical details in ordinary attendance notes.

Route sensitive matters appropriately

Give managers a named internal contact or process for potential leave, accommodation, workplace injury, or other sensitive requests. Restrict access to information that should be handled confidentially.

Use the same review process

Describe who reviews an attendance concern, how the employee can correct a factual error, and where the final record is kept. Counsel should review any disciplinary, point, or termination provisions separately.

Manager checklist

Name the reporting channels and urgent-contact backup.
Explain the manager response and recordkeeping steps.
Define a confidential route for potential leave, accommodation, or injury matters.
Keep the reporting process separate from discipline and protected-absence decisions.
Ask employment counsel to review all state and local versions before adoption.