and Sign-out Policy Letter

In every organization, it is mandatory for employers to keep track of the working hours of their employees. Employers generally record each detail to avoid lawsuits, calculate payroll and take many actions. There are many actions taken by managers to ensure that everyone knows the policies of the company.

What is a clock in and clock out policy letter?

It is a formal information letter in which the employees have introduced the new policies of the company regarding entering and leaving the company. Just like any other policy, this policy is also essential to be addressed before people start working.

What is the purpose of writing this letter?

The main objectives are:

For preparing for an emergency:

Through this letter, the employees are made to sign out strictly so that the company can easily see the employees available in the company at a particular time and who are not available. With this information, it becomes easy to cope with the emergency when someone working in the company has to leave urgently and someone is required to be substituted.

For recordkeeping:

When the staff members follow the policies religiously, they make it easy for the company to keep the record. Recordkeeping is essential if a company wants to be fair in terms of how it deals with its employee and how it fulfills all its rights.

The company keeps track of visitors:

For security purposes, the visitors’ visit is recorded. In addition, some part-time workers in the company are also recorded and then they are paid according to the number of hours they have worked.

What should be included in this letter?

The main components of this letter are:

Description of the policy:

The manager should communicate the details of the arrival and leaving the company timings. Make sure that you describe the time well. Also, describe how the signing out and signing in will be done. Some companies have record sheets where the timing is recorded manually while in some companies, the recording of the timing is done through biometric cards.

Describe your expectations:

After explaining the policies, mention in the letter what you are expecting from your employees. Tell them that the policy of signing in and signing out is strictly followed and those who don’t follow often have to face the music which can be in the form of salary deduction or any other sort of penalty. Adding these details will help the employer make everyone strictly follow the policy.

Close the letter professionally:

After you have addressed all the important details regarding the policy, professionally close the letter.  Ask the staff members to contact you or the human resource department to know more.


You might not be in the position to write the letter because of being busy. Sometimes, you may not be aware of the format and the appropriate way to explain the policy. In such a situation, following a template is the best option because it enables the person to have a letter.

Sample letter:

Subject: Policy regarding sign in and sign out

Respected staff members,

I wish to announce sign-in and sign policies to all the staff members. The company is eager to monitor the clock on and clock off time of the employees. All the employees in the company are required to respect the timing mentioned by the company. The sign-in time is 10 am while the sign-out time is 5 pm.

Employees are required to use their biometric card for automatic signing in and signing out. The total numbers of working hours worked by the staff members each day are calculated through these details. No other employee is allowed to mark the attendance of the colleague. In addition, the sign-out before the mentioned time should be done with permission from your respective supervisors.

Please bear in mind, that not following the company’s policies strictly will result in salary deduction and some other serious actions. Feel free to contact the human resource department if you have any complaints or queries.

Name of the employer.

and sign-out policy letter

File: Word (.docx) & iPad
Size 16 KB

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