Employee Email

Sample Email to Employees About Clocking In and Out

By Phil Manzano

Updated:

Having your employees understand the importance of clocking in and out is vital to the success of your business. It is important for employees to know that their time in the office needs to be accurately tracked so that payroll can be processed correctly. Sending an email to employees about clocking in and out is a great way to do this.

Sometimes sending emails about clocking in and out can feel like a chore. You might feel like you’re repeating yourself, or that you’re not being heard.

To help ensure that employees understand the importance of clocking in and out, we suggest sending out a friendly reminder email once in a while.

Here are a few sample emails to use and adapt.

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Email About Failing to Clock in and Out

One of the most common mistakes is forgetting to clock in or out at the start or end of a shift. Sending an email like this one will remind employees that they must always remember to do so.

Dear Employees,

This is a friendly reminder to always make sure you are properly clocking in and out for each shift. Staying on top of your time cards is important for accuracy when it comes to payroll and makes sure that you are properly compensated for the time spent working.

If you ever forget to clock in or out, please be sure to let HR know immediately so we can make any necessary adjustments.

Thank you for your prompt attention to this matter.

Sincerely,

[Head of HR/internal communications]

Alternatively, you could send an email like this one:

Dear employees,

We appreciate that it is easy to forget about clocking in and out during the hustle and bustle of your workday. But tracking your time accurately and consistently is important for payroll accuracy and making sure you are compensated correctly.

Please make sure you always remember to clock in and out for each shift. If there are ever any discrepancies, please be sure to contact HR right away so we can adjust the records accordingly.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

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Email About Setting the Protocol for Reporting and Correcting Missing Clock Ins

Another common scenario is when employees forget to clock in or out and realize it after the fact. To make sure everyone knows what to do, you can send an internal email like this one:

Dear employees,

We understand that sometimes it’s easy to forget to clock in and out at the start or end of a shift. To ensure accuracy when it comes to payroll and make sure you are properly compensated, please be sure to follow the protocol below for reporting missed clock-ins:

  • If you realize that you have not clocked in or out before leaving the office, please immediately contact HR with your start and end times as well as the date of the shift.
  • If you realize that you have not clocked in or out after leaving the office, please immediately contact HR with your start and end times as well as the date of the shift within 24 hours.

Thank you for your prompt attention to this matter.

Sincerely,

[Head of HR/internal communications]

Another example of this type of email could be:

Dear employees,

Accurately tracking your time is important to make sure you are properly compensated. We understand mistakes happen and want to ensure that the process of correcting an incorrect clock in or out is as simple as possible. To do this, please follow the protocol below when you realize you have made a mistake:

If you realize that you have not clocked in or out before leaving the office, please immediately contact HR with your start and end times as well as the date of the shift.

If you realize that you have not clocked in or out after leaving the office, please immediately contact HR with your start and end times as well as the date of the shift within 24 hours.

HR will then review the information and make any necessary adjustments to ensure accuracy when it comes to payroll.

Thank you for your prompt attention to this matter.

Sincerely,

[Head of HR/internal communications]

Email About Following the Clocking In/Out Policy

Sometimes, it might be necessary to remind employees of the company’s clocking in and out policy. An email like this one can help to ensure that everyone is aware of the proper procedure.

Dear employees,

We want to remind you about our clocking in and out policy. This policy exists to ensure accuracy when it comes to payroll and make sure that everyone is compensated properly for the time spent on-the-job. As a refresher, you can find the policy here [link to policy].

The policy requires all employees to clock in and out at the start and end of every shift. If you forget to do so, please contact HR immediately so that any necessary adjustments can be made.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

Here’s another sample email about following the clocking in and clocking out policy to use and adapt:

Dear employees,

We want to take this opportunity to remind everyone about the importance of clocking in and out at the start and end of each shift. This procedure is essential for accurately tracking your time on-the-job and making sure you are properly compensated. As a refresher, you can find the policy here [link to policy].

We ask all employees to adhere to the following policy:

  • All employees must clock in and out at the beginning and end of their shift.
  • If you forget, please contact HR immediately so any necessary adjustments can be made.
  • Please ensure all clocking in/out records are accurate and up-to-date.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

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Email About Clocking in With Notifications

If your system is set up to send out notifications whenever employees clock in or out, you can send an email like this one to remind them of the process.

Dear employees,

We’re happy to let you know that our system is now capable of sending out notifications when you clock in and out.

This means that you will receive an email, text message, or other notification whenever you clock in and out for a shift. This is to ensure accuracy when it comes to payroll and make sure that everyone is compensated properly for their time on the job.

Please be sure to follow this process each time you start or finish a shift.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

Another example you could use for this scenario could be:

Dear employees,

We are pleased to announce that our system is now set up to send notifications when you clock in and out. This is to ensure accuracy when it comes to payroll and make sure that everyone is compensated properly for their time on the job.

Whenever you clock in and out for a shift, you will receive an email, text message, or other notification. Please make sure to follow this process each time you start or finish a shift.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

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Email to Employees About Not Having a Correct Timesheet

If an employee’s timesheet is not accurate or they forget to clock in and out, you can send a reminder email like this one:

Dear employees,

We noticed that there are some discrepancies on your timesheet. We need to make sure that the information is correct in order to ensure accuracy when it comes to payroll and make sure that everyone is compensated properly for their time on the job.

Please take a few moments to review your timesheet and let us know if you need to make any corrections or adjustments. If you realize that you have not clocked in or out before leaving the office, please contact HR immediately with your start and end times as well as the date of the shift.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

Here’s another sample email about not having the correct timesheets:

Dear employees,

We recently noticed some discrepancies on your timesheet. We need to make sure that the information is correct in order to ensure accuracy when it comes to payroll and make sure that everyone is compensated properly for their time on the job.

Please take a few moments to review your timesheet and let us know if you need to make any corrections or adjustments. If you realize that there are inaccurate timings, please contact HR immediately with the correct start and end times as well as the date of the shift.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

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Email to Employees About Clocking in and Out for Remote Employees

For teams that have members who work remotely, you can send an email like this one to make sure everyone understands the process:

Dear employees,

We want to remind everyone that our policy requires all employees to clock in and out when working remotely.

This means that each time you start and finish a shift, you must log into the system or use an approved tracking app to record your start and end times. This is so that payroll can be processed accurately and everyone is compensated properly.

Please be sure to follow this process each time you start or finish a shift.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

Another email example to ensure remote employee engagement regarding clocking in and out could be:

Dear employees,

We are writing to remind you that our policy requires all employees who are working remotely to clock in and out. This is necessary to ensure accurate records of time worked.

Whenever you begin and end a shift, please make sure that you log into the system or use an approved tracking app to record your start and end times. This is so that payroll can be processed accurately and everyone is compensated properly for their time spent on-the-job.

Thank you for your attention to this matter.

Sincerely,

[Head of HR/internal communications]

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Some Things to Remember When Writing an Email to Employees About Clocking in and Out

Now that you have some examples of emails about clocking in and out, here are a few things to remember when writing your own:

  • Use a clear subject line—Make sure the subject is something that will grab the employee’s attention and let them know immediately what the email is about.
  • Be clear and concise—Keep it short and sweet. Give the employees all the necessary information without going into too much detail.
  • Make sure to include a call to action—Let the employee know what you expect them to do (e.g., clock in and out each time they start or finish a shift).
  • Be polite and professional—Any reminder emails should be courteous and professional.
  • Reiterate your expectations—Make sure to reiterate that it is essential for everyone to follow the clocking in and out policy so everyone can be compensated correctly.
  • Finish with a thank you—This lets employees know that you value their efforts and appreciate their attention to this matter.

All of these tips will be helpful when putting together a sample memo to employees about clocking in and out.

How to use ContactMonkey to Create Sample Email to Employees About Clocking In and Out

Using the drag-and-drop interface, you can easily customize your email templates to match your company branding and adapt sample email to employees about new process templates for other messaging:

ContactMonkey email builder

ContactMonkey email templates are fully responsive so they appear perfectly whatever device or email service your employees use. With more employees using mobile devices to manage their emails, you can design emails specifically for viewing on mobile devices:

Mobile preview for email templates

In addition, all emails sent using ContactMonkey provide in-depth analytics and email tracking. If you want to ensure all your employees saw your new process email, you can use metrics like open rate, individual email opens, and read time to see how your employees engaged with your email:

Email analytics

With ContactMonkey email templates, you can ensure your internal communications are effective and reach everyone you should. You can also use email tracking analytics to find your best-performing content to see what resonates with your employees.

Create better email copy with AI

Not sure how to write an effective process email? You can try our OpenAI ChatGPT integration. Simply write a prompt for what you want your email to say and our AI integration will create copy that you can use and customize.

Send only relevant emails to your employees

You can increase email engagement by targeting relevant emails to your employees by using custom distribution lists. Using ContactMonkey’s List Management feature, you can create your own distribution lists quickly and easily, without needing approval from your IT department:

ContactMonkey syncs with your Human Resource Information System (HRIS) like Workday and Azure so your lists automatically update as employees leave and join your company. This will make sending a memo to employees about clocking in and out much easier.

Check Out Our Other Sample Emails

If you’re interested in exploring more professionally crafted email samples for various employee messaging scenarios, we have additional resources available:

FAQs

To remind employees to clock in and out, it’s important to communicate the expectations clearly and consistently. You can send regular email reminders or post notices in common areas such as break rooms and time clocks, or a regular memo to employees about clocking in and out. Additionally, you can consider implementing an automated system to track employee hours and send automatic reminders if an employee forgets to clock in or out. Providing clear instructions and training on how to use the system can also help ensure compliance.

If an employee keeps forgetting to clock in and out, or is consistently leaving work without clocking out, it’s important to address the issue promptly to ensure accurate recordkeeping and fair compensation. Schedule a meeting with the employee to discuss the situation and remind them of the importance of clocking in and out at work. Identify any potential barriers that may be causing the employee to forget to clock in or out, such as unclear instructions or a difficult-to-use system. Work collaboratively with the employee to identify solutions that will help improve their compliance, such as providing additional training or implementing a more user-friendly system. Remember to document any discussions or actions taken to ensure proper accountability and follow up if necessary.

To implement a clock in/out system for employees, here are some steps to follow:

  1. Determine the type of system that will work best for your organization, such as a physical time clock or an online platform.
  2. Choose a provider that offers features that meet your needs, such as automated reminders or integration with payroll software.
  3. Train employees on how to use the system, including how to clock in/out, take breaks, and make corrections.
  4. Develop clear policies and procedures for time tracking, including expectations for compliance and consequences for non-compliance.
  5. Regularly review and monitor the system to ensure accuracy and address any issues or concerns.

To help your employees clock in and out, here are some tips:

  • Clearly communicate the expectations for clocking in and out, including the consequences for non-compliance.
  • Provide training and support on how to use the clock in/out system, including how to take breaks and make corrections.
  • Post reminders in common areas such as break rooms and time clocks to encourage compliance.
  • Consider implementing an automated system that can send reminders to employees who forget to clock in or out.
  • Regularly review and monitor the system to ensure accuracy and address any issues or concerns.

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Send Emails Faster With an Email Template Builder

When you’re confident with the content of your message, you can easily create internal communications templates to use for future messages. Employee communication tools let you quickly craft an effective email to employees about clocking in and out.

With ContactMonkey’s email template builder, you can simply drop your existing message into a pre-designed template and customize it with colors, fonts, images, and more without any coding knowledge; a perfect HTML email template builder for Outlook or Gmail. Then, you can save it and send it to any employee whenever you need it.

Templates make it easier to stay consistent and on-brand with the emails that go out from your company while also saving time. So, next time you have to remind employees to clock in or out, you’ll be ready!

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