Labour Attendance Sheet Format in Excel: Free Hajiri Register Download
Ask ten contractors how they keep labour attendance and you will hear the same answer: a diary with the munshi, a WhatsApp message at 9 AM, and an argument at the end of the month. The diary says 24 days. The worker says 27. The contractor’s bill says 29. Somebody loses money, and it is usually the person who trusted the diary.
A proper labour attendance sheet, the hajiri register, ends most of that argument. This guide gives you a free Excel format you can start using today, explains each column, and is honest about where a sheet stops working.
Monthly hajiri register for 40 workers with automatic present days, half days, overtime, advance and net payable. No sign-up needed.
What a labour attendance sheet must capture
A hajiri register has only one job: at the end of the month, the number of days in it should be accepted by the worker, the contractor and the owner without a fight. For that it needs four things.
- One row per worker, one column per day. A list of names with a total at the end is not attendance. Each day must be marked separately, on that day.
- A clear code for each day. P for present, H for half day, A for absent, L for leave. Nothing else. Ticks, dots and blanks are where disputes start.
- The daily wage next to the name. If the wage is written somewhere else, the payable amount will be calculated by hand and calculated wrongly.
- Overtime and advance in the same sheet. Most month-end fights are not about days. They are about an advance of Rs 2,000 that one side remembers and the other does not.
The format, column by column
The download uses this layout. If you prefer to build your own, copy the same structure.
| Column | What goes in it | Filled by |
|---|---|---|
| S.no, worker name, trade | Mason, helper, bar bender, carpenter and so on | Once, at the start of the month |
| Daily wage (Rs) | Agreed wage for a full day | Once |
| Days 1 to 31 | P, H, A or L from a dropdown | Every day, on site |
| Present, half days, absent | Counted from the day columns | Automatic |
| Payable days | Present days plus half of the half days | Automatic |
| OT hours and OT rate | Overtime hours for the month and the rate per hour | Supervisor |
| Gross wage | Payable days x daily wage, plus overtime | Automatic |
| Advance paid | Total advance given during the month | Accounts or supervisor |
| Net payable | Gross wage minus advance | Automatic |
The last row counts how many workers were present on each day. That one row is what the site engineer needs for the daily progress report, and it is what the owner should compare against the contractor’s bill.
A simple example
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Start your free trial →Ramesh is a mason on Rs 600 a day. In the first four days he is present on two, works a half day on the third and is absent on the fourth. He also did 4 hours of overtime at Rs 100 an hour and took Rs 500 as advance.
- Payable days: 2 + 0.5 = 2.5
- Gross wage: 2.5 x 600 + 4 x 100 = Rs 1,900
- Net payable: 1,900 – 500 = Rs 1,400
The sheet does this for every worker as soon as the day is marked. Nobody needs a calculator on the 30th.
Five rules that make the register hold up
- Mark attendance at a fixed time. Within the first hour of the shift, every day. Attendance filled in the evening from memory is not attendance.
- One person marks, another person checks. The supervisor marks, the site engineer checks the day’s count against the people actually on the floor. Twice a week is enough to keep everyone honest.
- Record half days as half days. If a worker leaves at lunch and is marked P, the register has started lying. The second lie is always easier.
- Write advances the same day. An advance entered a week later is an advance that will be disputed.
- Close the month with signatures. Prepared by, checked by, approved by. The sheet has space for all three. A signed register is rarely argued with.
Where an Excel sheet stops working
The sheet is good for one site with up to 40 or 50 workers and a supervisor you trust. It has three limits that no format can fix.
- It cannot prove the worker was there. A P typed in a cell looks the same whether the worker came or not. Proxy attendance needs a photo and a location, which a sheet cannot hold.
- It lives on one phone. With three sites you have three files, sent on WhatsApp, in three slightly different versions.
- It does not connect to payments. The net payable is a number in a cell. Whether it was actually paid, and from which account, is in another file.
This is where an app does what a sheet cannot. In Trackovo a worker or supervisor marks attendance with a photo and site location, the day’s count reaches the office at once, and the same attendance flows into wages and payments. If you are comparing options, our comparison of labour attendance apps for Indian sites covers what to look for.
Common questions
What is hajiri?
Hajiri is the Hindi word used on Indian sites for daily attendance. A hajiri register or hajiri sheet is the labour attendance record that wages are calculated from.
Can I use this sheet for contractor labour?
Yes. Keep one file per contractor and write the contractor’s name at the top. At month end, the total payable days in the sheet is the number to check the contractor’s bill against.
How do I handle a worker who joins mid-month?
Add the worker in the next empty row and leave the earlier days blank. Blank days are not counted as absent, so the absent count stays correct.
Does the sheet work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The dropdowns, colours and formulas all work, and several supervisors can fill it at the same time.
More free formats: DPR, BOQ and material stock register templates.
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