What this housekeeping attendance sheet is for
Housekeeping and facility-management staff work at the client's premises, not the contractor's office. The supervisor at each site keeps the attendance, the contractor's office turns it into wages and an invoice, and the client's facility manager checks it against what they saw. Three parties, one sheet, and when the sheet is a photograph of a notebook, every month ends in a dispute over duties.
This template is for housekeeping contractors, facility-management companies, and in-house housekeeping supervisors in offices, hospitals, malls, housing societies and factories. It records each staff member's duties at a site by day, separates weekly offs, leave and reliever duties so the count of billable duties is clean, and rolls up to a Client Summary that produces the invoice amount from a rate per duty.
One sheet per site per month is the unit. A contractor with fifteen client sites keeps fifteen sheets and one consolidated file; an in-house team keeps one. It sits alongside the labour attendance sheet for daily wages where daily-rated cleaners are engaged, and mirrors the security guard attendance sheet so agencies offering both services keep the same discipline.
What is inside: Site Attendance and Client Summary
The Site Attendance sheet opens with a header block: Client and Site, Supervisor and Month. Each row is a staff member: Staff Name, Category (housekeeping attendant, supervisor, pantry, gardener, technician), Shift (for example General 08:00 to 17:00, Morning 06:00 to 14:00 or Evening 14:00 to 22:00), then Days 1 to 31. The day codes are P for present on own post, A for absent, WO for weekly off, L for leave and R for a reliever duty performed by this person at this site.
After the days come the totals: Total Duties (P plus R), WO, Absent, Reliever Duties (R only) and a Signature column for the staff member's acknowledgement at month end. A supervisor's signature line and the client's facility manager's countersignature sit at the bottom, because the client's acceptance of the duty count is what makes the invoice undisputed.
The Client Summary sheet has one row per site (or per category within a site): Sanctioned Strength, Total Duties Delivered (from the site sheet), Reliever Duties, Absent Duties Not Covered, Rate per Duty and Amount. Amount is duties times rate, and a variance column compares duties delivered with sanctioned strength times working days, so an under-deployed site shows immediately.
- Total Duties: =COUNTIF(E6:AI6,"P") + COUNTIF(E6:AI6,"R").
- Absent: =COUNTIF(E6:AI6,"A"); WO: =COUNTIF(E6:AI6,"WO").
- Site total duties for the invoice: =SUM of the Total Duties column, or SUMIF by Category where rates differ.
- Amount on Client Summary: =Total Duties × Rate per Duty; Variance: =Sanctioned Strength × Working Days − Total Duties.
How to use it at site and in the office
Print the sheet at the start of the month with names, categories and shifts filled. The site supervisor marks each staff member at the start of shift, and marks A only after the grace period your contract allows. When a regular is absent and a reliever covers, mark A against the regular and R against the reliever on the same day; if the reliever is not otherwise on this sheet, add them at the bottom for the month.
Mark WO on the day it falls, one per week per staff member, so a client can see that the weekly rest was given and that WO is not being billed. Leave is L, unpaid absence is A. At month end, enter the codes into Excel, total, and take the client facility manager's countersignature before raising the invoice; the housekeeping staff attendance management guide explains the monthly close in detail.
In the office, paste each site's Total Duties into the Client Summary and check Variance. A site with sanctioned strength of 10 over 26 working days should show around 260 duties; 230 means either absences were not covered or the client has a legitimate deduction coming. Wage calculation then uses the same duty count, so the staff are paid for exactly what the client is billed.
- Keep the signed paper sheet; it is your evidence in a billing dispute and during a labour inspection.
- Record reliever names against the R code in a cell comment so the duty can be traced to a person.
- Send the client a PDF of the sheet with the invoice, not just the summary.
How to customise it
Add codes your contract needs: H for a paid holiday duty if the client pays a holiday premium, N for night duty at sites with round-the-clock housekeeping, and T for training days that are paid but not billed. Add a Post or Area column (lobby, floors 1 to 5, washrooms, pantry) if the client wants area-wise deployment shown.
Where rates differ by category, add Rate per Duty per category on the Client Summary and SUMIF Total Duties by Category. Where the contract is on man-hours rather than duties, add a Shift Hours column and multiply; the man-hours glossary entry explains how agencies convert duties to hours for billing.
Contractors serving hospitals can add an infection-control training flag per staff member; those serving housing societies can add a Tower column. Keep the codes and totals unchanged so the consolidated file still works across all sites.
Compliance context for housekeeping contractors
Housekeeping contractors are contractors under the Contract Labour Act and the OSH Code, so the muster roll, wage register and wage slips are mandatory, and the principal employer is liable for wages, PF and ESI if the contractor defaults. This attendance sheet is the working record behind the muster roll; fill the muster roll format from it at month end.
Staff must be paid at least the state minimum wage for their category, usually unskilled for attendants and semi-skilled or skilled for supervisors and technicians, with VDA revisions typically in April and October. EPF applies at 12% of basic plus DA up to the ₹25,000 ceiling from 17 September 2026, and ESI at 0.75% employee and 3.25% employer on gross up to ₹21,000 in implemented areas. Clients increasingly ask for PF and ESI challans with the invoice, so keep the duty count reconciled to the wage register.
Weekly off is mandatory; a staff member marked P on all 30 days is a red flag for both the client and an inspector. Overtime beyond normal hours is payable at double rate and needs the worker's consent under the Labour Codes.
When the paper sheet stops working
The sheet breaks when supervisors mark P for staff who came late or not at all, when the client's facility manager refuses to countersign because they cannot verify who was on site, when reliever duties are double-counted across two sites, and when the month-end consolidation for fifteen sites takes a week and the invoice goes out late.
Facility-management attendance software records the P at source. Attend Mitra marks housekeeping staff present with a selfie and GPS inside the client's geofence or on a kiosk tablet at the site, tracks relievers across sites without double counting, gives supervisors a live view of who is on each site, and exports site-wise duties and man-hours for client billing. See the housekeeping staff management software and the broader facility management attendance solution.