Office timing change notice template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Office or Plant Address]
[City], [State] [PIN Code]
NOTICE
Ref: [Company Code]/HR/TIM/[Year]/[Number]
Date: [Date]
To: All employees of [Departments or Locations Covered]
Subject: Change in office timings with effect from [Effective Date]
This is to inform all employees of [Departments or Locations] that, owing to [reason, for example: the start of support for our Australian clients / the new canteen schedule / summer working hours at the plant], the working hours will change with effect from [Day], [Effective Date], as follows:
- Present timings: [Old Start Time] to [Old End Time], with lunch break from [Time] to [Time].
- New timings: [New Start Time] to [New End Time], with lunch break from [Time] to [Time].
- Working days and weekly off: [unchanged / new pattern].
- Grace time for reporting: [Number] minutes after the new start time.
- The daily working hours will remain [Number] hours, within the limits under applicable law.
[If timings extend into late evening or night: Women employees will work in the late evening or night shift only with their written consent, and the company will provide [drop transport to the doorstep / security escort / other safety arrangements] as required. Employees who need alternative arrangements should speak to HR before [Date].]
Any work beyond the new working hours will be treated as overtime, with the employee's consent, and paid at twice the ordinary rate of wages. Company transport routes and pick-up times will be revised and shared by [Admin Contact Name] by [Date].
Employees who face genuine difficulty because of the change, for example because of childcare, medical treatment or a long commute, may write to [HR Contact Name] at [HR Email] by [Date], and each case will be considered.
[HR Manager Name]
[Designation], Human Resources
For [Company Name]
Acknowledgement
I have read this notice and note the new timings effective [Effective Date].
Name, Employee ID, Department, Signature: ____________
What to include
Old and new timings side by side
Show present and new timings, including breaks, in one place. Employees read the notice quickly on a notice board or phone, and a side-by-side view leaves no room for confusion.
Hours within legal limits
The OSH Code caps ordinary work at eight hours a day, and intervals, spread-over and weekly limits are fixed by notification. Check the new schedule against the working hours and overtime rules and your state rules.
Night work for women
If the new timings run into the night, women may work those hours only with their consent and the safety conditions set by the government. See the rules on night shifts for women employees before issuing the notice.
Transport and grace time
Changes in timing break existing transport routes and habits. Revise pick-up times, allow a sensible grace period in the first weeks and say so in the notice.
A route for genuine difficulties
Invite employees with childcare, medical or commute problems to write to HR by a date. Handling these cases early prevents a wave of late marks and resignations after the change.
Common mistakes to avoid
- Announcing a timing change a day or two before it takes effect.
- Stretching daily hours beyond legal limits without treating the extra time as overtime.
- Moving women employees into late shifts without their consent or safety arrangements.
- Changing timings without updating the transport schedule.
- Forgetting to update shift timings in the attendance system, so everyone is marked late.
Run it in ZeniaHR
In ZeniaHR, change the timings, break and grace in the shift catalogue under Shifts & Roster, or create a new shift and assign it in bulk from the effective date, so attendance marks lateness against the new start time from day one. Post the notice as a Company Wall announcement that requires acknowledgement, and use the who-acknowledged report to follow up with anyone who has not seen it.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
How much notice should be given for a change in office timings?
Give as much notice as your standing orders and state rules require, and in practice enough for employees to rearrange commutes, childcare and transport. Where standing orders apply, a change in working hours can be a change in service conditions with its own procedure, so check them before issuing the notice.
Can a company change working hours without employee consent?
A company can usually change timings within the terms of employment and the applicable rules, especially where appointment letters say hours may vary by roster. Changes that extend daily hours, move women employees into night work or alter service conditions under standing orders need the proper process and, for night work by women, their consent.
What is the maximum working time per day in India?
Under the OSH Code, ordinary daily work is capped at eight hours, with intervals, spread-over and weekly limits fixed by government notification. Work beyond the prescribed hours is overtime, paid at twice the ordinary wage rate with the worker's consent. State rules may add further conditions for shops and establishments.