Weekly off policy template
Copy the text below and replace everything in square brackets with your company details.
1. Purpose
This policy sets out the weekly rest day for employees of [Company Name] and how work on that day is handled. It ensures every employee gets a proper weekly off and that any work on the off day is recognised.
2. Scope
This policy covers all employees at every location. The weekly off day may differ by site, department or shift, and is shown in each employee's roster. It works with the shift work policy, the holiday policy and the comp-off policy.
3. The weekly off
- Every employee gets at least [1] weekly off, normally [Sunday], as shown in the roster.
- For a six-day week, the Saturday pattern is stated: for example [1st and 3rd] Saturdays working, others off.
- Employees on rotating shifts get a weekly off that moves with the roster, not always on Sunday.
- A personal weekly off may be set for an individual where the role allows it.
4. Working on a weekly off
An employee is asked to work a weekly off only when there is a genuine need and the reporting manager approves it in advance. Work on a weekly off is compensated by comp-off under the comp-off policy, or paid as overtime at the weekly-off rate under the overtime policy, as the company sets. No one is left working seven days a week without a rest day and without compensation.
5. Weekly off and holidays
When a declared holiday falls on an employee's weekly off, the company states whether a substitute day is given, so the rule is the same for everyone. Weekly offs and holidays around a leave are treated under the sandwich rule in the leave policy, which the employee should check before applying for leave next to an off day.
6. Responsibilities
- Employees: take the weekly off as rest and work it only when approved.
- Managers: approve weekly-off working only for real need and ensure the rest day is compensated.
- HR: set the weekly off pattern, apply the Saturday rule and track comp-off or overtime for days worked.
7. Exceptions
During a peak, a stock count or an emergency, the site head may roster weekly-off working for a period, with compensation, and records the reason. Even then, employees are given a rest day within a reasonable time.
8. Review
HR reviews this policy every [12] months and when the working week or Saturday pattern changes. Employees are told before any change to the weekly off day or the Saturday rule takes effect.
Acknowledgement: I have read the [Company Name] weekly off policy and understand my weekly off, the Saturday pattern and how working an off day is compensated.
Name: [Employee Name] Employee ID: [Employee ID]
Signature: [Signature] Date: [Date]
What to include
Guarantee a weekly rest day
State that every employee gets at least one weekly off. A rest day is basic to health and safety, and a workplace that quietly runs people seven days a week invites both fatigue errors and a complaint to the labour authority.
Spell out the Saturday rule
For a six-day week, say exactly which Saturdays are working, such as first and third off. A vague alternate Saturdays rule causes an argument almost every month about whose turn it is to be off.
Compensate off-day working
Confirm that work on a weekly off earns comp-off or overtime at the weekly-off rate. Asking people to give up their rest day for nothing is unfair and, for overtime-eligible staff, a breach of the pay rules.
Handle rotating offs
For shift staff, tie the weekly off to the roster rather than fixing it on Sunday. A moving off day is normal in shift work, but it must be shown clearly in the roster so employees can plan around it.
Rule on holiday clashes
Decide once whether a holiday falling on a weekly off gives a substitute day. A written rule stops the yearly debate and keeps the treatment identical for office and shift staff.
Common mistakes to avoid
- Running staff seven days a week during a busy period with no rest day and no compensation.
- Writing alternate Saturdays with no fixed pattern, so every month brings a fresh argument.
- Asking people to work a weekly off with no comp-off or overtime in return.
- Fixing Sunday as the off for shift staff whose roster actually needs a rotating rest day.
- Leaving unclear whether a holiday on a weekly off earns a substitute day.
Run it in ZeniaHR
In ZeniaHR, the weekly off pattern is part of each shift under shifts and rosters, including Saturday rules such as first and third or alternate, and a personal weekly off can be set per employee. Work on a weekly off is picked up by the overtime engine at the weekly-off multiplier, or credited as comp-off in the leave ledger, as the overtime policy sets. Holidays feed the attendance and leave sandwich rules, and the roster shows each person's offs across the period so managers and employees can see the rest days clearly.
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Book a free demoSee pricingFrequently asked questions
How many weekly offs are employees entitled to?
Every employee is entitled to a weekly rest day. Many establishments give one weekly off, usually Sunday, while five-day offices give two. The exact pattern follows the working week and the Shops and Establishments rules for your state. The key point is that no employee should work continuously without a rest day, and the pattern must be written and applied evenly.
Is working on a weekly off paid extra?
For overtime-eligible employees, work on a weekly off is compensated, either by comp-off or by overtime pay, often at a higher multiplier than a normal day. The company sets which applies in its policy, but it should not ask staff to work their rest day for nothing. Approve weekly-off working in advance and record the comp-off or overtime due.
What is the rule for working Saturdays in India?
There is no single national rule; it depends on your working week and state Shops and Establishments rules. Six-day workplaces often make some Saturdays working and others off, such as first and third off. Whatever the pattern, write it down precisely, show it in the roster, and keep it the same for everyone so there is no monthly confusion.