The short version: you can get a free timesheet template from Microsoft Excel's templates, the Google Sheets template gallery or a tool like Smartsheet, or copy the sample format the US Department of Labor publishes itself: day, date, time in, time out and total hours. The DOL says no particular form is required, as long as your records are complete and accurate.
Timesheets aren't glamorous, but they're one of those small systems that protects you when something goes wrong. If you employ people, or you're tracking your own hours for clients, a simple template you use every week beats a clever one you forget.
Where to get a free timesheet template
In no particular order, each one best for a different job:
- The US Department of Labor sample format: best for seeing exactly what a basic record looks like.
- Microsoft Excel templates: best if you already work in Excel and want weekly or monthly layouts.
- Google Sheets template gallery: best for a shared timesheet several people can fill in online.
- Smartsheet: best if you want timesheets inside a wider project tracking setup.
What a timesheet should record
The DOL publishes its own sample timekeeping format, which employers may follow but don't have to. It's a good blueprint for any template:
| Day | Date | In | Out | Total hours |
|---|---|---|---|---|
| Monday | Date | Start time | Finish time | Hours |
| Tuesday | Date | Start time | Finish time | Hours |
| Total for the workweek | Sum of the week |
Fact Sheet 21 also lists the basic records US employers must keep for non-exempt workers, including the time and day the workweek begins and the total hours worked each workweek. A timesheet is where those hours come from.
How timesheets fit the rules
The DOL says employers may use any timekeeping method they choose. That could be a time clock, a timekeeper tracking hours, or workers writing their own times on the records. Any plan is acceptable as long as it's complete and accurate.
For staff on fixed schedules, the DOL allows a simpler approach: keep a record of the exact schedule and note that the worker followed it. When someone works longer or shorter than the schedule, you record the hours really worked, on an exception basis.
The timesheet catch: how long to keep them
Here's the part most free templates never mention. The DOL says the records your hours totals are built from, including time cards and work and time schedules, should be kept for two years. Other core employment records must be kept for at least three years. They can be kept at the place of work or in a central records office, and must be open for inspection.
So the template is only half the job. Decide where completed timesheets will live, and make sure you can still find last year's in two years' time.
In the UK, the rules focus on working hours. GOV.UK says you can't work more than 48 hours a week on average, normally averaged over 17 weeks, unless you choose to opt out, and if you're under 18 you can't work more than 8 hours a day or 40 hours a week. Your employer must keep a record that you've opted out. A timesheet makes those limits easy to check.
How to set up a free timesheet, step by step
- Pick a template in the tool your team already uses, such as Excel or Google Sheets.
- Make sure it has columns for day, date, time in, time out and total hours.
- Add a line for the start of each workweek so the weekly total is clear.
- Agree who fills it in and when, such as daily or at the end of each week.
- Save completed timesheets in one folder and keep them for at least two years.
Timesheets for freelancers
If you're self-employed, a timesheet is less about rules and more about knowing where your time goes. Track every client and task for a month, including admin time. You'll quickly see which clients take far longer than you thought and which kinds of work you're quickest at, and that's useful information when you plan your week or scope a new project.
Keep it simple enough to fill in daily. A sheet with the date, client, task, start and finish time is enough. If you find yourself skipping it, switch to a time tracking app that runs in the background instead.
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Make tracking easier
If spreadsheets aren't working for your team, my guide on choosing the right time tracking tool covers the options, and the best HR software for small businesses looks at tools that handle hours alongside everything else.
Run a free timesheet tool that belongs on this list? See how to get it featured.
Paper, spreadsheet or app?
Any of them can work, because the DOL accepts any timekeeping plan that's complete and accurate. Paper is fine for a tiny team in one place, but it's easy to lose. A shared spreadsheet is the sweet spot for most small businesses, since it adds up the hours for you and lives in one place. An app makes sense once you have more people, more locations or more clients to track than a spreadsheet can comfortably handle.
My verdict: start with the DOL's simple day, date, in, out and total hours format in whatever spreadsheet you already use. The fancy template matters less than filling it in every week and keeping the records for at least two years.
Frequently asked questions
Where can I get a free timesheet template?
Microsoft Excel templates, the Google Sheets template gallery and Smartsheet all offer timesheet templates, and the US Department of Labor publishes a simple sample format.
What should a timesheet include?
The DOL's sample format records the day, date, time in, time out and total hours, with a total for the workweek.
Is there a required timesheet format in the US?
No. The DOL says the law requires no particular form for records, but they must be complete and accurate.
How long should timesheets be kept?
The DOL says time cards and work and time schedules should be kept for two years, while other core employment records must be kept for at least three years.
What are the UK working hours limits?
GOV.UK says you can't work more than 48 hours a week on average, normally averaged over 17 weeks, unless you opt out, and under 18s can't work more than 8 hours a day or 40 hours a week.
