3. Notify your team
Before writing the letter, check with your teammates to make sure that your duties will be handled while you are away. This ensures that your work wont stop and demonstrates responsibility. To make sure deadlines are met and workflow is uninterrupted while you are away, it is advised that you plan who will handle your workload—and how—during that time.
4. Be professional
Don’t go into great detail about your plans for your free time. Since this type of letter serves as the foundation for further correspondence, keep the details succinct. Include only essential information that is pertinent without compromising your integrity.
5. Request to work remotely
Consider working from home if you are unable to physically attend work rather than taking time off. You might be able to save your allotted vacation time by doing so. Your adaptability and desire to assist in any way possible will be valued by your manager and coworkers.
6. Be accessible
Try to be accessible if your team or supervisor needs you while you are away. Giving the team access to your email, phone number, and general response times can help them handle urgent tasks and foster continuous workflow.
7. Write your letter promptly
You give the business time to rearrange the schedule and make the necessary adjustments before, during, and after your absence by submitting your absence letter as soon as you can to ensure a smooth operation without your direct input. You should notify your employer of your absence as soon as possible.
How to write a work absence letter
The letter of absence should be specific and easy to understand when addressing your supervisor. Briefly explain your absence from work to your boss in the message. Here are some pointers for creating a strong letter of absence justification.
1. Ensure the reason is legitimate
There are a number of reasons why you might need to leave work unexpectedly, some of which your boss might not consider to be good ones. Common legitimate reasons for an excused absence include:
You might occasionally have scheduled excused absences as well. Examples include:
2. Refer to your employees guidelines
Every company has clear processes and reasons for missing work. Before writing your letter, you should confirm the policies from the employee handbook. When a letter is necessary, the organization specifies what it should say and who should receive it.
Example 1
Here is an example of a letter requesting a leave of absence due to a family issue.
August 21, 2021
Kenneth James Procurement Associate Procurement Corp. 165 Main Street Houston, TX 77000.
Dear Mr. James,
I’m writing you this letter to let you know that I’ll be absent from work starting on Thursday. As previously mentioned, my daughter will undergo a minor procedure on Monday, August 27. Attached is the doctors note for your review. From Thursday, August 24, to Tuesday, August 28, I anticipate being away.
Diane Cate agreed to take over the weekly report, which is one of my responsibilities, after consulting with my team. Derrick Johnson will also keep me informed of any urgent tasks that require my response.
If you have a pressing matter that needs my attention while I’m away, kindly let me know. Thank you for your understanding.
Regards,
Susan Thomas
Here is an illustration of the same email-based excuse for absence:
Subject: Kenneth James – Absence Excuse
Dear Mr. James,
Accept this email as notice that I’ll be gone starting on Thursday. As previously mentioned, my daughter will undergo a minor procedure on Monday, August 27. Attached is the doctors note for your review. From Thursday, August 24, to Tuesday, August 28, I anticipate being away.
Diane Cate agreed to take over the weekly report, which is one of my responsibilities, after consulting with my team. Derrick Johnson will also keep me informed of any urgent tasks that require my response.
If you have a pressing matter that needs my attention while I’m away, kindly let me know. Thank you for your understanding.
8. Be honest
Always be truthful when giving excuses for missing work. If you require a vacation or a personal day, speak with your manager. Share any information that you believe is diverting your attention while maintaining your professionalism.
Example 2
A sample leave of absence letter before missing work is provided here:
August 21, 2021
Kenneth JamesProcurement Associate Procurement Corp. 165 Main Street Houston, TX 77000.
Dear Mr. James,
I’m sending you this letter to let you know that I won’t be in the office from January 3–7, 2020. The professional development seminar we discussed last week is something I’ll be attending.
I’ve planned to check my email regularly throughout the workday and call my team once a day to check in.
If you have any inquiries about my anticipated absence, kindly let me know. I appreciate the chance to advance my professional abilities and educate my teammates.
Regards,
Susan Thomas
Example 3
Here is an illustration of an email requesting an absence due to a crucial appointment:
Subject: Kenneth James – Absence Excuse
Dear Mr. James,
Accept this email as notice that I won’t be available on August 27. I need to take a personal day off because I have a pressing matter to take care of. Please let me know if this will work for you and if you require any additional information.
I’ve started my day’s tasks early in order to finish them.
Thank you for your understanding.
Application Excuse Letter for Sick Student
FAQ
How do you write an excuse letter for absence?
Respected Sir, I am sorry to inform you that due to a cold and fever, I was unable to attend class from (Date) to (Date). I was not in a fit state to attend school at that time. With my father, I had visited the clinic for a checkup.
How do you write a good excuse letter?
Dear Mr. /Ms. Last Name: Please take this letter as official notice that I was ill and unable to report to work on December 20, 2021. The tasks for this week that I missed while away are already done.
