Unless it’s a matter of life and death, a letter of permission to be absent from work should be acquired prior to the day one intends to be off. It sends a very good message to your supervisor that you are professional. It is always good to be in the right books with the seniors at work; you never know when the stars cross for you.
It’s advisable to be honest when quoting the number of days you are requesting in the letter. This gives you peace of mind and allows your team back at the office to pre-plan and have everything under control till your scheduled date. For instance, a letter of permission to be absent from work for a day should be written for a day’s leave and not ask for a few hours (say morning session) then you end up staying off work the whole day. Read on and get a few tips on how to draft your letter seeking permission to be off work for a specified period.
Important Points to Note Before Drafting a Letter Seeking Permission to Be Absent From Work
A letter seeking permission to be absent from work is a request and may be denied. Apart from your outlined leave and off days or any other days in the contract, the rest is up to your employer to comply. This is more so when you have exhausted your contracted leave days. It, therefore, comes in handy to know what you can do to influence positive feedback even before you apply. However, this only applies to planned dates. Here are a few tricks to get a yes.
Inform your boss prior
Everyone likes to be in the picture. It’s easier to get a yes when the boss already knows than to surprise him/her with a letter one early morning. If possible, get a one-on-one session with your boss and explain yourself. You can deliberate on the best days with them. Having played a part in this decision, you will definitely get a yes.
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Although some things are too personal to share, try to get your boss to be on the same page with you by explaining the necessity to your level best. This way they can empathize with you and give you the break you require.
Suggest how your work will be done while you are away
One thing that makes bosses deny staff leaves is the thought of work jam. If you approach your boss with a good plan on how work will flow within the period you will be gone, it’s easier to get permission. It also suggests you value your work and couldn’t leave if you didn’t have to.
Give specific dates and stick to them
Being particular helps avoid conflict with the management. It also gives room for those left behind to plan well.
It’s a request; let your tone suggest so
Whether speaking to your boss directly or drafting a letter, use respectful language and tone. It makes work easier for both parties.
Letter requesting permission to be absent from work - How to draft it
A letter of permission to be absent from work should be short and precise. It follows the standard letter format with the only difference coming in the content and tone. Here is how to draft your letter after all the critical points mentioned above are put into consideration.
- Have your address.
- Indicate the address of the recipient.
- Have a subject heading.
- Your body should be straight to the point.
- Sign off respectfully.
Sometimes some offices don’t need all those details, just the applicant’s name, a filled leave/off form and a simple letter.
A sample of letter of permission to be absent from work
To most people, having a copy to relate to works better than following a set of instructions. Below are samples of letters of permission to be absent from work for easier internalizing.
• Requesting to be absent for a few days
P.O BOX 511
4th March 2018
The Human Resource Officer
Vivid Company LTD
REF: REQUEST FOR PERMISSION TO BE ABSENT FROM WORK.
I humbly request you to please allow me to be absent from the office from Friday 23rd to Monday Tuesday 27th this coming month of April as I will be sitting an examination. I have discussed with my team leader how my tasks will be handled and nothing will be put on hold.
I will be grateful if granted this permission.
• Requesting to be absent for a few hours
This can be more of a note than a letter as sampled below;
I kindly request to be allowed two more hours after the lunch break to be away from work as I have some pressing family issues to attend to. I intend to complete the bigger percentage of my work in the morning session to compensate for those two hours.
Hoping for positive feedback, thanks in advance.
Attached below are images of letters seeking permission to be absent from work to increase your scope of choice as you learn this important art to every employed person.