If you have recently missed work or are planning to take a leave, you should always write to your boss and inform him about it. You should mention the duration of the leave and why you have missed work.
Whether required or not, writing a letter for workplace absence is a good idea because it shows that you take your work seriously. Moreover, if any discrepancy arises, it will help maintain a record of your work leaves.
If you are planning on taking leave just for one day, a brief letter of absence excuse will work. If you are planning on taking leave for a week or so, you need to write a detailed letter specifying your reasons. You can also attach your medical reports with the letter if the leave was for medical reasons or any court documents if the absence is due to jury duty.
Moreover, if your company allows you to take paid sick leave, you can fill out the form beforehand and attach it to your letter and medical reports so your salary is not deducted because of the leave.
What should be included in an absence excuse letter?
The most important thing to remember while writing an absence excuse letter is to write things that fit your circumstances. Avoid fabricating reasons for the leave. Be truthful and state the exact reasons for your missing work. Avoid copy-pasting anything generic from the internet, as it would seem as if you’re uninterested and unprofessional. If your company has a specific format for such letters, please follow that.
The following points should be considered while writing an absence excuse letter:
- Mention specific dates on which you won’t be available and the exact date on which you will rejoin.
- You can attach any documents with your letter that will provide proof of your leave, such as medical reports and court documents. This step is optional and subject to document availability.
- You should offer to compensate for the missed work overtime later or in any other way possible. You can recommend having an employee fill in your place, which can be compensated by you filling his place sometime later.
- You can provide an alternate contact number or email through which you can be contacted in case of emergency.
- Be respectful of the leave, and don’t abuse it. Don’t take unnecessary days off work, and don’t extend the leave beyond what is needed.
Sample Letter
To Mr. Simon Green.
Senior Manager HR
Lockwood East Company
28th August 20XX
Subject: Workplace Absence Excuse Letter
Dear Mr. Green
I am writing to inform you about the leave I wish to take for a few days due to poor health. I will be unavailable for work from 1 September 20XX to 10 September 20XX. Moreover, I won’t be available for remote work either, as the doctor has recommended limiting my screen time to less than an hour a day. I will rejoin the office on 11 September 20XX.
I have spoken to my coworker Karen, and she is willing to take over my work in my absence. I apologize for any inconvenience, and I am willing to compensate for any missed work later. I have attached my medical documents and doctor’s note with this letter stating my health condition.
Please let me know if there’s anything I can help with to arrange work during my absence. I would be glad to help in any way possible. In case of an emergency, you can contact me at +[X].
Thank you very much for your consideration.
Julie Anne
Signatures.
