How To Write A Letter Of Permission To Be Absent From Work- No matter how hardworking or dispensable you may be at your workplace, there would be times that you will have to be away from work . Organizations understand this and that is why most of them have policies guiding such times. However, it doesn’t just happen automatically, there must be a formal request. It implies if you must be absent from work for any reason, you must present in a request in the form of a formal letter.
Trying to write a formal letter sometimes can really be like cracking a hard nut. Most especially when you are under pressure with a lot of tasks to do. Putting up a badly written letter in such times when need arise is not an option at all. You can’t say, “Hey boss, am really tired today, I am just going to write this letter anyhow”. You don’t even want your boss to see you as inefficient.
This is why this article is put together. Everything you need to know about how to write a letter of permission to be absent from work is contained in this post. All you need do is to read to the end and thereafter put pen to paper to write.
So lets get started
How To Write A Letter Of Permission To Be Absent From Work
What To Keep In Mind When Writing A letter Of Permission To Be Absent From Work
Keep your letter professional
Don’t write like you would normally to a friend , sister, wife , husband, pal, etc. Avoid using slangs or informal vocabulary. Use professional terms. Even if your boss that would read the letter is your close pal, still remain professional.
Keep it short
When writing, keep your letter short. Go straight to the point, avoid perambulating. Remember, the personnel reading your letter has a lot of other tasks to do. Most likely He/She is just going to quickly scan through the letter. Therefore, avoid telling long stories.
Avoid Grammatical errors
Don’t let your employer start thinking of reviewing your employment because of a badly-written letter. Don’t let him regret having you on his team. After writing your letter, be sure to free it of every grammatical errors. There are some tools online that can you can use to edit your letter after composing. Examples of this tools include grammarly and others.
Write in simple and clear terms
When presenting a letter of permission to be absent from work, ensure you write in clear and simple terms. Don’t write to dazzle or bamboozle your boss using big grammars. Don’t prove anything to anyone. Just write in simple English.
Check for compliance
Check if your request is in compliance with company’s standard. The requests that comply with company’s regulations are more likely to be granted than those that deviate from it.
What Should Your Letter Of Permission To Be Absent From Work Contain
In writing a letter of permission to be absent from work, the following must be present in such letter:
Contact
You should include in your letter your contact, address, phone number and email.
Date
This should be the date you are writing the letter
Address of recipient
Here , you use the address of your office, since your boss is in the same office as you. But in a case where your boss is another branch, then use the address of that particular branch.
Subject of the letter
This is also known as the heading of the letter. It reveals the purpose of the letter. As much as possible, make it short, simple and explicit. Use clear terms that convey your message. Ensure it is bolded or underlined.
Salutation/ Greeting
This should be Dear Sir/ Ma. It can also be Dear Madam Nene (name of your boss).
Body
This should contain the main purpose of writing the letter. You should state clearly in writing why you would be absent from work, duration and when you intend to resume back to work.
Closure
Always close the letter with your name and signature.
More Tips on How To Write A Letter of Permission To Be Absent From Work
Write and present your letter early enough
Don’t wait until the last minute e.g a day to when you will be absent from work will be too late a time to start requesting, except it is an emergency. There is a probability that the personnel that will approve the letter may not be even get to see the letter until maybe two days later after submission. So, the earlier, the better.
Inquire from older colleagues
If you are requesting for such for the 1st time, you should find out from your older colleagues how it is being done. Every organization has its own modality and specialty.
Don’t abuse the opportunity, be wise!
Because opportunities are available for leave does not mean you should misuse such. Let it be on extremely important occasions that you ask for leave. If you are fond of asking for leave all the time, don’t be surprised if after sometime, your requests are being turned down. Or someday, on resumption from a leave, your position has been replaced with another serious fellow. Be wise!
Make adequate preparations before leaving
Meet with your colleagues / team members before proceeding on a leave. Discuss with them , how they can help in covering up for you while you are away. Don’t wait for the management/ your boss to do so for you. Moreso , when you make adequate plans, you will be at rest, while you are away.
Be reachable, even while away from work
Don’t because you are on leave, switch off your phone . Your colleagues or your boss may need to reach you to get some information from you. Don’t keep them stranded because you are not reachable.
What Should I Do In The Event Of An Emergency ?
There are instances of unplanned, impromptu leave. Maybe a sudden occurrence like your wife falling into labour , taking care of a sick child, etc. There will obviously be no time to come and start writing a letter of request to be absent from work. However, you can still put a letter to your boss. In the letter, you should first apologize for your sudden absence . And then proceed to explain reasons for your absence and when you intend to resume back to work.
Sample Letters of Permission To Be Absent From Work
Sample 1
Ade John
Gwarki Lane,
Abuja.
23rd June, 2020
The Human Resources Manager,
Nestle Nigeria Plc,
Abuja.
Dear Sir,
Permission to be Absent From Work
I write this letter to seek for permission to be absent from work on Tuesday, July 2nd 2020. I have a doctor’s appointment to meet up with on the said day. I will be back to work on Wednesday, July 3rd 2020.
In the meantime, I have discussed with Mr Bisi to help out with my duties while am away. I apologise for any inconvenience this may cause.
Thanks for your favourable consideration
Yours Sincerely
Ade John
(Signature)
Sample 2
Edet Effiong
Ikot Ekpene way,
Calabar.
20th October, 2020
The Director,
Kings Educational Services,
Cross River State.
Dear Sir,
Request For Leave of Absence
Please accept this letter as my official leave of absence slated for. The reason for absence is to attend my ICAN induction slated to hold between 2nd and 3rd November 2020 in Abuja. I would be back to work fully on November 4th, 2020.
I already discussed with Mr Akpan and he promised to help with my responsibilities while am away. I apologize for any inconvenience this may cause the organization.
Thanks for your consideration
Yours Sincerely,
Edet Effiong
(Signature)
Sample 3
Christy Lane
Railway road,
Enugu.
2nd April, 1995
Head of Operations
Access Bank,
Nkwalugu, Enugu State.
Dear Ma,
Permission to be absent from work
I am writing to seek permission to be absent from work on the 9th of April 1995. My son is being slated for a medical procedure on that set day.
I apologize for any inconvenience this may cause the bank.
Thanks for your understanding
Yours Sincerely,
Christy Lane
(Signature)
Sample 4
Ben George
Agric Road,
Igando, Lagos.
2nd November 2022
The Manager,
Sweet tasty kitchens,
Igando, Lagos.
Dear Sir,
Request for permission to be absent from work
I write to seek for permission to be absent from work on the 18th and 19th of November, 2022. This is to enable me attend the final burial of my grandmother in my hometown, Imo State.
I already spoke with Ugochukwu, the Kitchen assistant to help with my work while am away. I would be fully back to work on the 20th of November, 2022. I apologize for any inconvenience my absence may cause.
Thanks for your favourable consideration,
Yours Sincerely,
Ben George
(Signature)
Conclusion
A badly written letter can misrepresent you before your boss. Therefore, it is expedient you take heed to what has been shared in this article on how to write a letter of permission to be absent from work.
Frequently Asked Questions
What are some acceptable reasons from being absent from work?
- Medical Appointments
- Accidents
- Personal Illness
- Illness of a child or spouse
- The death of a loved one
- Car problems/ commuting problems
- Emergency
- Other reasons
How do I inform my boss that I will be absent from work?
You can do this by writing a formal letter to seek permission to be absent from work. How to do has already been shared in this post
Reference
- www. arrowstaffing. com – How to tell your boss you are going to miss work
- www. schoolings. org – Sample letter of permission to be absent from work- How to work
READ ALSO
