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Letter of Absence from Work | Guidelines and Some Examples

Filed in Articles, Career Guide, careers by on June 29, 2020

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Letter of Absence from Work | Guidelines and Some Examples.

Letter of absence from work: At some point in your career, you may need to take some time off work. For instance, you may have a health problem that requires treatment. Also, you may need to take care of a sick family member.

However, whatever the case, note. If you need extended time away from work, then you should submit a letter of absence from work request. And this is to your employer.

In this article, there are several tips to help you compose a professional letter of absence from work. Thus, pay attention as you read through.

Letter of Absence from Work | Guidelines and Some Examples

Understanding the Essence of of the Letter 

Have you recently been absent from work? Or are you planning to be out in the future? If so, then you may want to write an excuse letter for your boss or HR. In fact, you may be required to document your absence. Some companies mandate that all time off be documented in writing.

However, others require a written note for some absences. Also, it’s best to familiarize yourself with company policy as soon as you know you’ll be off work. And when you do, note. You’ll know that some excuses for missing work are considered more legitimate than others.

For instance, a sick day is probably permissible. However, not if necessitated by overindulging in food or drink. Also, whether  it is company policy to require an absence excuse letter or not, note. It’s always a good idea to document missed workdays.

How to Write a Letter of Absence from Work

Your letter of absence from work can be sent via paper. Also, it can be sent via email. If you send an intra-office letter, then note. You need to include the date. And include the contact information of your supervisor/HR/manager at the beginning.

Follow the format below to write a good letter of absence from work:

  • Your email subject line should contain your name and “Absence Excuse”.
  • Also always begin your letter formally. Like: “Dear Ms. Jones” or “Dear Phyllis.”
  • Additionally, the body of your letter should be brief. And it should be specific. Mentioning the reason for your absence. The date and duration. And if you are including any explanatory documentation. Such as doctor or ER paperwork.
  • Furthermore, use a polite and professional close. Such as “Sincerely” or “Regards.”

However, remember that any business correspondence should look professional. Even in a casual office, use the appropriate format for your letter. And proofread it before sending.

Careless errors reflect negatively on your professional reputation. Thus, you would not want a poorly written absence excuse to become part of your employment file.

Some Sample Letter 

When you are to miss work, note. You need to provide a written excuse for missing work. and it’s fine to keep the letter short and simple. However, just be sure to state the exact date of the absence. And state the primary reason behind it.

Below are some samples of letter of absence from work:

Sample Letter of Absence from Work 1

Date

First Name | Last Name
Title
Organization
Address City, State Zip Code

Dear Mr… (Last name)

Please accept this letter as written notification that I was unable to attend work on August 1, 2019, due to family illness.

Please let me know if I can provide any further information or documentation from our physician’s office.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Sample Letter of Absence from Work 2

Date

First Name | Last Name
Title
Organization
Address City, State Zip Code

Dear Ms… (Last name)

I am writing to document my absence on July 15, 2019. I needed to take my son to have his leg set after an injury in his baseball game the previous night.

Please see attached documentation from the pediatric orthopedist. If you need any additional information, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Some Examples Via Email

Sample Letter of Absence from Work 1

Subject: First Name| Last Name – Absence Excuse

Dear Manager,

Please accept this letter as documentation of my absence on August 9, 2019. I was traveling to and attending my grandmother’s funeral.

If you have any questions, please feel free to contact me. Thank you for your understanding.

Regards,

First Name | Last Name
[email protected]
555-555-5555

Sample Letter of Absence from Work 2

Subject: Roger Bledsoe – Absence Excuse

Dear Mr. Garner,

Please accept this letter as written documentation of my absence on August 30, 2019. As you know, I am in the process of divorce, and I had meetings with my lawyer and financial planner.

I appreciate your support and understanding. If I can provide additional details or documentation, please let me know.

Regards,

Roger Bledsoe

[email protected]
555-555-5555

Sample Letter of Absence from Work 3

Subject: Janet Nathan – Absence Excuse

Dear Ms. Blevens,

Please accept this email as written documentation of my absence yesterday on November 14, 2018. A tree fell on our house during the windstorm the previous evening, and I had to meet with our insurance agent, an arborist, and a roofer.

I appreciate your support and understanding. If I can provide additional details or documentation such as photographs of the damage, please let me know.

Regards,

Janet Nathan
[email protected]
555-555-5555

Key Takeaways

If you’re absent from work, plan to write a letter of absence from work. Though some companies have policies that require these letters, however you should send one in any case.

Also, know that some excuses are better than others. Thus, familiarize yourself with company policy. This is so that you can be sure your excuse is covered.

Additionally, be prompt and professional. Write a formal business letter. Or email and take care to proofread before sending.

CSN Team.

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