What are excuse letters?
When an employee takes an unplanned leave from work, they are required to provide an excuse letter to their employer or the head of their respective department. This formal letter involves the employee informing their senior of the reason for their sudden absence from work and when they are expected to return to work.
The organizations allow different kinds of leaves to their employees, however, the leave system may vary from an organization to other. Most organizations provide paid leaves and sick leaves separately and any other leaves from work are non-paid. In order to avail leaves, the employees pre-plan their absence by informing their respective head of the department or the Human Resources department through the provided leave application form or an email.
Why excuse letters are important?
Before or after availing a leave, depending on the circumstances, the employee needs to inform their organization of their absence as well as the reason for the leave. This helps the employee keep a safe and formal relationship with their organization and it also excuses them for missing work or being unreachable when needed.
Furthermore, the organization keeps a track record of the employees and their presence and work performance. If the employee makes decisions that go against the policies of the organization such as uninformed absences, the employee’s performance levels decrease and might make the organization take disciplinary action against the employee.
Who and when do you send excuse letters to?
Depending on the circumstances, the employee is to inform their manager before their absence. If the employee plans on taking a day or few off from work in the near future, they need to send an email explaining why they need to take the time off, when they are going to take the leave, the duration of the leave and the date they are expected to return.
In some cases such as emergency situations, the employee must at least send a text message or contact their manager through a phone call regarding their sudden absence. Later, it is recommended for the employee to send a written email, explaining their absence and when they are expected to return. This acts as a proof of the employee sending a sudden leave application.
Different types of excuse letters
Employees may take leaves for different reasons for different durations. Below are some examples of absence excuse letters:
Reason: Sickness
Dear ‘Name of Manager’,
I am sending this letter as an application for my sudden absence from work. On the morning of ‘Date’. I woke up feeling bad and had to visit the doctor.
At the doctor, I found out that I was sick with a temperature and the viral flu. Due to my unstable condition, I was not able to attend work and decided to avail my sick leave. The doctor has advised me a two days bed rest as the flu is causing me to feel faint. I am expected to return to work on ‘Date’. I have attached the doctor’s note with this letter for reference.
I will try to keep up-to-date with work by checking my email.
Sincerely,
Name of Employee
Name of Department
Reason: Emergency
Dear ‘Name of Manager’,
Please acknowledge this letter as an application for my sudden absence from work.
On ‘Date’, I was unable to attend work. In the early hours of the morning, I had to leave town due to a sudden death of a relative. I will be returning to work after the funeral on ‘Date’.
Please feel free to contact me for any work related queries.
Sincerely,
Name of Employee
Name of Department
Reason: Personal
Dear ‘Name of Supervisor’,
I am sending this letter as an application for my leave on ‘Date’.
Due to some personal family matters, I was unable to attend work. However, they have been resolved and I will be returning to work on ‘Date’.
If you have any questions, please feel free to contact me.
Sincerely,
Name of Employee
Name of Department
