You may need to leave work early on occasion because of personal obligations or needs that conflict with your job schedule, You would file a permission letter asking for early leave in such circumstances. Knowing the value of and what should be in a permission letter can be helpful should you ever need to leave the office early.
In this post, we go over the purpose of early leave authorization letters, the significance of requesting such authorization, the procedures involved in creating one, as well as an example letter to use as your writing model.
What is a permission letter for early leave?
You can ask your boss for permission to end the workday earlier than the scheduled time by submitting a letter or email. Early leave would enable you to leave the job at any time before the eight or nine hours that many firms consider to be a typical workday. An employee could need to leave the office early for a number of reasons, including but not limited to sudden illness, doctor’s visits, family responsibilities, and chores around the house.
An early departure authorization letter could include the following:
- The day when your early leave took effect
- The hour when you must depart
- Why you should depart promptly
Early leave is frequently requested on the same day. However, it’s a good idea to submit the permission letter as soon as you can if you know that you must depart early on a specific date.
The importance of asking for permission to leave early from the office
Asking for approval to leave the office early is crucial for a number of reasons, including the following:
You have an obligation as an employee to abide by all rules set forth by your employer, including those pertaining to working hours. A supervisor must give their consent before deviating from the agreed-upon schedule in order to avoid being penalized. A letter of authorization starts the approval procedure and guarantees that you have formal documentation of the leave you are granted for missing work for a specified period of time.
It’s considerate and professional
A permission letter serves as a notice that permits your manager and your coworkers to cover your shift and/or work if you request early departure before the applicable date. If there are deadlines on or around the day you leave, they can assist you in finishing your work by taking over some of your responsibilities or changing the schedule. No one is required to assume obligations for which they are unprepared as a result.
Additionally, it shows professionalism to take the time to write an official business paper or email. It shows your respect for your supervisor’s authority, awareness of your coworkers’ demands, and understanding of the need for them to modify your account.
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It provides documentation
An official business letter requesting an early leave of absence is correspondence regarding an issue that has an impact on business operations. As a result, your boss is probably going to keep a record of it and further detail whether they approved or denied your request. You can provide your initial letter and any messages your supervisor sent in response if you need to later demonstrate that you were granted permission to leave early.
How to write a permission letter to leave early
A written letter of authorization for an early departure can be delivered in person to your supervisor or transmitted electronically through email. Select the choice that most closely matches your needs.
You can omit steps two through five if you decide to send your request as an email. If not, follow these instructions on how to draught a letter granting authorization for an early departure:
1. Review your employer’s policy
Consult your employer’s early departure policy before starting to write to be sure you’re following all the guidelines. Your employment contract should contain all the information you require. If there isn’t a clear early departure policy, you can look at the absence policy to see if you can use the procedure in your situation. As an alternative, you might enquire with a management or HR representative about what to do.
2. Include your contact information
The sender’s contact information, which identifies the person making the request, is always included in business letters. Write the following information in the following order at the top left-hand corner of the document:
- Your name
- Your phone number
- Your email address
Alternatively, you may put all of the aforementioned information in a header that has your name clearly shown on one line and the rest of the details grouped together beneath it.
3. Include the date
Write the date you’re submitting the letter two lines below your contact information. The date is included in the business letter format, but it’s also crucial for proving when your request was made. In most cases, the date serves as proof that you have cooperated with your employer’s early leave policy if it calls for advance notification.
4. Include your supervisor’s contact information
Your supervisor’s contact information, which identifies the individual approving or denying your request, is the last piece before you start drafting the letter. The following information should be written on separate lines two lines after the date:
- Supervisor’s name
- Supervisor’s title and the name of the organization
- Supervisor’s phone number
- Supervisor’s email address
Include your supervisor’s professional title, if any, after their name. If they have an extension, don’t forget to mention it in the phone number.
5. Include a subject line
The subject line, which serves as the title of your letter or email, provides a brief summary of the message’s content. The subject line should be written in a letter format two spaces after your supervisor’s contact details. Use one of the following suggestions:
- Re: Request to leave the office earlier
- Re: Permission to leave early from the office
The subject line for an email goes in the email interface’s subject area. Since the topic field is totally independent of the message body, you can skip the “Re:” sign.
6. Use a professional salutation, addressing your supervisor
Use the salutation “Dear” along with your supervisor’s name and a comma when writing business letters. Generally, use your supervisor’s last name and preferred honorific when addressing them. The salutation can also be written without the word “Dear” and just include their last name and honorific, with the colon in place of the comma.
7. Write the body
A letter of approval for early leave usually just has one to three succinct sections, as follows:
- First, Right away state that the purpose of your letter is to request authorization to go early. Give your request’s particular justification and supporting information, such as the relevant date and the precise time you must depart.
- Second, assure your boss that your absence won’t have a negative effect because you’ve taken the necessary steps to ensure your task is finished.
- Third, express your gratitude to your boss for their consideration and understanding. Include ideas on how they might contact you with a response.
You can combine all of the aforementioned components into a single paragraph if you’d like. To improve readability, consider making each into its own paragraph.
9. Sign off on the letter
The complementary closure and your signature, each on a separate line, make up the sign-off. After the complimentary close, a comma should be used. Typical examples are:
- Best regards,
If you’re submitting a paper document, sign your name underneath the close. In an electronic document or email, type your name instead.
10. Proofread and revise
Before sending your letter, go through it one last time to check for errors. Doing so will help to guarantee that your supervisor understands your request in its entirety. Look for mistakes like misspellings and grammatical faults, and fix any you notice. Pay close attention to the day and time you specify for your leave to ensure accuracy.
Sample permission letter to leave early from the office
June 12, 2022
Ms. Rekha Yadav
Editor-in-Chief, Omni Publishing
Re: Request for early leave
Dear Ms. Yadav,
In order to take my dog to the vet for urgent surgical treatment on June 12, 2022, I need permission to leave the office early.
I am aware that this is a last-minute request, but I really appreciate your thoughtfulness. You may contact me by phone, email, or in person today or tomorrow to discuss this subject.
Subject line: Request to leave early from the office
In order to leave work early on September 28 and make it to a doctor’s appointment across town, I’m writing to ask for permission. I would need to depart as soon as possible, preferably by 2 p.m.
I’ll make sure I don’t have any deadlines left over by this time, and I’ll be able to make up the hours I missed after I get back from my appointment. I appreciate you giving my request some thought.
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