When some employees are absent for various reasons without notifying their supervisor or manager, they do not know how to make their point. Others also find it difficult to request a short leave when they have a number of personal issues to settle.
The impact of your absence depends largely on the nature of your work and the policy in place at your place of work. Your absence, especially if it is not announced in advance, can be very expensive for your organization. Therefore, before making the decision to be away, think about it. If this is to happen or has happened, using email to apologize or explain to your supervisor is a great way to communicate effectively and quickly.
Before writing a justification email
This article aims to show how an employee with one or more legitimate reasons can justify his need to be absent or the reason why he could not be present at his post. As an employee, it is important that you are sure of the possible consequences of an absence without leave. There is no guarantee that your apology email will receive a favorable response. Likewise, there is no guarantee that when you write an e-mail requesting time off from work, it will be positively received.
However, when you must be absent for urgent reasons and you cannot reach your boss, it is essential to write an email as soon as possible containing the precise reasons for this absence. Likewise, when you know in advance that you need to deal with important personal or family issues, it is wise to compose an email containing your apologies for the inconvenience and a few clarifications if possible. You do this in the hope of minimizing the impact of your personal life on your job.
Finally, make sure you are familiar with your company's policy and protocol on how to be absent from your group. The company can make certain concessions in the event of an emergency and provide a way to manage them. There will likely be a policy on the number of days between when you need to apply and the days you'll be away.
Guidelines on writing the email
Use a formal style
This email is official. It should be written in a formal style. From the subject line to the conclusion, everything should be professional. Your supervisor, along with everyone else, expects you to express the seriousness of the situation in your email. Your case is more likely to be heard when you write such an email in a formal style.
Send the email early
We have already stressed the importance of respecting the company's policy. Also note that if you need to write an email containing a professional excuse, it is important to do so as soon as possible. This is especially imperative when you have failed and you have not come to work without permission. Notifying your boss early after an unjustified absence can avoid a warning. By notifying you well in advance of the case of force majeure in which you find yourself, you will help the company to choose an appropriate replacement or to make arrangements.
Be concise with the details
Be brief. You don't need to go into the details of what happened that led you to not be there or to be away soon. Just mention the important facts. If you ask for permission in advance, indicate the day(s) you intend to be absent. Be specific with dates, don't give an estimate.
Offer assistance
When you write an excuse email for being away, be sure to show that you care about the productivity of the company. It's not okay to just say you'll be away, offer to do something that will lessen the effects of your absence. For example, you can do this when you return or talk to a colleague to replace you. Some companies may have policies such as salary deductions for days away. Therefore, try to fully understand the company policy and how you can work with it.
Email Example 1: How to Write an Apology Email (After You Miss a Day of Work)
Subject: Proof of absence from 19/11/2018
Hello Mr. Guillou,
Please accept this email as official notification that I was unable to attend work on November 19, 2018 due to a cold. Liam and Arthur took my place in my absence. They accomplished all my assigned tasks for that day.
I apologize for not being able to communicate with you before leaving work. I'm sorry if there was any inconvenience to the business.
I have attached my medical certificate to this email.
Please let me know if you need any further information.
Thank you for your understanding.
Sincerely,
Ethan Gaudin
Email Example 2: How to Write an Apology Email for a Future Absence from Your Job
Subject: Managing my absence day 17 / 12 / 2018
Dear Madam Pascal,
Please accept this email as official notification that I will be absent from work on December 17, 2018. I will be appearing as a professional witness in court that day. I informed you of my summons to court last week and the imperative need for me to be present.
I made an agreement with Gabin Thibault from the IT department, who is currently on leave to replace me. During court breaks, I'll call to see if he needs any help.
Thank you.
Sincerely,
Emma Vallee
