Change of working hours letter to employer template
Adjusting your work schedule may require you to inform your employer in writing. A clear and concise letter can make this process smooth and professional. Start by addressing the letter to your direct supervisor or manager, specifying the changes you request.
Include the date when the changes would take effect and explain briefly why the adjustment is necessary. If applicable, offer flexibility or alternative solutions to show your willingness to work with the employer’s needs. Keep the tone respectful and straightforward.
Example of a letter:
Dear [Manager’s Name],
I am writing to request a change in my working hours starting [date]. Due to [reason for change], I would like to modify my schedule as follows: [new schedule details]. Please let me know if this arrangement works for you or if adjustments are needed.
Thank you for considering my request. I look forward to your response.
Best regards,
[Your Name]
Sure, here’s the revised version:
To notify your employer about changes in your working hours, clearly state the specific alterations in your schedule. Provide precise dates and times to ensure no confusion. If necessary, explain the reason for the change, but avoid unnecessary details. It’s crucial to maintain a professional and polite tone throughout the letter.
Key points to include:
- Start with a direct subject line, such as “Change of Working Hours.”
- Address the recipient respectfully, using their proper title.
- State the new working hours, including specific start and end times.
- If the change is temporary, mention the duration and any expected return to normal hours.
- Offer to discuss the changes further, if necessary, and express your willingness to adjust as required.
Example:
“Dear [Employer’s Name],
I hope this message finds you well. I am writing to inform you that, due to [reason, if applicable], my working hours will be changing starting [date]. My new schedule will be [new hours]. I will ensure that all tasks are completed as per usual during this period. If you have any questions or need further clarification, I am happy to discuss this with you.”
Remember to send the letter well in advance, allowing your employer time to accommodate the change. Be polite and express your gratitude for their understanding.
- Change of Working Hours Letter to Employer Template
To formally request a change in your working hours, use the following template. Customize the details according to your situation to ensure clarity and professionalism in your communication.
Template
Dear [Employer’s Name],
I am writing to request a change in my working hours, effective [desired start date]. Due to [briefly explain reason, e.g., personal commitments, changes in transportation schedules, etc.], I would like to adjust my hours from [current hours] to [requested hours]. This adjustment would help me maintain optimal performance while accommodating my current needs.
I believe this change will not affect my overall responsibilities and will allow me to contribute efficiently to the team. I am happy to discuss this further and work out any necessary details to ensure a smooth transition.
Thank you for considering my request. I look forward to your response.
Sincerely,
[Your Name]
[Your Position]
Points to Consider
- Be clear and concise about the hours you are requesting.
- Provide a valid reason for the change to help the employer understand your situation.
- Offer to discuss any adjustments or accommodations that may be needed.
- Ensure the tone remains respectful and professional throughout the letter.
Begin with a polite but direct opening. State the reason for requesting the change in working hours. Be concise and clear, outlining the specific hours you wish to adjust.
Key Elements to Include
Ensure the letter includes these crucial points:
| Element | Description |
|---|---|
| Opening Statement | Clearly express your request and reason for the change. |
| Proposed New Schedule | Specify the exact hours or shift you want to change to. |
| Justification | Explain why the adjustment is needed or beneficial. |
| Timeline | Provide a timeline or proposed start date for the change. |
| Closing Statement | Thank the employer and indicate your availability to discuss further. |
Final Steps
End the letter by reiterating your gratitude and willingness to discuss the matter. Maintain a tone of professionalism and openness to further dialogue.
To ensure your request for changing working hours is clear and professional, focus on including these key elements in your letter:
- Clear Subject Line: Make the purpose of your request obvious from the start. Example: “Request for Change of Working Hours”.
- Introduction: Begin with a brief statement introducing your request and why you’re making it. Be polite and straightforward.
- Specific Change Details: Clearly state the changes you are proposing. Specify the days and hours you want to work, along with any reasons that support the adjustment.
- Impact on Work: Explain how the change will not affect your productivity or the quality of your work. Assure your employer of your commitment to your responsibilities.
- Flexibility and Willingness: Show that you are open to discussing the change. For example, you might offer to trial the new hours to see if they are effective for both parties.
- Request for Confirmation: Politely ask for confirmation of the change and any next steps you need to take.
- Thank You: Close with gratitude, expressing appreciation for the employer’s time and consideration of your request.
Additional Considerations
- Professional Tone: Keep the tone respectful and professional throughout, regardless of the nature of the request.
- Timing: Submit the letter well in advance to allow your employer time to review and consider your request.
Be concise and precise in your request. Clearly state the new working hours you propose, specifying both the start and end times. For example: “I request to change my working hours to 10:00 AM to 6:00 PM, beginning on [specific date].” This avoids confusion and makes your request easier to process.
Maintain a polite tone throughout. Use phrases like “I would appreciate it if…” or “Please consider…” to show respect for your employer’s decision-making process. This ensures your request is seen as courteous and considerate.
Provide a reason for the request only if necessary. If it’s relevant to the change, briefly explain why you are requesting the adjustment. Keep this explanation straightforward and to the point, such as, “Due to [reason], I find the adjusted hours more suitable for my current needs.”
End the letter with gratitude. Express thanks for your employer’s time and consideration, reinforcing your professionalism. A simple “Thank you for considering my request” shows respect and appreciation.
Clearly address any potential issues your employer might have with the proposed change in working hours. Start by acknowledging their possible concerns about productivity, scheduling conflicts, or team coordination. Offer reassurance by explaining how these changes will not interfere with your responsibilities or negatively affect the team’s workflow. Highlight your commitment to maintaining the same level of performance and teamwork, and be specific about how you plan to handle any challenges that may arise. Consider suggesting trial periods or flexible arrangements to demonstrate your adaptability and reduce any apprehension.
If the change in hours might impact your availability for meetings or collaborative tasks, offer solutions like adjusting your schedule or being accessible during key times. Address concerns about workload by explaining how you plan to stay on top of tasks, possibly by using tools for better time management or communication. Showing that you’ve thought through the details and can effectively manage the change will help reassure your employer that you remain a reliable and valuable team member.
If your request for a change in working hours is denied, start by seeking clarification. Understand the reasons behind the decision to identify whether there are any specific issues that could be addressed. You may want to ask for constructive feedback to improve your chances of a successful request in the future.
Consider suggesting alternatives. If your initial proposal was not feasible, propose a compromise that might better suit both your needs and the company’s operational requirements. Showing flexibility could improve your position when reapplying.
It is also worth exploring any company policies regarding work hour adjustments. Familiarize yourself with the internal guidelines and determine whether your request aligns with existing practices. If there is room for interpretation, you might present a stronger case in your next conversation.
If the rejection seems to be based on a misunderstanding, calmly present any supporting evidence or facts that clarify your situation. This could include work performance data or specific examples of how a change in hours might benefit your productivity.
Finally, if you feel your request was unjustly rejected, consider discussing the matter with HR or a higher manager. Make sure to maintain a professional and respectful tone while clearly presenting your perspective.
Wait for at least 3 to 5 business days after submitting your hours change request before following up. This gives your employer enough time to review and process your request. If you haven’t received any response within this period, it’s appropriate to send a polite follow-up email.
Timing of Follow-Up
Ensure that your follow-up is respectful of your employer’s schedule. Avoid following up during weekends or holidays. If your employer has a typical response time or a set of procedures, consider that as a guide for when to reach out again. Being patient reflects professionalism and understanding of their workload.
What to Include in the Follow-Up
When following up, briefly restate the request and express your willingness to discuss any concerns. Include any additional details if necessary, and make it clear you’re open to meeting or discussing the changes further. Keep your tone respectful and concise to maintain a positive interaction.
When communicating a change in working hours, it’s crucial to maintain clarity and professionalism in your letter. Start by stating the exact hours the employee will now be expected to work. Ensure you highlight any changes in the schedule, including specific start and end times, as well as any shifts in days or breaks. Mention if the change is temporary or permanent, and specify how long it will last if applicable. Keep the tone respectful and polite to ensure smooth communication and avoid misunderstandings. Offering assistance or flexibility during the transition can also help maintain a positive relationship with the employee.