If you need to leave your office early, whether it’s for personal reasons or an emergency, you may need to write a letter requesting early closing. Below are some examples of request letter samples for early closing that you can use as a guide for writing your own. You can edit them as needed to meet your specific situation.
Example 1: Doctor’s Appointment
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to a doctor’s appointment. I will need to leave the office at [Time] in order to make it to the appointment on time. I have already made arrangements to ensure that all of my work will be completed before I leave, and I will be available to answer any questions or concerns via phone or email.
Thank you for your understanding.
Sincerely,
[Your Name]
Example 2: Family Emergency
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to a family emergency. I need to attend to a family member’s medical needs and will need to leave the office at [Time]. I have completed all my pending work and have made arrangements for my colleague to cover for me after I leave. I will make sure all my work is completed and up-to-date before I leave, and will be available for any queries or follow-ups via email or phone if necessary.
Thank you for your understanding in this matter.
Sincerely,
[Your Name]
Example 3: Personal Appointment
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to a personal appointment I have scheduled. I will need to leave the office at [Time] in order to make it to the appointment on time. I have already completed all of my work and have made arrangements for my colleague to handle any work that may come up after I leave. I will be available via phone or email for any urgent issues or follow-ups that may require my attention.
Thank you for your understanding in this matter.
Sincerely,
[Your Name]
Example 4: Sick Child
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to my sick child. I need to attend to my child’s medical needs and will need to leave the office at [Time]. I have completed all my pending work and have made arrangements for my colleague to cover for me after I leave. I will make sure all my work is completed and up-to-date before I leave, and will be available for any queries or follow-ups via email or phone if necessary.
Thank you for your understanding in this matter.
Sincerely,
[Your Name]
Example 5: Religious Observance
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to a religious observance. I will need to leave the office at [Time] to attend the observance. I have already completed all of my work and have made arrangements for my colleague to handle any work that may come up after I leave. I will be available via phone or email for any urgent issues or follow-ups that may require my attention.
Thank you for your understanding in this matter.
Sincerely,
[Your Name]
Example 6: Personal Commitment
Dear [Manager’s Name],
I am writing to request an early closing for [Date] due to a personal commitment. I will need to leave the office at [Time] in order to attend to this commitment. I have already completed all of my work and have made arrangements for my colleague to handle any work that may come up after I leave. I will be available via phone or email for any urgent issues or follow-ups that may require my attention.
Thank you for your understanding in this matter.
Sincerely,
[Your Name]
Tips for Writing a Request Letter Sample for Early Closing
When writing a request letter for early closing, there are some tips to keep in mind to ensure that your letter is clear and effective. These tips include:
- Be polite and professional in your tone.
- Explain the reason for your early closing request clearly and concisely.
- Offer to complete all your work before leaving and make arrangements for someone else to handle any urgent work that may come up after you leave.
- Provide your contact information so that you can be reached in case of an emergency or follow-up questions.
- Proofread your letter carefully before sending it to ensure that there are no mistakes or typos.
Frequently Asked Questions
Q: Do I need to provide a reason for my early closing request?
A: Yes, it’s important to provide a clear and valid reason for your early closing request. This will help your manager understand why you need to leave early and make appropriate arrangements for your workload.
Q: How far in advance should I submit my early closing request?
A: It’s best to submit your early closing request as soon as you know you need to leave early. This will give your manager enough time to make arrangements for your workload and ensure that your early departure does not create any issues for the team.
Q: Should I mention my early closing request in person to my manager before submitting a letter?
A: It’s always a good idea to speak with your manager in person before submitting a request letter for early closing. This will allow you to explain your situation in more detail and ensure that your manager understands your reasons for the request.
Q: Can I request early closing on a regular basis?
A: It’s best to avoid making frequent requests for early closing unless it’s absolutely necessary. If you have a valid reason for needing to leave early on a regular basis, it’s best to discuss this with your manager and come up with a solution together.
Q: What should I do if my request for early closing is denied?
A: If your request for early closing is denied, it’s important to remain professional and respectful. Try to work with your manager to find a solution that works for both of you, such as adjusting your schedule or finding someone to cover for you.
Q: Do I need to provide a doctor’s note if I’m leaving early due to illness?
A: It’s always a good idea to provide a doctor’s note if you’re leaving early due to illness. This will help to ensure that your manager understands the severity of your condition and can make appropriate arrangements for your workload.
Q: Should I mention my colleagues in the letter?
A: No, it’s not necessary to mention your colleagues in the letter. Simply state your reasons for needing to leave early and provide a clear plan for completing your work before you leave.
Conclusion
Writing a request letter for early closing can be a straightforward process if you follow these tips and examples. Remember to be polite and professional in your tone, provide a clear and valid reason for your request, and offer to complete all your work before leaving. By doing so, you’ll increase your chances of getting your early closing request approved and maintaining a positive relationship with your manager and colleagues.