While at work, you get bugged by something which you do not like by your peers that you are not directly responsible for. This situation is normally created when someone handling a certain task is absent and you are supervising the employee on leave then it has to be your responsibility. One easy way is notifying the employees about the absence of their staff member. You might not have done it before but if you will do this now, things will become much easier for you.
Begin with writing the date and leaving one line space. Write the name of your department and the company’s name with address and phone number. Make sure you follow all of the company rules when it comes to writing internal communication. Also, jot down some key points that you will like to highlight in the letter before actually writing it.
In the next step, write down the subject which should be bold and underlined, hinting the name of the employee on leave. This is important so that the reader can see the highlighted text and get an idea of what the entire letter is about. You do not want to waste the time of your seniors and coworkers at work so make sure the letter is simple and to the point.
You may address the letter as “Respected Employees” or simply “To Whom It May Concern” but make sure that the message is sent to all the concerning persons. Remember to address the letter appropriately so that there is no confusion as to the contents and to whom you are highlighting.
While writing the main body of the letter, straight forwardly mention the cause and write the name of employee on leave with his absence duration, reason for leave and the date of return. Make sure that you get the date, time, duration and names correct in the letter. You do not want to look rather stupid if you spell something incorrectly or if your facts are not correct. Be sure to double check everything so that the reader has all the information that is needed.
Do not forget to mention the name of other concerned person who will be looking after the matters in the absence of the employee on leave with telephone number, extension and email. This is important as it not only lists the leave of absence of one employee but also lists the name of the person that will be covering his or her work in the office. This information will make it easier to handle the progress reports and other information that is required.
Add one sentence that should be asking for consideration of the peers in a way that whether or not there is any inconvenience caused due to absence of their staff member. This is important so that it does give the impression that certain employees have to suffer because another employee is on leave. It should be introduced about covering for the employee on leave in a practical manner so that nobody gets bitter that they have to do extra work during the day.