Are you in the position of approving overtime work for an employee? Crafting a well-structured overtime approval letter is crucial to communicate the authorization clearly and professionally.
In this guide, we’ll walk you through each step, offering insights to ensure your message is clear, appreciative, and in compliance with company policies.
Let’s proceed with this important task together, prioritizing both productivity and fairness in the workplace.
What to Write in an Overtime Approval Letter
Writing an Overtime Approval Letter is an opportunity to formally grant authorization for an employee to work additional hours beyond their regular schedule. Follow these steps to compose a clear and appreciative message:
- Address the Employee: Begin your letter by addressing the employee by their full name. Be direct and professional in your tone.
- State the Purpose: Clearly state the purpose for which overtime is being approved. Specify whether it’s for a specific project, urgent task, or any other valid reason.
- Specify Dates and Times: Clearly indicate the dates and times during which the approved overtime can be worked. Provide any necessary details about the schedule.
- Explain Compensation: If applicable, explain how the employee will be compensated for the overtime work. This may include information about overtime pay rates or other compensation arrangements.
- Express Appreciation: Acknowledge the employee’s willingness to go the extra mile and express appreciation for their dedication and commitment.
- Reference Company Policies (if necessary): If there are specific company policies or procedures related to overtime work, mention them to ensure compliance.
Tips for Writing an Overtime Approval Letter
Consider the following tips to ensure your letter is professional and effectively communicates the authorization for overtime work:
- Be Clear and Specific: Clearly state the purpose, dates, and times for which overtime is approved. This avoids any potential misunderstandings.
- Maintain a Professional Tone: Keep a professional and appreciative tone throughout the letter. Avoid using language that is overly informal or ambiguous.
- Ensure Fairness: Make sure that the approval of overtime aligns with company policies and is fair and equitable for all employees.
- Keep a Copy for Records: Make sure to keep a copy of the letter for your records. This will serve as documentation of the approved overtime.
By following these steps and tips, you’ll be well-prepared to compose an Overtime Approval Letter that effectively communicates the authorization for additional work hours. Your letter will serve as a formal record of the approval and your appreciation for the employee’s dedication.
Letter Template: 1
Overtime Approval Letter
From,
[Name of the Company]
[Name of the Sender]
[Title of the Job]
[Address, Zip Code]
[Phone]
[Email]
[Date]
To,
[Name of the Recipient]
[Title of the Job]
[Address, Zip Code]
Sub- Approval for overtime.
Dear [Name of the Recipient],
I would like to let you know that I got your letter seeking my approval on the overtime request. This is the first time when you have asked to work after the working time from [Time] to [Time] for [Number of Days] days.
You gave your reasons for this overtime, and I have gone through those reasons. I do not have any objection regarding this matter, and therefore I approve your request for overtime for [Number of Days] days. We must look after employees’ needs and necessities.
But if an employee is working after [His/her] usual working hours, [Hershel] must follow the following rules.
[State Rules]
I want you to follow these rules. You are also informed that you will receive [Amount] per day as overtime money. I hope these details are enough, but you can contact us if you have further questions.
Sincerely,
[Name Of The sender].
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 2
From
Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the company/organization]
To,
[Mention the full name of the recipient]
[Mention the designation of the recipient]
[Mention the full name of the company/organization]
[Mention the date]
Sub: Approval for overtime.
Dear [Mention the name of the Recipient],
We have received your letter requesting approval for overtime work. As per your request, we see that you have done over-time on [mention the dates], from [mention start time] to [mention end time].
Which totals[mention number of hours] spanning [mention Number of Days]. Also, you have mentioned the reasons for doing the overtime mentioned above.
There is nothing in the details that can be objected to. Understandably, the circumstances mentioned by you did require you to work extra hours after regular office hours.
I appreciate the extra mile you have gone to complete the tasks assigned to you within the stipulated deadlines.
Employees like you are making [Mention the full name of the company/ organization] grow so fast. I hereby approve your request for overtime of [Mention number of hours].
Please contact the accounts department in this regard to get the further procedures regarding the payments corresponding to the overtimes.
I wish you all the best in your future tasks and hope you do not require to do any overtime. Understandably, you are losing some quality family time while doing the overtime.
Sincerely,
[Mention the name of the sender].
[Mention the designation of the sender]
[Mention the full name of the company/organization]
[Mention the mail ID or the contact number of the sender].
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 3
From
Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the company/organization]
To,
[Mention the full name of the recipient]
[Mention the designation of the recipient]
[Mention the full name of the company/organization]
[Mention the date]
Subject: Approval for overtime.
Dear [Mention the name of the recipient],
This letter is in context to your letter requesting overtime approval, dating [mention the date of the request letter].
You have mentioned that you had done overtime on [mention the dates], from [mention start time] to [mention end Time], totaling [mention number of hours ] hours. Also, you have mentioned the circumstance that led to doing the overtime work.
Though it is [Mention the full name of the company/ organization] policy not to encourage overtime work. As we believe that while doing it over time, you lose quality family time.
And the management of [Mention the full name of the company/ organization] is always working towards a good work and family life for its employees.
However, considering the overall situation that led to the extra hour of work, I am approving this request for overtime work and forwarding it to the accounts department for further processing.
You will be contacted by the Accounts department in this regard and will be appraised about the next processes (if any). I wish all the best to you on your future assignments. And hope you do not need to do any extra work hours then.
Sincerely,
[Mention the name of the sender].
[Mention the designation of the sender]
[Mention the full name of the company/organization]
[Mention the mail ID or the contact number of the sender].
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Similar Posts:
- How to Write an Authorization Letter: 35+ Templates
- How to Write Approval Letter: 54+Template
- Bank Authorization Letter: 6 Free Templates
- Authorization Letter to Use Vehicle: 4 Templates
- Trademark Authorization Letter: 4 Templates
- Vehicle Registration Authorization Letter: 4 Free Templates
- Police Authorization Letter: 4 Free Templates
- Distributor Authorization Letter: 4 Templates
- Withdrawal Authorization Letter: 4 Free Templates
- Authorization Letter to Claim Salary: 4 Free Templates
“Business, marketing, and blogging – these three words describe me the best. I am the founder of Burban Branding and Media, and a self-taught marketer with 10 years of experience. My passion lies in helping startups enhance their business through marketing, HR, leadership, and finance. I am on a mission to assist businesses in achieving their goals.”