An employee, who would like to change the schedule that they work, needs to send a letter requesting schedule changes to their employer. The reason for the request may be personal or work-related, but the letter should be written as a formal business letter to show respect to the employer or human resources manager.
Some things for the employee to consider before writing the letter are:
• Is there an opening for the shift being requested
• Is the job the same or would more qualification be required
• Is there an alternative solution. It is important to be flexible
• If the change is temporary, this should be stated
The employee may also need to enclose recent evaluations of their work, any letters of support and awards or recognitions that they have won. These support documents will help prove to the employer that the employee who is making a request is beneficial to the business and worth helping. If the request is being made because of medical conditions, the relevant medical documents also need to be enclosed with the letter.
If there are any particular projects that the employee is involved in, they should offer suggestions about how the work will be done, or clearly state that they will complete all of their work on time. They may suggest working longer hours at different times. The employer must feel that the employee has the best interest of the company at heart.
The request should be made in the first paragraph as well as the reason and a date when the change will be needed. Any additional information that supports the reason can be mentioned. However, the letter should be short and simple, so no long explanations should be given.
The second paragraph should contain any personal achievements or awards and recommendations that prove the employee is a valuable member of the team. The number of years the employee has worked for the company can also be mentioned.
The letter should have a positive tone and not criticize another employee even if this is the reason the employee wants a shift change. Criticizing and complaining is not professional and could cause the employer to disregard the request. Also, the request letter will most probably be put in the employee’s personnel file where other management could see it.
Before sending a letter requesting a change in working hours, it is recommended that the employee research the company’s policies regarding shift changes. There are laws and unions that may determine if an employer can make a simple shift change or not. However, most companies will give careful consideration to an honest request, which is another reason why the letter should have a professional tone.
Here is a sample of a shift change request letter. Any documents enclosed with the letter should be copies. Original documents should never be sent. The letter should be sent by certified mail, so the employee has a record of the date the letter was sent and received.
Sample Shift Change Request Letter
City, State, Zip Code
City, State, Zip Code
Dear Employer’s Name,
I am writing this letter to request a change in my shift schedule. My current shift is from 2pm – 10pm. My daughter is beginning school on August 28th, and I would like to change my shift to the morning shift from 10am – 6pm. This will allow me to fix my daughter’s breakfast and lunch and take her to school. In the evenings she will stay with her grandmother until I pick her up after work.
I fully understand the requirements of the job, as I have been working at this company for the past five years and will do my best to continue working to the standard of the company. I have spoken to my immediate superior, and she has encouraged me to request a change of shift. I have enclosed a letter of recommendation from her.
I would be happy to meet you and give you any further information you require and answer questions or discuss alternative solutions you may suggest. My phone number is 555-123-4567 and my email address is Name@email.com.
Thank you for your consideration in this matter.
Employee’s printed Name
List of enclosures
By Andre Bradley