Excuse Letter: What is a Letter of Excuse? An excuse letter or a letter of excuse is a written explanation to an employer, or other concerned authority (such as a principal or teacher) stating that you are unable to attend work, school or any other assigned task for a given period of time. The reason for your absence must be clearly stated in your excuse letter as this acts as a written record of your absence from your responsibilities.
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Why Should You Write an Excuse Letter?
Excuse letters are often seen as documentary evidence and are requested by the employers as such.
- Excuse letters serve as a record of absence for you as well as the company or educational institution.
- Helps to resolve disputes about your absences (if the situation ever arises)
Moreover, since excuse letters are formal letters, all conventions of formal letter writing must be followed. This ensures that the letter appears professional. In this article, we shall explore how to write excuse letters for various scenarios, as well as their respective guidelines.
Excuse Letter – Guidelines
Following are a few tips and guidelines to be followed when writing an excuse letter:
- Ensure all conventions of formal letter writing are followed
- Try to avoid jargons and slangs in the letter
- Ensure that the subject line is unambiguous – such as “Absence Excuse”
- The body of the letter must be very concise, detailing why you need an absence from school or work
- If applicable, provide supporting documents, such as a doctor’s note
- Proofread before sending the letter. Any grammatical errors must be eliminated.
Excuse Letter – Template / Format
Following is a commonly used template for an excuse letter:
Excuse Letter – Template / Format Date: From, To, (name) Salutation (Dear Mr./ Mrs. ABC), Subject: (Must be direct/straight forward) Body of Letter: (Be precise and to the point. Ensure that letter is professional, adopting all conventions of formal letter writing. Also do not forget to attach supporting documents if required) Complimentary Close (eg: Yours Sincerely) Signature line (Your name along with the title) Enclosures if any (Such as doctor’s note) |
Excuse Letter Samples
Following is a sample of an excuse letter. You can adopt the same format and modify the content according to your preferences.
Sample 1 – Absence from Work Due to Personal Reasons
| Date: 21-03-2021 From, To, Dear Ms. Jane Subject: Absence Excuse due to family emergency I am writing this letter to document my absence from work on 12-03-2021. My daughter had a medical emergency on the morning of 12-03. She required immediate medical attention and was subsequently hospitalized. I have attached supporting documentation from the consulting doctor regarding the same. If you require any additional information, kindly let me know. Yours Sincerely, Enclosures if any (Such as doctor’s note) |
Sample 2 – Absence from School Due to Medical Reasons
| Date: 4-04-2021 From, To, Dear Mr James, Subject: Absence Excuse due to Medical emergency Please accept this letter as a written record for my absence from college on 29-03-2021. I was unable to attend class on that particular day as my asthma had flared up and I was plagued with breathing problems. I had to visit the hospital and undergo nebulization to ease my condition. Kindly oblige my absence. I have attached my doctor’s note as well as other supporting documentation. Please do let me know if you require additional details or documents for the same. Yours Sincerely, Enclosures if any (Such as doctor’s note) |
FAQ’s on Excuse Letter
Question 1.
How do I write an Excuse Letter?
Answer:
An excuse letter must be addressed to the employer, or other concerned authority (such as a principal or teacher). Also state the reason why you are unable to attend work, school or any other assigned task. Attach supporting documents if required. And lastly, ensure that professional language is used and all conventions of formal letter writing is used.
Question 2.
Why Should You Write an Excuse Letter?
Answer:
Excuse letters are documentary evidence that are requested by employers, principals or other competent authority. It also serves as a record of your absence and can help resolve disputes about your absences if such a situation ever arises.
Question 3.
What does an Excuse Letter Contain?
Answer:
An excuse letter contains the name and address of the recipient, the reason for your absence and supporting documentation.
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