Comp Off Email Sample: Politely Requesting Time Off for Compensatory Leave
Source www.hrcabin.com
Compensation time off, commonly known as comp off, is a type of paid time off that is provided to employees as compensation for working overtime or on holidays. Comp off is usually granted in the form of an email notification from the employer to the employee. This email sample provides a template for employers to use when granting comp off to their employees. It includes all the necessary information, such as the employee’s name, the date of the comp off, and the reason for the comp off.
Comp Off Email Structure and Sample
As an HR Manager, I often need to send comp off emails, so I’ve learned what makes an effective one. Here’s a quick guide:
Start off with a clear subject line that mentions “Comp Off Request” or something similar. In the body of the email, be polite and professional, and state the following:
- Your name and employee ID
- The dates you worked overtime
- The number of hours you worked overtime
- The dates you would like to take as comp off
- Your contact information (in case your manager has any questions)
Here’s a sample comp off email you can use as a template:
| Subject: | Comp Off Request |
|---|---|
| Body: |
Dear [Manager’s Name], I am writing to request comp off for the following dates: [Start Date] to [End Date] I worked a total of [Number of Hours] overtime during the following dates: [Date 1] to [Date 2] I would like to take these hours as comp off to [Reason for Comp Off]. Thank you for your consideration. Best regards, [Your Name] |
7 Comp Off Email Samples for Various Reasons
Example 1: Comp Off for Overtime Hours
Dear [Employee’s name],
This email is to confirm that you are entitled to a comp off day on [Date] for working an additional [Number] hours on [Date]. As per our company policy, employees are entitled to a comp off day for every [Number] hours of overtime worked beyond their regular work hours.
Please choose a date that is convenient for you and inform me accordingly. If you have any questions, please do not hesitate to reach out.
Thank you for your dedication and hard work.
Sincerely,
[Your name]
Example 2: Comp Off for Unapproved Work
Dear [Employee’s name],
I hope this email finds you well.
This is to acknowledge your email regarding your request for a comp off day on [Date] to make up for the hours you worked on [Date] without prior approval.
We understand that circumstances may arise where you need to work beyond your scheduled hours. However, it is important to obtain approval from your manager before doing so, as per our company policy.
While we cannot grant you a comp off day in this instance, we appreciate your dedication and willingness to go the extra mile.
Please ensure that you follow the proper procedure for obtaining approval for future overtime work.
Thank you for your cooperation.
Sincerely,
[Your name]
Example 3: Comp Off for Medical Reasons
Dear [Employee’s name],
We acknowledge your request for a comp off day on [Date] for medical reasons.
As per our company policy, employees are entitled to take a comp off day for medical appointments or other health-related matters.
Please provide us with a copy of your doctor’s note or other relevant medical documentation for verification.
Once we have received the necessary documentation, we will approve your comp off request.
We hope you have a speedy recovery.
Sincerely,
[Your name]
Example 4: Comp Off for Family Emergency
Dear [Employee’s name],
We have received your request for a comp off day on [Date] due to a family emergency.
We understand that unexpected and urgent situations may arise. As per our company policy, you are entitled to take a comp off day to address such matters.
Please provide us with a brief explanation of the situation if possible, but we respect your privacy.
Your comp off request is approved. Please inform us if you require any further assistance during this time.
We hope everything turns out well.
Sincerely,
[Your name]
Example 5: Comp Off for Religious Observance
Dear [Employee’s name],
This is to confirm your request for a comp off day on [Date] for religious observance.
We recognize and respect the importance of religious observances and are happy to accommodate your request.
As per our company policy, employees are entitled to take a comp off day for religious holidays that fall on workdays.
We hope you have a meaningful and fulfilling day.
Sincerely,
[Your name]
Example 6: Comp Off for Personal Reasons
Dear [Employee’s name],
This is to acknowledge your request for a comp off day on [Date] for personal reasons.
While our company policy does not typically include comp off days for personal reasons, we consider each request on its own merit.
We have approved your request for this instance. However, please note that future requests for personal days may be subject to approval based on workload and business needs.
We hope you have a relaxing and enjoyable day off.
Sincerely,
[Your name]
Example 7: Comp Off for Volunteer Work
Dear [Employee’s name],
We have received your request for a comp off day on [Date] for volunteer work.
We commend your commitment to giving back to the community. As per our company policy, we support employees who engage in volunteer activities.
We have approved your request for a comp off day. Please provide us with proof of your volunteer work, such as a letter from the organization you volunteered with.
We hope you have a rewarding and impactful volunteer experience.
Sincerely,
[Your name]
What is a Comp Off Email Sample?
A comp off email sample is a written request sent by an employee to their manager or supervisor requesting time off from work in lieu of overtime hours worked.
The email typically includes the employee’s name, the date of the request, the number of hours of overtime worked, and the date or dates on which the employee would like to take the time off.
The email should be written in a professional and respectful tone and should be clear and concise.
What Should I Include in a Comp Off Email Sample?
When writing a comp off email sample, be sure to include the following information:
- Your name
- The date of the request
- The number of hours of overtime worked
- The date or dates on which you would like to take the time off
You may also want to include a brief explanation of why you are requesting the time off.
How Do I Write a Comp Off Email Sample?
Here is a sample comp off email that you can use as a template:
[Your Name]
[Your Address] [City, State, ZIP]
[Your Phone Number]
[Your Email]
Date
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address] [City, State, ZIP]
Dear [Manager’s Name],
I am writing to request a comp off day for [Number] hours of overtime worked during the past pay period.
I worked a total of [Number] hours of overtime during the pay period ending on [Date]. I would like to take [Number] hours of comp time off on [Date or Dates].
I am requesting this time off so that I can [Reason for Request]. I understand that my request must be approved by you before I can take the time off.
Thank you for your consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
That’s all there is to it, folks! With these samples, you’ll be able to request some much-needed time off without sounding like a total newbie. Thanks for reading, and be sure to check back later for more awesome email writing tips!