Memo to the Boss

1. Memo to the Boss Formal Writing Practice- A Memo Request to the Boss!

2. Objective: • Students will review conventions and use best writing skills to create a request for leave of absence; a real-life exercise that will most likely be used at some point in (pre-and/or) post-graduate future.

3. Request for leave of absence It has been estimated that 80% of all written communication is non-fiction, meaning correspondence of a non-made-up, practical nature. Because many students gain employment just before or after graduating, it is important to be able to have confidence in writing a request when necessity to take a short leave of absence should arise. Your request should be formal and short, convincing the appropriate authorities that the leave is in fact necessary and due to you. Before you submit a leave of absence letter, it is important to take into consideration the consequences it will have on the organization, and your position there. These are a few important points to keep in mind:

4. Request for leave of absence • Have a genuine reason for leave. If the leave is sudden, it is important that you have a genuine reason for leave, such as a medical leave or dealing with an unexpected family issue. Even the need for a vacation is a reason, but leave of absence for this may not be considered valid unless you have earned sufficient days that qualify for a vacation. • Inform colleagues about your leave. When you take a leave, tell not only the necessary authorities, but also your colleagues. This is important because your share of work is going to be distributed among them or others, and a sudden increase in work load because of you might not be appreciated, unless they have been informed in advance. Also, when the authorities know that there is someone to cover, it is always a much better scenario and you end up looking like a more responsible employee.

5. Request for leave of absence • Remember deadlines. If possible, try to postpone your leave until important deadlines have been met. This demonstrates the responsibility you feel towards your job and makes the possibility of leave much easier. • Finances are important. Taking a leave can affect your finances. In such cases, make sure that you are clear about how much paid leave has been given to you and try to come back within that same time period. It is not always possible to tell when you may be able to return, so you may have to take a lot of unpaid leave as well. It is equally important that you are aware of the financial situation you are going to be faced with when you take a leave so you can make a plan to cover any resulting loss of pay.

6. Request for leave of absence • With these factors in mind, now type your boss a memo in which you make a formal request for two weeks’ leave. • Create a reason for your request, • Include the date you will be gone and the day you will return. • Keep your memo brief and use spell check or a classmate to review your work.

7. Sample Leave of Absence Letter Employee Name Employee Address (include city, state and zip) Employee Personal Phone Number Date Authority Name Authority Department Name of Organization Organization Address (include city, state and zip) Subject: Requirement for Leave Dear Sir/Mr./Mrs. Last Name, I would like to request a leave of absence for a period of (number of days/weeks) from (mention dates). The reason is that (explain reason in short-medical or personal). I may have to travel during this period. However, I can be reached by phone and e-mail if there are any questions regarding my work. I have also requested (mention coworker who will take over in your absence) to oversee any work that may need to be done in my absence. I assure you that I will return on time and as scheduled. Thank you for your consideration. Yours truly, Your Signature Print Your Name