Comp off requests, a common practice in workplaces, involve employees requesting time off to compensate for overtime worked. These requests are typically submitted via email, known as “comp off request emails”. The subject line of such emails should clearly indicate the purpose of the request, followed by the body of the email that details the number of hours/days requested off, the reason for the request, and any specific dates or time periods for which the employee is seeking comp off. It is important to note that comp off requests are subject to approval by the employee’s manager or HR department, who will consider factors such as operational requirements, workload, and prior comp off requests.
Comp Off Request Email Structure
Compensatory leave, also known as "comp off" is a type of time off work that employees earn when they work overtime hours or on holidays. Comp off can be taken at the employee’s discretion. The format of a comp off request email is important because it ensures that all the required information is included and that the request is clear and concise. To ensure conciseness, avoid colloquialisms like "kindly" and "just."
Here is a step-by-step guide on how to write a comp off request email:
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Subject Line:
The subject line of your email should be clear and concise. It should state the purpose of your email, which is to request a comp off. For example, "Comp Off Request for [Date]".
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Salutation:
Start your email with a professional salutation, such as "Dear [Manager’s Name]".
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Introduction:
In the introduction, state your name and position. Briefly explain that you are writing to request a comp off for a specific date or dates.
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Reason for Request:
Explain the reason for your request. If you are requesting a comp off for overtime hours, state the number of hours you worked and the dates on which you worked them. If you are requesting a comp off for a holiday, state the holiday and the date on which it falls. Include any supporting documentation if necessary.
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Proposed Dates:
State the proposed dates for your comp off. Be sure to include both the start and end dates.
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Availability:
Indicate your availability during the proposed dates. If you are available to work on certain days during your comp off, be sure to mention that.
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Contact Information:
Provide your contact information in case your manager needs to reach you regarding your request.
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Closing:
End your email with a polite closing, such as "Thank you for your consideration".
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Signature:
Sign your email with your full name.
Here is an example of a comp off request email:
Subject: Comp Off Request for [Date]
Dear [Manager’s Name],
My name is [Your Name] and I am writing to request a comp off for Tuesday, July 4th. I am requesting this comp off to celebrate Independence Day with my family.
I have worked 10 overtime hours during the past month, and I am entitled to a comp off for those hours. I have attached a copy of my timesheet for your reference.
I am available to work on Monday, July 3rd, and Wednesday, July 5th, if necessary.
Thank you for your consideration.
Sincerely,
[Your Name]
| Part of Email | Description |
|---|---|
| Subject line | Should be clear and concise, stating the purpose of the email. |
| Salutation | Start with a professional salutation. |
| Introduction | State your name and position, and briefly explain the purpose of your email. |
| Reason for request | Explain the reason for your request, and provide supporting documentation if necessary. |
| Proposed dates | State the proposed dates for your comp off, including both the start and end dates. |
| Availability | Indicate your availability during the proposed dates. |
| Contact information | Provide your contact information in case your manager needs to reach you. |
| Closing | End your email with a polite closing. |
| Signature | Sign your email with your full name. |
Comp Off Request Email Examples
Unexpected Family Emergency
Dear [Manager’s name],
I am writing to request a comp off on [date] due to an unexpected family emergency. My [family member’s name] has [brief explanation of the emergency].
I understand the importance of my work and have made arrangements for my colleagues to cover my responsibilities. I will be available by phone and email if any urgent matters arise.
Thank you for your understanding and support during this difficult time.
Sincerely,
[Your name]
Medical Appointment
Dear [Manager’s name],
I am requesting a comp off on [date] for a scheduled medical appointment. I have an ongoing health condition that requires regular checkups and treatment.
I have already scheduled my appointment and have made arrangements for my colleagues to cover my work. I will be available to respond to any urgent emails or phone calls.
Thank you for your flexibility and support.
Sincerely,
[Your name]
Planned Vacation
Dear [Manager’s name],
I am writing to request a comp off from [start date] to [end date] for a planned vacation. I have worked diligently and would like to take some time to rest and recharge.
I have completed all my pending projects and have made arrangements for my colleagues to handle any urgent matters.
I understand the importance of my role and will be available by phone and email if any unexpected issues arise.
Thank you for considering my request.
Sincerely,
[Your name]
Religious Observance
Dear [Manager’s name],
I am writing to request a comp off on [date] to observe [religious holiday]. This observance is important to my faith and allows me to connect with my spiritual beliefs.
I have already scheduled my time off and have made arrangements for my colleagues to cover my work.
I appreciate your understanding and respect for my religious practices.
Sincerely,
[Your name]
Volunteer Work
Dear [Manager’s name],
I am requesting a comp off on [date] to volunteer at [organization name]. I am passionate about giving back to my community and believe this opportunity will allow me to make a meaningful contribution.
I have already confirmed my volunteer shift and have made arrangements for my colleagues to cover my work.
I understand my work responsibilities and will be available to support my team if any urgent matters arise.
Thank you for your support and consideration.
Sincerely,
[Your name]
Personal Day
Dear [Manager’s name],
I am requesting a comp off on [date] for a personal day. I have been feeling overwhelmed lately and would like to take some time to focus on my well-being.
I have completed my urgent tasks and have made arrangements for my colleagues to cover my work.
I appreciate your understanding and support as I prioritize my mental and emotional health.
Sincerely,
[Your name]
Urgent Work-Related Matter
Dear [Manager’s name],
I am requesting a comp off on [date] to attend to an urgent work-related matter. I have received notice of an unforeseen [situation or event] that requires my immediate attention.
- I have already informed my colleagues and have made arrangements for them to cover my work.
- I will be available by phone and email if any critical issues arise.
I understand the importance of my work and will make every effort to catch up on any missed tasks upon my return.
Thank you for your understanding and support.
Sincerely,
[Your name]
What is a Comp Off Request Email?
A comp off request email is a formal email sent to an employee’s manager or supervisor to request time off in lieu of overtime hours worked.
It typically includes information about the number of hours worked, the dates and times worked, and the reason for the request.
Comp off requests are often used to ensure that employees are not working excessive hours and are able to take time off to rest and recharge.
What should be included in a Comp Off Request Email?
A comp off request email should include the following information:
How to write a Comp Off Request Email?
When writing a comp off request email, it is important to be clear and concise.
The email should be formatted in a professional manner and should be free of grammatical errors.
The email should also be sent to the appropriate person, such as the employee’s manager or supervisor.
Thanks so much for hanging out and nerding out on comp off requests with me! I hope this email guide has left you feeling empowered and ready to draft your own kick-ass request. If you have any more questions or just want to say hi, don’t be a stranger and drop me a line. Oh, and don’t forget to check back later for more awesome content and tips to level up your professional life!