Compensatory time off, abbreviated as comp off, is a common practice in many industries where employees are granted time off in lieu of overtime pay. A comp off request mail to manager is a formal communication sent by an employee to their manager requesting time off to compensate for overtime hours worked. Typically, the request includes details such as the number of hours worked, the date(s) for which the employee is requesting time off, and any supporting documentation. The manager then reviews the request and approves or denies it based on business needs and availability.
Subject: Request for Compensation Off (Comp Off)
Greeting:
Hi [Manager’s Name],
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I hope this email finds you well.
Purpose of Request:
I am writing to request a Comp Off for the following dates:
- [Start Date] to [End Date]
Rationale:
I have been working extra hours recently and have accumulated a total of [Number] overtime hours. As per the company policy, I am entitled to take Comp Off for overtime worked.
Availability:
I am available to work on [Alternative Date(s)] to make up for the time I will be away. I am also willing to work additional shifts or hours if necessary.
Benefits of Comp Off:
Taking Comp Off will not only provide me with a much-needed break but will also:
- Enhance my work-life balance
- Improve my productivity and focus
- Reduce the risk of burnout
Details of Overtime Hours:
For your reference, I have attached a spreadsheet that details the overtime hours I have worked during the following periods:
| Period | Hours Worked |
|---|---|
| [Period 1] | [Hours] |
| [Period 2] | [Hours] |
| [Period 3] | [Hours] |
| Total | [Total Hours] |
Request Approval:
I would appreciate it if you could approve my request for Comp Off. I understand that the company may have operational constraints, but I hope that my request can be accommodated.
Thank you for your consideration.
Best regards,
[Your Name]
7 Comp Off Request Mail Samples for Various Reasons
Personal Emergency
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] due to a personal emergency. I have been informed that my [Family member's name] has been hospitalized and I need to be there to support them.</p>
<p>I understand that this is a busy time for the team, but I would be grateful if you could approve my request. I will be available to catch up on any missed work as soon as I return.</p>
<p>Thank you for your time and support.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Medical Appointment
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] for a scheduled medical appointment. I have been experiencing [Health issue] and need to see my doctor for further evaluation.</p>
<p>I have already made arrangements to reschedule any meetings that will be affected by my absence. I will also be available by phone and email if needed.</p>
<p>Thank you for your understanding.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Family Occasion
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] to attend my [Family member's name]'s [Event]. This is a special occasion that I would like to share with my family.</p>
<p>I have completed all my urgent tasks and made arrangements for my colleagues to cover my responsibilities while I am away.</p>
<p>I would be grateful if you could approve my request.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Travel
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] to attend a conference in [Location]. This conference is relevant to my role and will provide me with valuable insights and skills.</p>
<p>I have already booked my flight and accommodation, but I would appreciate it if you could approve my comp off request to ensure that I am able to fully participate in the conference.</p>
<p>Thank you for your consideration.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Religious Holiday
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] to observe [Religious holiday]. This is an important religious holiday for me, and I would like to spend the day with my family and community.</p>
<p>I have already completed my urgent tasks and made arrangements for my colleagues to cover my responsibilities while I am away.</p>
<p>I would be grateful if you could approve my request.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Rest and Relaxation
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] for rest and relaxation. I have been working hard lately and I am feeling overwhelmed and in need of a break.</p>
<p>I believe that taking a day off to recharge my batteries will allow me to return to work refreshed and more focused. I have completed all my urgent tasks and made arrangements for my colleagues to cover my responsibilities while I am away.</p>
<p>I would be grateful if you could approve my request.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
Educational Event
<section class="examples">
<p>Dear [Manager's Name],</p>
<p>I am writing to request a comp off on [Date] to attend an educational event organized by [Organization]. This event will provide me with valuable knowledge and skills that are relevant to my role.</p>
<p>I have already registered for the event and I have made arrangements for my colleagues to cover my responsibilities while I am away.</p>
<p>I would be grateful if you could approve my request.</p>
<p>Sincerely,</p>
<p>[Your Name]</p>
</section>
How to Draft a Comp Off Request Email to Manager
Question: How should I structure a comp off request email to my manager?
Answer:
A Comp Off request email should include the following elements:
-
Subject line: Begin with a clear subject line that conveys your purpose, such as "Comp Off Request for [Specific Dates]."
-
Salutation: Start the email with a formal salutation addressing your manager by their name, e.g., "Dear [Manager’s Name]."
-
Introduction: State your request directly, indicating the specific dates you wish to take as comp off. Provide a brief justification for your request, if necessary.
-
Reason for Request: Elaborate on the reason for your comp off request. This could be a personal event, urgent appointments, or prior commitments.
-
Flexibility: Demonstrate your ability to be flexible with your request. Express willingness to adjust your dates or work arrangements if necessary.
-
Availability: Indicate your availability to clarify any details or cover any outstanding responsibilities before your comp off.
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Gratitude: End the email by expressing your gratitude for your manager’s consideration and understanding.
-
Signature: Close the email with a professional signature block that includes your name, designation, and contact information.
Other Questions
Question: What is the proper tone for a comp off request email?
Answer:
The tone should be professional, respectful, and succinct. Avoid using overly casual language or slang. Be clear and concise in your requests, while maintaining a courteous and appreciative tone.
Question: Should I include supporting documentation with my comp off request?
Answer:
If your reason for requesting comp off is not self-explanatory, consider attaching supporting documentation to your email. This could include a doctor’s note, appointment confirmation, or other relevant proof of your commitment. However, ensure that the documentation is confidential and only shares necessary information.
Question: How far in advance should I submit a comp off request?
Answer:
The appropriate notice period for a comp off request depends on company policies and the nature of your request. Generally, it is recommended to provide at least one to two weeks’ notice for planned events. For urgent situations, you may need to provide a shorter notice, but be prepared to justify your need for immediate time off.
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