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Timesheet emails are an important way to communicate work hours to a manager. They can be used to track employee attendance, hours worked, and overtime. Timesheet emails should be clear and concise, and they should include all the necessary information. The following are four tips for writing timesheet emails to managers:
Template for Submitting Timesheets to Your Manager
Hey there! Here’s a breakdown of the best structure for sending your timesheets to your manager via email:
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Header
- Clear subject line that says "Timesheet Submission for [Period Covered]"
- Date submitted
Body
Greetings and Salutation
Start with a friendly greeting, such as "Hello [Manager’s Name]," or "Hi Team," if submitting on behalf of a group.
Timesheet Details
Provide a brief summary of the timesheet period, including the start and end dates.
**
Hours Worked Table
Include a table with the following columns:
- Date
- Hours Worked
- Project/Task Code
- Description**
Other Important Notes
Mention any notable events or overtime worked that need to be highlighted.
Call to Action
Request approval from your manager and indicate if you’re available for any clarifications.
Attachment
- Attach the timesheet file in a commonly used format like Excel or PDF.
Sample Email Structure:
**Subject:** Timesheet Submission for Week of January 16th - 20th
**Body:**
Hi [Manager's Name],
I'm submitting my timesheet for the week of January 16th - 20th.
**Hours Worked:**
| Date | Hours Worked | Project/Task Code | Description |
|---|---|---|---|
| January 16th | 8 | P-01 | Software Development |
| January 17th | 7.5 | P-02 | Quality Assurance |
| January 18th | 8 | P-01 | Feature Implementation |
| January 19th | 8.5 | P-03 | Design Review |
| January 20th | 7 | P-02 | Bug Fixes |
Please let me know if you have any questions.
Best regards,
[Your Name]
Timesheet Email to Manager
Submit Timesheet
Dear [Manager’s name],
I hope this email finds you well. I’m writing to submit my timesheet for the week ending [date]. I’ve attached the timesheet to this email for your review and approval.
Please let me know if you have any questions. Thank you for your time and consideration.
Sincerely,
[Your name]
Timesheet Correction
Dear [Manager’s name],
I’m writing to request a correction to my timesheet for the week ending [date]. I accidentally recorded [incorrect time] for [project name], but the correct time should be [correct time].
I’ve attached a corrected timesheet to this email. I apologize for the error and appreciate your understanding.
Sincerely,
[Your name]
Overtime Request
Dear [Manager’s name],
I’m writing to request approval for overtime hours for the week ending [date]. I worked [number] additional hours on [project name]
- [date] – [number] hours
- [date] – [number] hours
I understand that overtime must be approved in advance, and I appreciate your consideration.
Sincerely,
[Your name]
Sick Leave Request
Dear [Manager’s name],
I’m writing to inform you that I will be unable to work from [start date] to [end date] due to [reason for leave]. I am experiencing [symptoms]
I have attached a doctor’s note for your reference. I apologize for any inconvenience this may cause and will keep you updated on my condition.
Sincerely,
[Your name]
Vacation Request
Dear [Manager’s name],
I’m writing to request a vacation from [start date] to [end date]. I plan to use this time to [purpose of vacation].
I have already completed all urgent tasks and taken steps to ensure a smooth transition during my absence. I will be available by phone and email if needed.
Thank you for your consideration. I look forward to your approval.
Sincerely,
[Your name]
Time Off Request
Dear [Manager’s name],
I’m writing to request a day off on [date] for [reason for request]. I would like to use this day to [purpose of request].
I have no urgent deadlines or meetings on that day and will make arrangements to ensure my responsibilities are covered.
Thank you for your understanding and support.
Sincerely,
[Your name]
Timesheet Inquiry
Dear [Manager’s name],
I’m writing to inquire about the status of my timesheet for the week ending [date]. I submitted my timesheet on [date], but I haven’t received any confirmation that it has been received or approved.
Could you please let me know if there are any issues with my timesheet? I would also appreciate an estimated time frame for approval.
Thank you for your time and attention to this matter.
Sincerely,
[Your name]
How to Compose a Professional Timesheet Email to Your Manager
When composing a timesheet email to your manager, it’s essential to ensure that the subject line clearly indicates the purpose of the email, such as “Timesheet for Week Ending [date].” In the body of the email, politely address your manager and state the specific date range that the timesheet covers. For example, you could say, “Dear [manager’s name], please find attached my timesheet for the period ending [date].”
Be sure to include a table or list that details your hours worked, including the dates, start and end times, total hours worked, and any relevant notes. It’s important to be accurate and specific in your reporting. If you have any questions or require clarification on the hours worked, it’s appropriate to mention that in the email. For instance, you could say, “Please let me know if you have any questions or if any further details are needed.”
To conclude the email, thank your manager for their time and consideration. You could say something like, “Thank you for your attention to this matter.” If you’re using an email signature, ensure that it includes your name, job title, and contact information. By following these guidelines, you can compose a professional and informative timesheet email that will effectively communicate your work hours to your manager.
What to Avoid in a Timesheet Email
When sending a timesheet email to your manager, it’s important to avoid certain pitfalls. First, be mindful of your tone and ensure that it’s professional and respectful. Avoid using slang or informal language, even if you have a close relationship with your manager. It’s also crucial to proofread your email carefully before sending it to ensure that there are no errors in grammar or spelling. Additionally, keep your email concise and to-the-point, providing only the necessary information without unnecessary details.
It’s generally not advisable to include personal or unrelated information in your timesheet email. Maintain a professional demeanor and focus on the specific purpose of the email, which is to provide an accurate record of your work hours. By following these guidelines, you can avoid common pitfalls and ensure that your timesheet email is both professional and effective.
Tips for Effective Timesheet Email Communication
To enhance the effectiveness of your timesheet email communication, consider these tips. First, establish a consistent format for your timesheets to make them easy for your manager to review. Use clear headings and organize the information logically. Additionally, be proactive and submit your timesheet on time, even if you haven’t worked the full allotted hours. If you’re unable to submit your timesheet by the deadline, promptly notify your manager and explain the reason for the delay.
If you have any changes or adjustments to your timesheet, be sure to communicate them to your manager as soon as possible. Send a follow-up email if you don’t receive a response to your initial email. By maintaining open and timely communication, you can ensure that your timesheet is processed accurately and efficiently.
Cheers! Thanks for sticking with me through this timesheet email extravaganza. If you have any more time-tracking questions, don’t hesitate to drop me a line. In the meantime, stay tuned for more productivity tips and tricks. Catch you later!