Writing a Strong Shift Change Request Letter (with Samples)
Use these sample shift change request letters as templates for your formal request letter.
Last updated on June 12, 2023
An employee, who would like to change the timing that they work, needs to send a shift change request letter to their employer. The reason for the request may be personal or work-related, but the letter should be written as a formal business letter to show respect to the employer or Human Resources manager.
Some things for the employee to consider before writing the letter are:
Some things for the employee to consider before writing the letter are:
- Is there an opening for the shift being requested
- Is the job the same or would more qualification be required
- Is there an alternative solution. It is important to be flexible
- If the change is temporary, this should be stated
Enclose Recent Evaluations?
The employee may also need to enclose recent evaluations of their work, any letters of support and awards or recognition that they have won. These support documents will help prove to the employer that the employee who is making a request is beneficial to the business and worth helping. If the request is being made because of medical conditions, the relevant medical documents also need to be enclosed with the letter.
If there are any particular projects that the employee is involved in, they should offer suggestions about how the work will be done, or clearly state that they will complete all of their work on time. They may suggest working longer hours at different times. The employer must feel that the employee has the best interest of the company at heart.
The request should be made in the first paragraph as well as the reason and a date when the change will be needed. Any additional information that supports the reason can be mentioned. However, the letter should be short and simple, so no long explanations should be given.
The second paragraph should contain any personal achievements or awards and recommendations that prove the employee is a valuable member of the team. The number of years the employee has worked for the company can also be mentioned.
The letter should have a positive tone and not criticize another employee even if this is the reason the employee wants a shift change. Criticizing and complaining is not professional and could cause the employer to disregard the request. Also, the request letter will most probably be put in the employee’s personnel file where other management could see it.
Research Company’s Policies
Before sending a letter requesting a change in working hours, it is recommended that the employee research the company’s policies regarding shift changes. There are laws and unions that may determine if an employer can make a simple shift change or not. However, most companies will give careful consideration to an honest request, which is another reason why the letter should have a professional tone.
Sample Shift Change Request Letter
Here is a sample of a shift change request letter. Any documents enclosed with the letter should be copies. Original documents should never be sent. The letter should be sent by certified mail, so the employee has a record of the date the letter was sent and received.
Sample Shift Change Request Letter
Employee’s Name
Employee’s Address
City, State, Zip Code
DATE
Employer’s Name
Employer’s Address
City, State, Zip Code
Dear Employer’s Name,
I am writing this letter to request a change in my shift schedule. My current shift is from 2pm – 10pm. My daughter is beginning school on August 28th, and I would like to change my shift to the morning shift from 10am – 6pm.
This will allow me to fix my daughter’s breakfast and lunch and take her to school. In the evenings she will stay with her grandmother until I pick her up after work.
I fully understand the requirements of the job, as I have been working at this company for the past five years and will do my best to continue working to the standard of the company.
I have spoken to my immediate superior, and she has encouraged me to request a change of shift. I have enclosed a letter of recommendation from her.
I would be happy to meet you and give you any further information you require and answer questions or discuss alternative solutions you may suggest. My phone number is 555-123-4567 and my email address is [email protected].
Thank you for your consideration in this matter.
Sincerely,
Employee’s signature
Employee’s printed Name
List of enclosures
Here is a sample of a shift change request letter. Any documents enclosed with the letter should be copies. Original documents should never be sent. The letter should be sent by certified mail, so the employee has a record of the date the letter was sent and received.
Sample Shift Change Request Letter
Employee’s Name
Employee’s Address
City, State, Zip Code
DATE
Employer’s Name
Employer’s Address
City, State, Zip Code
Dear Employer’s Name,
I am writing this letter to request a change in my shift schedule. My current shift is from 2pm – 10pm. My daughter is beginning school on August 28th, and I would like to change my shift to the morning shift from 10am – 6pm.
This will allow me to fix my daughter’s breakfast and lunch and take her to school. In the evenings she will stay with her grandmother until I pick her up after work.
I fully understand the requirements of the job, as I have been working at this company for the past five years and will do my best to continue working to the standard of the company.
I have spoken to my immediate superior, and she has encouraged me to request a change of shift. I have enclosed a letter of recommendation from her.
I would be happy to meet you and give you any further information you require and answer questions or discuss alternative solutions you may suggest. My phone number is 555-123-4567 and my email address is [email protected].
Thank you for your consideration in this matter.
Sincerely,
Employee’s signature
Employee’s printed Name
List of enclosures
Shift Change Request Email Sample
Below is a shift change request email. It should be written in a formal business-letter style and sent to the person concerned. As with all formal communication, it is recommended for the employee to keep a copy of the email in his or her files.
The employee should send the email to the employer or head of human resources and a copy to his or her direct supervisor, so the letter will be put in the employee’s file.
Shift Change Request Email Sample
To: e[email protected]
Subject: Urgent Shift Change Request - Name
Dear Employer’s Name,
My name is employee’s name. I am currently a graphic designer on second shift at the Columbus branch offices. I am writing to request a change in my current shift. I currently work first shift from 7am-3pm. I would like to request a shift change to second shift from 1pm-9pm.
I have two children who currently attend elementary school. Since my father passed last week, I no longer have anyone to take them to school in the mornings. It would be of great assistance to me if I were able to do this.
Since it is mid-year we currently have no new projects on the table. This would make now an opportune time for a switch in shifts. I have discussed my situation with the head of the department and have been instructed by them to follow through with this request.
You will find a copy of their recommendation included with this letter. I have been with the company for three years, and have an exemplary record as you will find in my included progress review. This change will not affect my productivity in anyway, and I will continue to be an asset to this company.
I am available to meet to discuss this request or you may contact me at your earliest convenience. You can reach by phone at 555-555-5555 or email at [email protected].
Thank you for taking the time to review my request.
Sincerely,
Employee’s printed Name
List of attachments
By Andre Bradley
Frequently Asked Questions (FAQs)
Q: What is a Shift Change Request Letter?
Answer: A Shift Change Request Letter is a formal written document that an employee submits to their employer or supervisor to request a change in their work shift schedule. This letter outlines the reasons for the request and provides a clear and concise explanation of why the shift change is necessary.
Q: Why would someone need to write a Shift Change Request Letter?
Answer: There are various reasons why an employee may need to write a Shift Change Request Letter. Some common reasons include personal obligations or responsibilities, health issues, transportation difficulties, childcare needs, or pursuing further education. By submitting a formal letter, employees can demonstrate their commitment to finding a mutually beneficial solution for both themselves and the employer.
Q: How should I format a Shift Change Request Letter?
Answer: When formatting a Shift Change Request Letter, it's important to include the date, your contact information, the recipient's information, a salutation, a clear introduction stating your intention to request a shift change, a detailed explanation of the reasons for the request, any supporting documentation if applicable, a proposed solution or alternative, and a polite closing with your signature.
Q: What should I include in the explanation section of the Shift Change Request Letter?
Answer: In the explanation section of the Shift Change Request Letter, you should provide a detailed and honest explanation of why you are requesting the shift change. Clearly outline any personal circumstances or difficulties you are facing that necessitate the change. It's important to be professional and objective, focusing on the impact the shift change would have on your ability to perform your duties effectively.
Q: Is it necessary to provide supporting documentation with the Shift Change Request Letter?
Answer: It may be necessary to provide supporting documentation with your Shift Change Request Letter, depending on the nature of your request. For instance, if you are requesting a shift change due to a medical condition, including a doctor's note or medical certificate can strengthen your case. Similarly, if you need to accommodate childcare responsibilities, you could include documents from a daycare or school. Including supporting documentation adds credibility to your request.
Q: How should I propose a solution or alternative in the Shift Change Request Letter?
Answer: In the Shift Change Request Letter, it's important to propose a viable solution or alternative that addresses the needs of both parties involved. You can suggest different shift options that could accommodate your personal circumstances, taking into account the needs of the employer and the operational requirements of the workplace. It's crucial to demonstrate your willingness to cooperate and find a solution that works for everyone.
Q: How should I conclude the Shift Change Request Letter?
Answer: In the conclusion of the Shift Change Request Letter, express gratitude for the employer's consideration and reiterate your commitment to the job. Use a polite and professional tone, and make sure to include your contact information so that the employer can easily reach you for further discussion or clarification. Sign the letter with your full name and, if applicable, include your employee identification number.
Q: Should I follow up after submitting a Shift Change Request Letter?
Answer: Yes, it's a good practice to follow up after submitting a Shift Change Request Letter. Give the employer or supervisor some time to review your request and then approach them politely to inquire about the status of your application. Following up shows your dedication and interest in resolving the matter promptly. Remember to maintain a professional demeanor throughout the process, even if the response is not immediate or favorable.
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