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 January 15th, 2019
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:
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
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
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.