Example of an Excuse Letter: Your excuse will need to be a significant and valid one.

| January 10, 2013 | 0 Comments

Think carefully before writing your excuse letter, and make sure it looks professional. 

There are occasions when it is necessary to provide an excuse letter for having been absent from work.  The absenteeism of their workers over a financial year represents a devastatingly high cost to any business organization. Any sophisticated organization goes to great lengths to keep their employees happy.   Employee Satisfaction Surveys are commonplace.  If these internal marketing devices are neglected, quality of work often declines, and this factor will certainly carry a huge price tag.

There are occasions, though, when an employee may need to provide an excuse letter for missing time from work. If this has been pre-planned because of an interview, or a visit to the dentist, the company might require a request for leave of absence in writing.

There can also be times when it may be necessary for employees to miss time at work that does not fall within the parameters of the time allowed off for sick leave or paid annual holidays. In such an eventuality, the employer may require a formal excuse letter.

Formal excuse letters also serve as an explanation – after the event – for an absence from work. By submitting a formal excuse letter, the employee informs the employer not only of the reasons for having been absent from work, but conveys at the same time his commitment to that employer and how much he values the job, Letters of excuse like this make little impact if they do not convey the employee’s  genuine feelings about his firm, and his satisfaction in doing the job, and knowing that it has been well done. But such a letter might also serve a multiplicity of purposes – that of avoiding any negative consequences, such as reduction of pay, or even potentially losing the job.

Not making yourself available for Jury Service will most certainly require a valid excuse letter

A very specific reason for writing an excuse letter is to outlay your reasons to the Court for being unable to perform your civic responsibility through accepting a role in Jury service.

This is an important summons, and if you are unable to perform this duty then you need to be able to explain to the Court the special circumstances that are going to prevent you from presenting yourself for service.  Sometimes the circumstances of your not attending are dictated by your employer.  In this case, the employer will need to provide the background for your inability to attend.

However, not everyone who is summoned has to perform this duty. There are varying reasons why an individual may be excused from performing jury duty. These range from medical reasons to the financial hardship a person might suffer through taking time off work. An individual can contact the Clerk of the Court and state the reason that he or she cannot perform the jury duty. The clerk will then generally be able to say whether the given excuse is a valid one.

Below we have given you, from the angle of an employer, an example that can be used as a framework for your own particular circumstances, while making the right impact for your excuse letter.

This excuse letter will make the difference between your employee being granted the option to remain at work (continuity of pay might also be a factor), or being extricated from work, with all the attendant difficulties that this might represent

The employer’s first action is to call the Clerk of the Court (the name of this individual will probably be on the bottom of the letter that was sent to you requesting your presence at the Court.)   Discuss with the Clerk of the Court your  circumstances, and ask if these are a valid reason for not attending Jury Service.

The format of the excuse letter is formal.  As provided by the employer, it will be on company letterhead.  It should look like this –

The complete example of our Excuse Letter

This is what your completed letter will look like –

Company Letterhead

Mr George Davies
Clerk of Richmond Court
48 Regents Street
Richmond, Ontario
W1 34569

August 24, 2012

Dear Mr Davies

Re:  Excuse from Jury Duty:  Your Reference 25789, for Duty on 12 November 2012, Mr Alan Dickinson, 203 Green Lane Road, Richmond Ontario, NW 25 673

As discussed with you by telephone today, we are the employers of Mr Dickinson, who has been summoned by your office for Jury Service.

Mr Dickinson is a fully-qualified Construction Engineer with 20 years international experience. Ontario Construction plc has been awarded the contract for the Riverhead Bridge.  This is a two year contract, and we are six months away from its completion.  Mr Dickinson is Director of Operations, and it would not only be impossible to replace him during those dates with a similarly qualified engineer, but this would also constitute a significant risk to the project.

Given the circumstances that Mr Dickinson’s absence from work would carry with it significant negative consequences, we request that you allow him exemption from Jury Service.

Please do not hesitate to contact me for any further information that you might require.  My mobile telephone number is 020 -907 5335.



William D Broughton

Managing Director

More ideas for your Excuse Letter

  • Some examples of valid excuses are medical limitations; care giving responsibilities for children or for vulnerable adults; or having the kind of job for which it is more important for you to remain on duty, such as a medical doctor or a firefighter
  • If you know your special circumstances are temporary, you should put something in the paragraph stating another time when you will be able to fulfill your jury duty obligation
  • State the reasons why it is very important for you to retain the services of this employee, and therefore why he will not be available for juror duty during that time period.
  • Provide a mechanism to the Court for obtaining any further information from you that they might need.
  • Follow with a respectful closing paragraph and request exemption from Jury Service

Download This Letter Example

Category: Excuse Letters Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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