How to reply a query letter for being absent from work without permission

How to reply a query letter for being absent from work without permission

Learn how to reply a query letter for being absent from work without permission because you never know when an emergency might knock on your door. Some personal reasons are too sensitive to be overlooked for even a minute. You might not be in a position to text or call your boss, but you can write a letter when you resume work.

how to reply a query letter
A fountain pen on a notebook. Photo:, @Pexels
Source: UGC

Know how to explain yourself to your boss through a letter when you return to work. How you explain your reason for missing work is important. Your boss might understand your situation if you provide a genuine and solid reason and sound apologetic. This article will help you learn how to answer a query letter of absence.

How to reply a query letter for being absent from work without permission

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Learn how to reply a query letter from online samples. They provide one with vital tips for writing a convincing query letter for being absent from work without permission. An apology letter decreases workplace stress by building trust and improving communication between the boss and junior staff.

Official query letter format

If you have good reasons for being absent, write a letter to your boss before they ask you for it. Some bosses are flexible enough to accept a short text message or call during emergencies, but writing a letter is professionally recommended, regardless of your boss's managerial style. Here is the format:

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  1. Write the name of the office, location, the manager's title, and date.
  2. Salute the boss with Dear Sir/Madam and add their official name.
  3. Write the heading of your letter.
  4. Go straight to the point regarding why you were absent without permission.
  5. Mention if you have attached pieces of evidence to the letter.
  6. Apologize and promise not to repeat the mistake.
  7. Show gratitude at the end by writing Thanks.
  8. Write Yours faithfully, your signature and official name.

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how to respond to a query letter for being absent from work
A person writing on a paper. Photo:, @RODNAE Productions
Source: UGC

Official query letter sample

Writing or typing a response to a warning letter for being absent from work without permission is not difficult. Check out this official query letter sample for being absent at work for guidance:

Robinson Hotel Financial Management Office 3 Babatunde Jose street, Victoria Island, Lagos, Nigeria, The Financial Manager9th May 2017Dear Madam Esther Robinson,RESPONSE TO YOUR QUERY LETTER ON THE 6TH OF MAY 2017 REGARDING ABSENTEEISM FROM WORK WITHOUT PERMISSIONSir, I refer to the query directed to me on the 6th May 2017 on the above subject matter. My absence was due to a car accident I was involved in on Wellington Street at about 7:30 am on my way to the office. I called the office to explain that I would be late that day. The police and insurance company arrived at the scene between 8:30 am and 9:30 am. I had to fill out insurance claim papers at the insurance company's office and file a complaint at the police station.I also visited the hospital for medical attention due to my bleeding arm and minor bruises. I have attached the police, hospital, and insurance report (photocopy) to this letter.For records, Sir, it`s extremely unusual for me to be absent from work. I assure you that it was an accident that I could not predict. I will do my best to make sure it does not happen again.Thanks.Yours faithfully,(Your signature)Alex Jackson

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Tips for how to answer a query letter

You can get into more trouble or get away with being absent without permission, depending on how you reply a query letter. Here are the best tips for how to respond to query for absence:

  • As you can see from this response to query for absence, you have to be polite and use an official tone.
  • You should attach evidence to support your reason for being absent without permission in your official letter (e.g. a medical report or a police affidavit).
  • Mention that you notified your colleagues about you being late or absent. Be honest because your boss might ask the person you mention to prove your words.
  • At the very end of the letter, acknowledge your mistake and show you are apologetic.
  • Share your plan to fix the problem (if you can solve it) so that it does not repeat the same mistake.
  • Sign your letter because the boss will keep it in the records for future reference.
  • Proofread your work to remove grammar errors and words that do not sound right.

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how to answer query on absenteeism
A black twist pen on a notebook. Photo:, @Mohammad Danish
Source: UGC

There is nothing wrong with being absent if you have a serious reason. You feel less nervous when explaining yourself on a piece of paper than when talking to your boss face-to-face.

Practise how to respond to a query letter for being absent from work. Perfecting your writing skills helps you avoid penning unappealing and unconvincing letters.

You can also learn how to answer query on absenteeism from colleagues or how to send the boss a quick text message if you an unwell. Ensure you follow it up with an official letter when your get to work. Deliver the letter by yourself and not through another person.

Can an employee leave without notice?

Companies expect employees to miss some work days for legitimate reasons. Therefore, it is not illegal for an employee not to show up at the workplace without notifying the boss, but you will face punishment according to the company's absenteeism policies.

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How long can an employee be absent from work?

A deserter is an employee absent from work for more than 3 days without notifying the boss or the employer.

Which absence is considered absenteeism?

Failure to report to your work beyond what the company considers reasonable and customary due to personal reasons like a vacation or occasional illness is absenteeism.

There are many official query letter samples online, but hopefully, the sample provided in this article was among the best you have ever read. Review it severally when learning how to reply a query letter for being absent from work without permission.

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Pay attention to these questions and understand the best way to answer them. This will boost your confidence because the interviewers do not expect you to be silent, take too long to answer, or mumble words.

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