An excuse letter is a written document with an explanation giving reasons for being absent for a specific time. The reasons for absence are directed to the concerned party. For example, if you missed work because you attended a graduation ceremony, it is good to write an excuse letter to your boss stating the reasons why you were absent.
The message should express regrets and apology for missing the event.
- Be sorry. You have to let your employer know that you are sorry for what you did. Sorry is one of the hardest words to say, but after saying it shows concern.
- Accept the mistake. When writing this excuse letter, you have to show the recipient that you accept the mistake, and you will take full responsibility for your actions.
- Explain what happened. Do not blame anyone or anything. Make the recipient understand what happened and why you had to miss work. Your employer deserves to know what led to your absence.
- Have a plan. Let your employer know that you have a plan to fix what happened. If you write the letter before attending the graduation, you can look for a colleague to stand up for you on that day. If it is after the graduation, plan on working extra hours to achieve what you missed.
- Forgiveness. Accept you made a mistake and ask for forgiveness. It is even better if you promise never to repeat the same mistake ever again.
Excuse letter to Work For Attending Graduation (Format)
Dear (MR. /Ms. Last Name)
I am sorry that on (Date) I was absent from work. On that day I (Action) that’s why I could not make it work. Skipping work without a prior notice is a mistake, and I apologize for my decision and action. It shows a lack of respect and professionalism, and that is why I am asking for forgiveness. I promise such behavior will never happen again, and I will work for extra hours this week to compensate for the lost time. I hope we will continue working as a team to make sure (company’s name) achieves its objectives.
Sample Excuse letter to Work For Attending Graduation
Sub: Apology of Absenteeism for Attending Graduation
I am writing to you to express my deepest regret that I will have to miss work tomorrow. My elder brother is graduating tomorrow for his degree achievement. I am the only family he is left with, and therefore it will be inappropriate for me to miss. I forgot about the dates, that’s why I never informed you earlier. I take responsibility for my behavior, and I promise such action will never happen again in the future. I understand skipping work without prior notice is a big mistake according to company rules and so politely ask for forgives for failure to inform you earlier. I asked my partner John to stand up for me tomorrow, and I will work for extra hours next week after I resume duties.
- The letter should be direct to the point hence very brief.
- It is good to start the letter by apologizing to the relevant authority for your mistake.
- Include the reason for being absent. The profound explanation is not compulsory in the letter, but the reason has to be stated.
- To show how willing you were to go to work but you had to attend the graduation ceremony. Suggest a way you will make up for the missed day.
The Things to Avoid
Using the word “but” in your letter shifts the blame away from you. Therefore, sounding like you are avoiding responsibility for your actions. As much as you try to explain your situation, try to avoid bringing excuses that shift blame from you.
“If,” “May,” “Might.”
The above three words, when used in an excuse letter, especially before saying sorry, change the meaning of your idea. When you say, “ I am sorry if I offended you,” it will sound like the reader had a choice in emotions rather than you feeling sorry for the mistake you did.
Make sure the recipient knows the exact reason why you are apologizing. Go straight to the point and name the mistake you did. Do not let the reader fill in the reasons for you. If you missed work, tell the recipients, “I am sorry for being absent” and not, “I am sorry for what I did.”
The words “That you” make it sound like you are apologizing for the recipient’s response to your mistake. The main reason you are apologizing is for your mistake and not how someone responded to your error.
This word “excuse” causes a distance between your words and actual sentiments. Instead of using it, go straight and to the point, for it will sound more sincere.