Letter to reduce hours at work 2023 (guide + free samples)

This post covers a letter to reduce hours at work.

Did you know that in October 2022, the average working week for all employees on private nonfarm payrolls in the United States was at 34.5 hours? (source)

You want to reduce your working hours due to some situation or change in lifestyle.

Now you are looking for a perfect letter to help you communicate your request to your supervisor effectively.

You are lucky!

You have arrived at the right place.

Writting an effective letter to reduce hours at work should never be a hassle.

Here I will guide you on everything you need to know about that. Specifically, i will take you through;

  • What is a letter to reduce hours at work?
  • Why do you need to write a letter to reduce hours at work?
  • How to write an effective letter to reduce hours at work
  • letter to reduce hours at work template
  • Sample letter to reduce hours at work
  • etc.

Let’s get started

What is a letter to reduce hours at work?

A letter to reduce hours at work is a brief statement of facts written by an employee to his supervisor to request a reduction in work hours due to specific reason(s).

A letter to reduce work hours is a formal and efficient method of communicating with management about your working hours.

This letter is a great opportunity for an employee to explain his situation to the employer and request a reduction in working hours.

Why do you need to write a letter to reduce hours at work?

The following is why you need to write a letter to reduce hours at work instead of making a call or speaking face-to-face.

  • A letter acts as formal documentation of the request, and if denied, it may be reconsidered afterward.
  • Your request will be taken more seriously by your manager.
  • You can avoid stumbling over your words in person by expressing your claim in writing.
  • Making the request in writing may also be more convenient and pleasant than discussing the reduction in work hours with your supervisor in person.
  • A letter may serve as proof that you requested a reduction in work hours.

How to write an effective letter to reduce hours at work

A letter to reduce hours at work is written in a business letter format. Begin your letter with your address and contact information, followed by a date and the employer’s address, and state that you are writing to request a reduction in work hours and provide the justification for your request. Finish with “Sincerely,” followed by your name and signature.

REMEMBER! the primary goal of your letter to reduce hours at work is to ask your boss to reduce your working hours.

Thus, the following is how you can write an effective letter to reduce hours at work.

  • Provide your name, address, and contact information
  • Include the date of the letter
  • Include the employer’s  name, address, and contact information
  • Instantly say the purpose of your letter (in the opening paragraph)
  • Indicate your position
  • Explain the reasons for your request
  • Clearly express why you deserve the reduction
  • write the specific amount of hours you currently work per day, week or month.
  • State the exact hours you need to be reduced eg. from 40hrs/week to 15hrs/week
  • If necessary, highlight how you can handle the impact of reduced hours
  • state your willingness to negotiate for adjustments if the company cannot reduce the requested hours.
  • Attach relevant documentation
  • Maintain a professional tone
  • Be honest
  • Be polite and respectful.

Letter to reduce hours at work template

Your Name
Address
City, State, Zip Code
phone
email

DATE

[Employer’s Name]
[Employer’s Street Address]
[Employer’s City, State, and Zip Code]

RE: Request for a reduction in work hours

Dear [Employer’s Last Name]

It is with great enthusiasm that I’m humbly writing this letter to request a reduction in work hours from [#hrs/ week/month] to [#hrs/week/month] because [reasons].

I’m currently working as [position] full time [#hrs/week/month] from [starting time] to [ending time] but I would like to reduce my hours to [#hrs/week/month] from [starting time] to [ending time].

To reduce the impact on the company I can [explain how you can reduce the impact of reduced hours eg. I can remotely, drop by for emergency issues, etc.]

I appreciate your consideration and time regarding this matter. If you have any queries or require any extra information from me, kindly contact me by phone or email. I’m looking forward to speaking with you face-to-face so that we can discuss the specifics of a new schedule for both of us.

Sincerely

Signature

Name

Sample letter to reduce hours at work

Dear Mr. Nunez

Please accept this letter as my official request for a reduction in working hours from 40hrs/week to 20hrs/week to get additional time to look after our five-month baby who is currently suffering from severe diarrhea.

I’m currently working as an Accountant full-time 40hrs/week from 9:00 am to 5:00 pm but I would like to reduce my hours to 20hrs/week from 9:00 am to 1:00 pm.

I can manage a significant portion of my responsibilities remotely to ensure minimum impact on the business and still spend time with my family. In addition to that, I’ve attached a document that explains how my additional responsibilities may be assigned to others if working remotely is not an option.

I appreciate your time and consideration regarding this matter. If you have any questions or need more information, please contact me by phone or email. I’m looking forward to meeting with you in person to discuss the details of a new schedule for both of us.

Sincerely

Jane Valley
Accountant
ABC Accounting
55-564-8012

Letter to reduce hours at work pdf

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Isack Kimaro
Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion