Overtime Request Email to Manager Sample

This article offers a guide and template for writing a respectful request for extra hours to your manager, efficiently using their time and company resources.

Key Takeaways:

  • Understand the Context: Know your company’s policy on overtime.
  • Be Concise: Keep your email short and to the point.
  • Provide Reasons: Clearly explain why you need overtime.
  • Offer Solutions: Suggest how your overtime will benefit the project or team.
  • Be Professional: Use a formal tone and format.
  • Follow-Up: Don’t forget to follow up if you don’t get a response.

Understanding Your Company’s Overtime Policy

Before you even begin typing, it’s crucial to understand your company’s policy regarding overtime. Some companies require prior approval for any overtime, while others have a more flexible approach.

Key Points to Consider:

  1. Review Company Policy: Check your employee handbook or intranet.
  2. Know the Limits: Understand any limits on overtime hours.
  3. Approval Process: Be clear on whom to approach for overtime approval.

Crafting Your Email: Step-by-Step

1. Subject Line

Your email’s subject line should be clear and concise, indicating the purpose of your email. For example, “Request for Overtime Approval – [Your Name]”. A clear subject line ensures your email is noticed and appropriately categorized.

2. Greeting

Start with a professional greeting. Use your manager’s name to make it personal, like “Dear [Manager’s Name],”.

3. State the Purpose

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Immediately state the purpose of your email. For instance, “I am writing to request approval for overtime hours…”.

4. Explain the Reason

Clearly explain why you need these additional hours. Be honest and provide sufficient detail. For example, “Due to the increased workload from the upcoming project launch, I find it necessary to work additional hours…”.

5. Outline the Benefits

Show how your overtime will benefit the project or team. This demonstrates that your request is not just for personal gain.

6. Propose a Plan

Include how many extra hours you are requesting and for what duration. Be specific to avoid any confusion.

7. Close Professionally

End with a professional closing, like “Thank you for considering my request. I am looking forward to your response.” followed by your name.

Overtime Request Email to Manager Template:

Subject: Request for Overtime Approval – [Your Name]

Dear [Manager’s Name],

I hope this email finds you well. I am writing to request approval for overtime hours in the upcoming week(s).

The reason for this request is [explain your reason]. I believe that working these additional hours would [explain the benefits, like completing a project on time].

I am planning to work [number] extra hours on [days], starting from [date]. This will allow me to [explain how this will help in your tasks or project].

Thank you for considering my request. I am looking forward to your response.

[Your Name]

Best Practices for Overtime Requests:

  • Timing: Avoid busy periods when sending your email.
  • Tone: Keep it professional and respectful.
  • Clarity: Be clear and concise in your explanation.
  • Proofread: Check for grammatical errors or typos.


Crafting an effective overtime request email is a skill that benefits from understanding your company’s policy, being clear and concise, and maintaining a professional tone.

By following these guidelines and using the provided template, you can write an email that is respectful of your manager’s time and aligns with your company’s procedures.

Have you had experiences with requesting overtime? Share your tips or questions in the comments below!

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Frequently Asked Questions (FAQs)

Q: What should I include in an overtime request email?

Answer: In your overtime request email, you should clearly state the reason for needing extra hours, the estimated amount of overtime needed, and the impact it will have on your work or project completion. 

Be sure to express your understanding of the company’s policy on overtime and reassure your readiness to manage the additional workload effectively.

Q: How can I make my overtime request email professional and effective?

Answer: A professional and effective overtime request email is clear, concise, and respectful. It should clearly articulate the reason for the overtime request, estimate the additional hours needed, and explain the benefits that the additional time will bring to the task or project. Remember to be respectful and open to further discussion or alternatives.

Q: Is it okay to send an overtime request email to my manager?

Answer: Yes, it’s perfectly fine to send an overtime request email to your manager. In fact, it’s often the best way to document your request and provides a clear record of communication. 

It also shows that you’re proactive and committed to delivering your work on time and to a high standard.

Q: What’s the best time to send an overtime request email?

Answer: Ideally, you should send an overtime request email as soon as you realize the need for additional hours. This gives your manager ample time to consider your request and make necessary arrangements. 

Be sure to send it during business hours and avoid weekends or late hours to ensure timely response.

Q: What if my overtime request email is denied?

Answer: If your overtime request email is denied, discuss with your manager about how to prioritize your tasks within the regular working hours, or explore the possibility of adjusting deadlines. Remember, the goal is to find a balance between your workload and your well-being.

1 thought on “Overtime Request Email to Manager Sample”

  1. I found your post extremely helpful, especially the clear example and professional tone suggestions, which made it much easier for me to write my own request confidently.

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