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Shift Schedule Notification Letter

The company is expanding, and the shifts became more. I want to write a letter to explain the shift times and ask the employees their preferences for weekdays and weekends shifts. I want them to answer as soon as possible to set a timetable accordingly. Time for shifts is as follows: Weekday’s first shift will be from 6:00 a.m. – 2:00 p.m. Second shift will be from 2:00 p.m. – 10 p.m. Weekend shifts will be from 8:00 a.m. – 4:00 p.m. The changes will be implemented on 1st of February; therefore, they have to respond before January 15th. How can I do that professionally?

Here’s a basic sample of what you can send:

Dear Employees,

Due to XYZ Company expanding, shift times will be changing to better accommodate operational needs. The new shift times will be:

Monday – Friday:        First Shift 6:00 a.m. – 2:00 p.m.

Second Shift 2:00 p.m. – 10 p.m.

Saturday and Sunday: 8:00 a.m. – 4:00 p.m.

Please submit your shift preferences no later than January 15, 2017.

The new shifts will be effective February 1, 2017.

Thank you,

XYZ Company

There are a few other details you should include in the letter. Let employees know how and where to submit their preferences. You can add check off boxes next to the shifts on the letter itself to make it easier for employees and include a section on the bottom for the employee to sign/date acknowledging their preferences. Then employees can simply drop off the completed preference letter to the designated person. The letter should also mention how the shifts will be chosen (i.e. seniority, first come first serve etc…). Lastly, make sure employees know who the contact person is in case they have any questions.


This entry was posted on Thursday, December 15th, 2016 at 2:45 pm and is filed under
Workplace Management.
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