There is some confusion on the schedule about my Friday day shift. For example Joe, you have scheduled me 3 weeks in a row of working 12:30 to 9:00 p.m. (2/21, 2/28, and 3/7). I should not have worked 12:30 to 9:00 today, but I followed the typed schedule and came in without really realizing it till just now. I am almost sure I worked a full shift last Friday (Jan, can you look at my previous Kronos time sheet and let me know if I did just to make sure?).
I suppose I will have to comp four hours this week so we can get back on the right schedule and so I’m not getting paid more hours than I’m supposed to be paid for. Joe, if you’d like I can copy my calendar I have where I circled the dates that I’m supposed to work full shifts. That might make it easier for you to look at and see when to schedule me.
So to what days should I comp for? Would I be able to take the day off on Tuesday (3/4) or Wednesday (3/5) possibly to make up for this error? Thanks for answering these questions.
Susie Snowflake
Blah Blah Employement Office
241 Candy Lane
111-352-1111
Susie@Susie.com
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My boss said the e-mail was "unprofessional" and went through each line telling me how I typed it as if I was talking. I am curious to hear others thoughts.
There's nothing wrong with typing conversationally if it makes the message clearer.
1. Replace "Hi there," with "Hi Joe, Jan:". Just that one little tone-setter can change the flavor of the email and suggest who should be paying attention.
2. Order one person around at a time, your request to Jan is buried a bit and will be missed if she loses interest early on.
3. They control your schedule and paycheck. If you're not in charge of these people, make it sound like a request.
4. Keep it short and to the point:
Hi Joe:
I don't think I was actually supposed to work last Friday because the schedule usually calls for me to [insert details].
If that's the case, we should have a look at my schedule this week so I don't get too many hours.
Thanks,
Susie
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I agree. If I were to go through it line by line it would probably be exactly what your boss said. Starting with the salutation. He is probably concerned that your other professional communications show a similar lack of polish and is trying to help you develop a skill.
And, seriously, you can't remember if you worked a full shift just a week ago? Since you seem to have a flex schedule you need to be keeping track of days & hours worked, either by keeping a copy of your time sheet or on a calendar somewhere instead of expecting other people to do that work for you. If you don't remember, then don't put it in the letter.
Also, you don't tell a boss you will be comping time. If your office has a policy that you are to take comp time, then you list the dates and hours worked and then ask for permission to take the time and what days you prefer. You also need to admit some responsibility for coming in to work on a day you weren't scheduled for.
You come off kind of like a perfectionist and demanding a day off. Lose some of the attitude.
I wouldn't say it was unprofessional; I'd say it was poorly written.
