Whether you’re unable to work due to a power outage at the office or you simply couldn’t go to work as a result, you need to alert your Boss.
But if this is your first time writing an email like this and you aren’t sure how to structure it, we’ve got you covered. This article will provide a few templates that you can modify for the purpose as well as some tips to help you whenever you need to reach out to your boss.
Tips For Emailing Your Boss
Emails continue to be one of the most popular ways of communication in the business sector, despite the widespread adoption of applications like Slack and Teams across enterprises.
But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.
Decide On Your Reason For Writing The Email
It doesn’t matter how close you may be to your boss; you should keep in mind that the workplace is a professional setting and you’re expected to act as such in official communications.
Only include information necessary for the purpose of the email. Refrain from including irrelevant information in your email. Your boss doesn’t have the time to read that at the workplace.
Clear Reasons
Don’t just tell them you can’t work. Let them know the power is off. In case you work remotely, you can let them know if you have plans of making up for the lost hours or days.
They may not know your situation, so offering to make up for the lost hours would put their minds at ease as well as eliminate any concerns they might have about your productivity.
Clear Subject Line
While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.
This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.
After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done.
Examples:
Power Outage
Use Proper Name
Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.
If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.
Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization.
For informal workplaces, you start with:
Good {{morning/afternoon/evening}} {{Boss’ firstname}}
Hi {{Boss’ firstname}}
In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with:
Dear {{Mr. /Mrs /Ms. Surname}}
Hello {{Mr. /Mrs /Ms. Surname}}
Set Tone
Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.
It doesn’t matter whether the company’s doing something you’re unhappy with, you should mind your tone. If you sound angry, your Boss is less likely to mind your request or even finish reading it.
Use Work Email
Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.
The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.
This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.
Keep It Concise
Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.
No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.
Proofread
No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.
Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.
On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.
Easy To Understand
Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.
To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.
End Formally
At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.
Example:
Thanks for your time and consideration
Signature
Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.
This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.
If you haven’t created a signature template for your email, you should manually include this in your email to your boss.
It can be something like this:
Sincerely,
{{Fullname}}
{{Department if applicable}}
{{Job role/title}}
{{Contact details (optional)}}
Sample Email To Boss For Excuse From Work Due To Power Outage
Template 1: Interrupted Activities Due To Power Outage At Work
Email Subject
Power Outage At The Workplace
Body
Dear {{Surname}},
I hope this finds you well. I would like to alert you of a power outage at the office which has interrupted workplace activities. We believe it’s a building-wide issue as a few colleagues from other floors have also expressed similar concerns.
I’ve already alerted the building management but I’m yet to receive any update on how long this power outage will last. I’m hoping power is restored soon so I can complete and deliver the {{Project name}} on time.
I apologize for any inconvenience this may cause and will keep you updated on any developments.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 2: Requesting Work-From-Home Due To Power Outage
Email Subject
Power Outage – Request For Work-From-Home
Body
Dear {{Surname}},
I hope this finds you well. I would like to request a work-from-home {{Today/Tomorrow}} since my office building is experiencing a power outage. The deadline for the {{Project title}} is {{Tomorrow/Fast approaching}}, and an unproductive day at the office would negatively impact its timely delivery.
I have access to a personal computer, and reliable internet connectivity, and can access all relevant project files online. My phone is also active, should there be a need to reach me at home.
Considering the circumstances, I would appreciate it if you could give my request some thought. That said, I’m aware that working from home may not always be an option, and appreciate your indulgence.
Thank you for your understanding, and I look forward to hearing from you soon.
Best regards,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 3: Excuse From Work Due To Power Outage – Remote Work
Email Subject
Request for Excuse from Work Due to Power Outage
Body
Dear {{Surname}},
I hope this finds you well. I would like to request an excused absence from work today due to a power outage in my area. Power in my neighborhood went out late last night and I’ve already alerted the power company.
I’m hoping to have it fixed by end of the day so I can get back to work and make up for any lost time. I sincerely apologize for any inconvenience this may cause and I hope to get back to work tomorrow.
Thank you for your consideration.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
