We’ve all been there—working late to wrap up an important project or putting in extra hours to meet a looming deadline.
But for many employees, overtime isn’t just an occasional necessity; it’s a regular part of their job.
And when that overtime needs to be approved, having a clear and concise letter can make all the difference.
In this article, we’ll walk you through 20 sample letters of overtime approval.
Whether you’re a manager looking for guidance on how to approve overtime requests or an employee seeking inspiration for your letter, these examples will provide you with the tools you need to navigate the overtime approval process with ease.
Sample Letters of Overtime Approval
Sample Letter 1
Dear [Employee Name],
This letter is to confirm that your request for overtime has been approved. You are authorized to work an additional [number of hours] on [date] to complete the [project name] project.
Please ensure that you accurately record your overtime hours on your timesheet. If you have any questions or concerns, don’t hesitate to reach out to me or your supervisor.
Thank you for your dedication and hard work.
Best regards,
[Your Name]
Sample Letter 2
Dear [Employee Name],
I am writing to approve your overtime request. As per our discussion, you are approved to work an additional [number of hours] per week for the next [number of weeks] to assist with the [project name] project.
Please make sure to take regular breaks and prioritize your well-being while working these extra hours. If at any point you feel overwhelmed or need additional support, please let me know.
Your hard work and commitment to this project are greatly appreciated.
Sincerely,
[Your Name]
Sample Letter 3
Dear [Employee Name],
I have reviewed your overtime request and am pleased to approve it. You are authorized to work an additional [number of hours] on [date] to attend the [event name] conference.
Please keep in mind that this overtime approval is specific to this event and does not extend to any additional hours beyond what has been discussed.
Thank you for your willingness to go above and beyond in representing our company at this important industry event.
Kind regards,
[Your Name]
Sample Letter 4
Dear [Employee Name],
Your overtime request for [date] has been approved. You are authorized to work an additional [number of hours] to assist with the [task or project].
Please note that this approval is only valid for the specified date and hours. Any additional overtime will require a separate approval.
Thank you for your flexibility and willingness to put in the extra time to support our team’s goals.
All the best,
[Your Name]
Sample Letter 5
Dear [Employee Name],
I am pleased to inform you that your overtime request has been approved. You are authorized to work up to [number of hours] of overtime per week for the duration of the [project name] project.
We understand that this project requires a significant time investment, and we appreciate your dedication to seeing it through to completion.
Please be sure to communicate with your team lead if you have any questions or concerns about managing your workload during this time.
Best wishes,
[Your Name]
Sample Letter 6
Dear [Employee Name],
As discussed, your request to work overtime on [date] has been approved. You are authorized to work up to [number of hours] to complete the [task or project].
We value your commitment to meeting this important deadline and going the extra mile to ensure our success.
Please remember to take care of yourself and let us know if you need any support or resources to manage your workload effectively.
Sincerely,
[Your Name]
Sample Letter 7
Dear [Employee Name],
I wanted to touch base and let you know that your overtime request for [date range] has been approved. You are authorized to work up to [number of hours] of overtime per week during this period to support the [department or project name].
Your expertise and willingness to put in extra hours are greatly appreciated as we work to [goal or objective].
Please don’t hesitate to reach out if you have any questions or if there is anything we can do to support you during this busy time.
Warm regards,
[Your Name]
Sample Letter 8
Dear [Employee Name],
Your request to work overtime on [date] has been reviewed and approved. You are authorized to work an additional [number of hours] to [reason for overtime].
We understand that this is an exceptional circumstance and appreciate your flexibility in helping us navigate it.
Please be sure to submit your overtime hours according to our company policy and reach out to your supervisor or HR with any questions.
Thank you for your hard work and dedication.
Kind regards,
[Your Name]
Sample Letter 9
Dear [Employee Name],
I am writing to confirm that your overtime request for [date range] has been approved. You are authorized to work up to [number of hours] of overtime per day during this period to assist with [project or task].
We recognize that this is a significant time commitment and want to ensure that you can balance your work responsibilities with your well-being.
Please keep an open line of communication with your team and don’t hesitate to let us know if you need any support or accommodations.
Thank you for your continued dedication to our company’s success.
All the best,
[Your Name]
Sample Letter 10
Dear [Employee Name],
I am happy to approve your request for overtime on [date] to complete [task or project]. You are authorized to work up to [number of hours] of overtime on this day.
Your proactive approach to ensuring that this important work is completed on time is commendable and greatly appreciated.
Please make sure to properly document your overtime hours and let me know if you encounter any challenges or roadblocks along the way.
Keep up the great work!
Best regards,
[Your Name]
Sample Letter 11
Dear [Employee Name],
Your request to work overtime during the week of [date range] has been approved. You are authorized to work up to [number of hours] of overtime during this period to support the [project name] launch.
We understand that this is a critical time for the project and appreciate your willingness to go above and beyond to ensure its success.
Please prioritize your tasks and delegate where possible to ensure that you can manage your workload effectively.
If you have any concerns or need additional support, please don’t hesitate to reach out to your project lead or to me directly.
Sincerely,
[Your Name]
Sample Letter 12
Dear [Employee Name],
I am pleased to inform you that your overtime request for [date] has been approved. You are authorized to work an additional [number of hours] to attend the [meeting or event name].
Your participation in this [meeting or event] is valuable for our team and we appreciate you taking the time outside of your regular work hours.
Please be sure to arrange for transportation and any other necessary accommodations and keep all receipts for expense reimbursement.
Thank you for your commitment to professional development and for representing our company so well.
Kind regards,
[Your Name]
Sample Letter 13
Dear [Employee Name],
As per our conversation, I am approving your request to work overtime on [date] to [reason for overtime]. You are authorized to work up to [number of hours] of overtime on this day.
We understand that this extra time is necessary to [expected outcome or benefit] and sincerely appreciate your dedication.
Please be sure to take breaks as needed and to communicate with your team members to ensure that everyone is on the same page.
If you have any questions or concerns, my door is always open.
All the best,
[Your Name]
Sample Letter 14
Dear [Employee Name],
Your request for overtime during the period of [date range] has been reviewed and approved. You are authorized to work up to [number of hours] per week of overtime during this time to assist with [project or task].
We recognize that this is a busy time for the [department name] department and appreciate your willingness to step up and put in the extra hours.
Please make sure to communicate regularly with your supervisor about your progress and any challenges you encounter.
Remember to take care of yourself and let us know if you need any additional resources or support.
Sincerely,
[Your Name]
Sample Letter 15
Dear [Employee Name],
I am writing to approve your overtime request for [date] to complete the [task or project name]. You are authorized to work up to [number of hours] of overtime to ensure that this important work is finished on time.
Your commitment to seeing this through is truly appreciated and does not go unnoticed.
Please make sure to coordinate with your team members and to keep your supervisor informed of your progress.
If you encounter any roadblocks or need additional support, don’t hesitate to reach out.
Thank you for your hard work and dedication.
Best wishes,
[Your Name]
Sample Letter 16
Dear [Employee Name],
Your overtime request for the week of [date range] has been approved. You are authorized to work up to [number of hours] of overtime this week to assist with the [reason for overtime].
We understand that this is an unusually busy time and appreciate your flexibility and willingness to put in the extra hours.
Please be sure to communicate with your team lead about priorities and delegate tasks where possible to ensure that you can manage your workload effectively.
Remember to take breaks and to let us know if you need any additional support.
Keep up the great work!
Kind regards,
[Your Name]
Sample Letter 17
Dear [Employee Name],
I am pleased to approve your overtime request for [date] to [reason for overtime]. You are authorized to work up to [number of hours] of overtime on this day.
We sincerely appreciate you going the extra mile to ensure that we are able to [expected outcome or benefit].
Please make sure to keep track of your hours and submit them by our overtime policy.
If you have any questions or concerns, please don’t hesitate to reach out to your supervisor or to me directly.
Thank you for your continued dedication and hard work.
All the best,
[Your Name]
Sample Letter 18
Dear [Employee Name],
Your request to work overtime on [date] has been reviewed and approved. You are authorized to work an additional [number of hours] on this day to complete the [task or project name].
We understand that this task requires extra time and effort and sincerely appreciate your commitment to seeing it through.
Please make sure to coordinate with your team members and to keep your supervisor informed of your progress.
Remember to pace yourself and take breaks as needed to avoid burnout.
If you encounter any challenges or need additional support, please don’t hesitate to reach out.
Sincerely,
[Your Name]
Sample Letter 19
Dear [Employee Name],
I am writing to confirm that your overtime request for the period of [date range] has been approved. You are authorized to work up to [number of hours] per week of overtime during this time to assist with the [project or task].
We recognize that this is a significant commitment and want to ensure that you have the support and resources you need to manage your workload effectively.
Please make sure to communicate regularly with your team lead and let them know if you encounter any roadblocks or need additional assistance.
Your hard work and dedication to this important project are truly appreciated.
Best regards,
[Your Name]
Sample Letter 20
Dear [Employee Name],
As discussed, your request to work overtime on [date] to [reason for overtime] has been approved. You are authorized to work up to [number of hours] of overtime on this day.
We understand that this extra time is necessary to ensure that we are able to [expected outcome or benefit] and appreciate your willingness to go the extra mile.
Please make sure to prioritize your tasks and delegate where possible to ensure that you are able to manage your workload effectively.
Remember to take care of yourself and let us know if you need any additional support or accommodations.
Thank you for your continued commitment to our team’s success.
Kind regards,
[Your Name]
Wrapping Up Overtime Approvals
Overtime can be a challenging but necessary part of many jobs.
By having clear and concise letters of approval, managers and employees alike can navigate the overtime process with confidence.
We hope these 20 sample letters have provided you with the inspiration and guidance you need to craft your own effective overtime approval letters.
Remember, communication is key—be clear about expectations, prioritize employee well-being, and always show appreciation for the hard work and dedication of your team.
With these tools in your arsenal, you’re well-equipped to handle any overtime approval situation that comes your way.
Now get out there and make every extra hour count!