Ever received a jury duty summons for your employee? It can be tricky. You might need to write a letter to excuse them. This is a “Sample Letter To Excuse Employee From Jury Duty.” It explains why your employee’s absence would create hardship. This letter is often needed when losing the employee will affect business operations.
Need help writing this letter? We’ve got you covered. We know it can be a bit stressful. That’s why we are sharing ready-to-use templates. These examples will make your life easier.
This article provides different sample letters. Use these samples to craft the perfect excuse. Tailor them to your specific situation. Make the process smooth and efficient.
Sample Letter To Excuse Employee From Jury Duty
[Your Company Letterhead]
[Date]
[Clerk of the Court or Jury Clerk’s Office]
[Address of the Court]
Re: Jury Duty Excuse for [Employee’s Full Name]
Employee ID: [Employee’s ID Number, if applicable]
To Whom It May Concern:
This letter is to request an excuse from jury duty for [Employee’s Full Name], an employee at [Your Company Name]. Mr./Ms. [Employee’s Last Name] has been summoned to appear for jury duty commencing on [Start Date of Jury Duty].
[Employee’s Full Name] is a valuable member of our team in the capacity of [Employee’s Job Title]. Their absence for an extended period would create a significant hardship for our company due to [Briefly Explain Reason: e.g., small staff size, specific project deadlines, essential role]. We are a [Describe Company: e.g., small business, non-profit organization] with limited personnel to cover their responsibilities.
We understand the importance of jury duty and civic responsibility. However, given the circumstances described above, we respectfully request that Mr./Ms. [Employee’s Last Name] be excused from this jury duty obligation at this time.
We appreciate your understanding and consideration in this matter. Please contact me if you require any further information.
Sincerely,
[Your Full Name]
How to Write Sample Letter To Excuse Employee From Jury Duty
Subject Line: Clarity is Paramount
The subject line should be succinct and immediately convey the letter’s purpose. Avoid ambiguity; aim for directness.
- Example: Jury Duty Exemption Request – [Employee Name]
- Alternative: Request for Employee Excuse from Jury Service
Salutation: Address Appropriately
Begin with a respectful salutation. Knowing the addressee allows for a personalized touch; otherwise, err on the side of formality.
- To a known recipient: “Dear Judge [Last Name],”
- To an unknown recipient: “To Whom It May Concern,”
Introduction: State Your Case
In the opening paragraph, clearly state that you are requesting an excusal for your employee from jury duty. Be forthright and avoid circumlocution.
- Identify the employee by full name.
- Specify the dates for which jury duty is scheduled.
- Briefly mention the reason for the request.
- Example: “I am writing to respectfully request an excusal from jury duty for [Employee Name], who has been summoned to appear from [Start Date] to [End Date]. Their absence would engender significant hardship for our company.”
Body: Elaborate on the Hardship
This section constitutes the crux of your argument. Detail the specific reasons why your employee’s absence would cause undue hardship to your organization. Consider the indispensability of their role and the potential ramifications of their absence.
- Explain the employee’s role and responsibilities.
- Describe the impact their absence would have on projects, deadlines, or operations.
- Quantify the hardship whenever possible (e.g., financial loss, project delays).
- Example: “[Employee Name] is our lead engineer on a critical project with imminent deadlines. Their absence would jeopardize the project’s completion and potentially result in significant financial penalties. Replacing them, even temporarily, is not feasible given the specialized nature of their expertise.”
Supporting Documentation: Bolstering Your Claim
While not always mandatory, supplying corroborating documentation can lend credence to your request. Consider including materials that substantiate your claims of hardship.
- Attach a copy of the employee’s jury duty summons.
- Include any relevant contracts or project timelines.
- A letter from a supervisor can attest to the employee’s importance.
Closing: Express Gratitude and Offer Cooperation
Conclude the letter with a polite expression of gratitude and an offer to provide additional information if needed. Maintain a respectful and professional tone.
- Thank the recipient for their time and consideration.
- Reiterate your willingness to provide further information.
- Example: “Thank you for considering this request. I am available to provide any additional information you may require.”
Valediction and Signature: Formal Closure
End the letter with a professional closing followed by your signature and typed name. Ensure your title and contact information are readily available.
- Use a formal valediction such as “Sincerely,” or “Respectfully,”.
- Include your printed name, title, and contact information (phone number and email address).
Frequently Asked Questions: Employee Jury Duty Excuse Letters
This section provides answers to common questions regarding employer-provided letters to excuse employees from jury duty. These letters are sometimes requested to demonstrate potential hardship due to an employee’s absence.
1. What information should the letter include?
The letter should include the employee’s name, the jury duty date, and a clear explanation of the hardship the employee’s absence would cause the company.
2. Can an employer legally prevent an employee from serving jury duty?
No, employers generally cannot legally prevent an employee from fulfilling their civic duty. The letter aims to request a postponement or excusal based on demonstrable hardship.
3. Is the court obligated to grant the excuse?
No, the court makes the final decision. Providing a letter does not guarantee an employee will be excused or have their service postponed.
4. What constitutes a valid hardship?
A valid hardship typically involves situations where the employee’s absence would significantly disrupt critical business operations or create undue financial burden for the company.
5. Should the letter be notarized?
Unless specifically requested by the court, notarization is usually not required. A formal letter on company letterhead, signed by an authorized representative, is generally sufficient.
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