How to Write a Email to Manager to Review and Approve Timesheet
Fifty-fifty the most well-intentioned of employees might forget to submit their timesheet on time, and a friendly reminder can go a long way. Fifty-fifty if your team is minor, the best option are timesheet reminders that y'all can automate, whether that be a calendar alert, SMS, Slack message, or electronic mail. Below are some timesheet reminder templates that might help.
Of course, the frequency of these messages will depend on when employees at your company are required to submit their timesheets. However, information technology can also depend on your company culture and fourth dimension tracking policies, which likely stems from your decision to implement information technology in the beginning identify. In a timesheet reminder, it can be difficult to strike a tone that'due south firm but not common cold. If time tracking is part of an employee'south job responsibilities, it should be taken seriously, but an overly formal e-mail might not mesh with your team's culture.
Formal Timesheet Reminders
If you lot are a manager at a large corporation, or supervise remote contractors whom you don't personally know, a direct-forward and formal timesheet reminder might be your best bet. What's more, for not-salaried contractors or employees, their paycheck could depend on submitted hours. For everyone'south sake it may be good to remind them that no timesheet means no paycheck.
Honey [First Proper name],
This is a reminder that your timesheet is due today, [Date]. Please consummate and submit your timesheet before the end of business hours. Failure to submit your timesheet on fourth dimension may effect in late payment. If yous have any questions please contact your supervisor.
All-time Regards
It should never come to this, only realistically there will be times when employees need a 2d reminder. In this case, you lot can follow up with something along the lines of:
Love [First Name],
I am notifying y'all that your timesheet due on [Date Due] is overdue. Failure to submit your timesheet may result in not beingness paid or in loss of accrued leave. Please complete and submit your timesheet as soon equally possible. If yous accept any questions or issues submitting your timesheet, please contact your supervisor.
Best Regards
Informal Timesheet Reminders
In virtually cases, you'll exist sending a timesheet reminder to employees who you lot know and piece of work with, and a more coincidental message will be more advisable.
Hi there [First Name],
Please don't forget to submit your timesheet before the cease of business hours today!
Thanks
Short and sweet! Hopefully your team is already well aware of the time tracking policies and obligations, and won't need more than than this friendly reminder, but just in case you can follow up with:
Howdy there [First Name],
Your timesheet that was due on [Date Due] is belatedly. Please fill out and submit your hours equally before long as possible, and if you lot have any problems or questions permit your managing director know.
Thanks and best
Reminders for Resubmitting Timesheets
If a timesheet is rejected, don't forget to remind the employee that they need to edit and resubmit those hours. For resubmitted hours, you can send a reminder like this:
Hi [Get-go Name]
Some of all of your submitted hours from [Date Submitted] were not canonical. Don't forget to modify and resubmit these hours equally presently every bit possible. If you're unsure why the hours weren't canonical, speak to your manager.
Thanks and best
When Not to Ship Reminders
Whether your timesheet reminder is formal or informal, you should put some thought into when it is sent. The most effective reminder is sent when the person can human activity on it right and then. If employees should submit their timesheets before the stop of the day on Fri, send a reminder almost the end of working hours, while employees are nonetheless at their desks and are finishing upwards the calendar week'southward final tasks. Or try sending reminders first affair in the morning, when many employees get simple administrative tasks out of the way.
More importantly, you should consider employees' ain well-existence and mental health when sending reminders, and emails in general. While some companies and countries are protecting the "right to disconnect", correspondence sent exterior working hours is still commonplace. Fifty-fifty when at that place is no expectation to act on an email right away, these messages can be difficult to ignore. Information technology becomes incommunicable to totally switch off, which leads to stress, fire out, and is generally detrimental to your employees' health.
BeeBole's Automatic Reminders and Alerts
With these challenges in mind, BeeBole's automated timesheet reminders allow you lot to set the solar day, frequency, and time of messages. Another downside of timesheet reminders, of grade, is that they can get very irritating for employees who are submitting their timesheets on time. Yous'll take to manually transport letters in guild to exclude team members who have already submitted time for a given menstruum, which tin can be extremely time consuming. BeeBole's reminders are platonic because they volition but be sent to employees who haven't submitted time for the called menses. When rejecting submitted hours, you can likewise include a quick note explaining why the hours were not approved and asking for corrections.
Getting all of your employee timesheets in on time is a catchy business, simply these timesheet reminders tin be a big help, and are an important function of keeping employees answerable. Timesheets can show invaluable when it comes to business organisation intelligence and reporting. For more tips on incentivizing employees to track their time, read our post on "half dozen Steps to Encourage Employees to Submit Their Timesheets".
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Source: https://beebole.com/blog/timesheet-reminders/
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