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Thank You Letter for Working Overtime on a Project

By: Beth Morrisey MLIS - Updated: 6 Oct 2012 | comments*Discuss
Thank You Letters Thanks Overtime Work

When employees and team members work overtime to complete a project there is no doubt that they would like to receive acknowledgement and thanks for their extra effort. At the very least these individuals should receive a thank you letter for their overtime work.

Content of a Thank You Letter for Working Overtime

A thank you letter for working overtime should include three main topics: the thank you for working overtime, specific mention of the project which required overtime work, and any extra items which may be awarded to the individual for his or her extra work and flexibility. Extra items could include time off in lieu of the extra work, bonuses for the extra work, the promise of a good review, potential for promotion or added responsibility. However, these thank you letters should not promise anything that can not be delivered since they are formal communications from an organisation and could be referred to later should the promised items not materialise. Also, whoever is sending the thank you letter should be in a position to offer these extra items or make specific mention that they have been authorised so that no one is left wondering if the contents of the letter is true.

Presentation of a Thank You Letter for Working Overtime

Thank you letters for working overtime could be formatted as formal business letters, but in today's organisations they are often sent via email and so do not require such precise presentation. The names, titles and contact details of the writer and recipient do not necessarily need to be included on emails and the salutations and closings can be less formal as well. As there is no way for someone to sign an email a signature would not be required either. But, since email makes instant communication possible, these thank you letters should be sent as soon as possible following the overtime work, close of the project or notification of any items to be awarded to those who worked overtime.

Sample Email Thank You Letter for Working Overtime

20 Apr 2024

Dear Mary,

I just wanted to thank you again for all of the hard work and overtime that you put into the Beautiful Boutique project. I am well aware that if it had not been for your extra effort we may never have landed the Beautiful Boutique account.

As a small token of thanks, I would like to offer you two days off in lieu for all of the overtime that you have been working recently. These days will of course be fully paid and you can feel free to take them any time this month. Please let Martha know your plans so that she can make sure we have enough staff in on a given day, but other than that feel free to schedule these two days as you wish. I only ask that you notify me by email when you and Martha have agreed on an arrangement.

Again, thank you for your overtime work on the Beautiful Boutique project. Your flexibility and willingness to pitch in when needed will not be forgotten.

Best Wishes,

Paul Peterson

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