The draft could be as below:
Office Circular No ____/2014
Availing of Short Leave for Two Hours
1. Employees are permitted to avail of short leave of two hours once a month. However, it has been noticed that employees avail of this leave without sufficient information. Many times they declare their requirement on the same day.
2. Administration of _____ Hospital extended welfare measure to its employees to meet their small needs. Concomitant to this welfare measure, it is important to ensure the continuity of the work or operations. In view of this, all employees of our hospital are hereby informed to avail of this leave with at least a day's notice. Leave applications for same day short leave could be turned down.
Fill in the blanks where required.
Dinesh V Divekar
I am sorry I have not been able to clearly understand your query as to whether you want cofirmation of the system or you want a draft permission letter for availing two hours short leave,please clarify.Here I can tell you that If there is procedure in vogue for allowing all staffs, a two hours short leave once for a month in a single day including doctors,then there should not be any problem for you in asking two hours short leave as you are a part of the system.but it is better if you take the permission from your immediate incharge 2-3 days in advance instead of one day as you have mentioned.
Further query,if any,on this thread is welcomed.
All permanent employees of (... your company name..) will be entitled for a short leave of upto 2 hours in a month which can be taken to meet their family and or social obligations. This leave can be availed only upon prior approval of at least a day before, else will be considered as time loss.
You may get back should you require any further clarification .
I work as a HR head in one of the companies in Abudhabi