Every time you need not have email authorization from the MD. For the authorization of overtime, you need to design a simple form. Let the production manager, factory manager, or any other manager obtain permission from the MD for overtime. The format of the email could be as below:
Authorization of Overtime
From: Managing Director
To: All the Heads of Department
Subject: Authorization of Overtime
It has been observed that in many departments, employees work well beyond their specified working hours. The reasons for this extra time spent at the workplace are not known.
To streamline the process of overtime, it has been decided to use the Overtime Authorization Form (OAF). Henceforth, any Head of Department, before authorizing overtime, has to obtain written permission from the undersigned.
The HOD is to hand over the approved OAF to the security section. Security is to verify the authorization for excess work and actual time spent at the workplace. The next day, the security in-charge is to hand over the OAF to the HR Department. The HR Department is to open a new file for preserving the approved OAFs. HR is to link Overtime Payment to the OAFs received in the month and compute the OT payment accordingly.
The format of the OAF is attached to this email. This change comes into effect immediately.
Managing Director
Dinesh V Divekar
Beware of false knowledge; it is more dangerous than ignorance.
Regards