How Can I Officially Notify Hospital Staff About Monthly Short Leave Approval?

I am working as an admin assistant in a hospital group in Abu Dhabi. My company provides all staff with 2 hours of short leave once a month on a single day, including doctors. I would like to inform the staff to take this leave with prior approval one day before.

Making the Leave Notification Official

How can I make this letter official? Please, can anyone help me with this issue?

Thank you

The draft could be as below:

Office Circular No. ____/2014

Availing of Short Leave for Two Hours

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.

The administration of _____ Hospital extended welfare measures to its employees to meet their small needs. Concomitant with 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 the same day short leave could be turned down.

Director

Fill in the blanks where required.

Thanks,

Dinesh V Divekar

I am sorry I have not been able to clearly understand your query. Do you want confirmation of the system, or do you want a draft permission letter for availing a two-hour short leave? Please clarify. Here I can tell you that if there is a procedure in vogue for allowing all staff a two-hour short leave once a month on a single day, including doctors, then there should not be any problem for you in asking for a two-hour short leave as you are a part of the system. However, it is better if you seek permission from your immediate in charge 2-3 days in advance instead of just one day as you have mentioned.

Any further queries on this thread are welcomed.

Regards,
BS Kalsi

Please check this out and make the required modifications:

Short Leave Policy

All permanent employees of (your company name) will be entitled to a short leave of up to 2 hours per month, which can be taken to meet their family and/or social obligations. This leave can only be availed with prior approval of at least a day in advance; otherwise, it will be considered as time loss.

Feel free to reach out if you need any further clarification. I work as an HR head in one of the companies in Abu Dhabi.

Regards,
Hashir Najeeb

You have to circulate the policy to avoid future grievances. Specify all expected queries related to your rule.
Thank you.