Sample Letter To Your Boss Concerning Your Job Description

Need to talk about your job description with your boss? A “Sample Letter To Your Boss Concerning Your Job Description” can help. It’s for when your role changes, feels unclear, or doesn’t match what you do. Use it to start a professional conversation.

Writing this kind of letter can feel tricky. Where do you even start? How do you sound professional but also get your point across?

Don’t worry, we’ve got you covered! This article shares templates and samples. Use them to easily write your own letter.

Sample Letter To Your Boss Concerning Your Job Description

[Your Name]
[Your Address]
[Your Email]
[Your Phone Number]
[Date]

[Boss’s Name]
[Boss’s Title]
[Company Name]
[Company Address]

Subject: Job Description Review Request

Dear [Boss’s Name],

I hope this letter finds you well.

I am writing to request a formal review of my current job description. I have been in my role as [Your Job Title] for [Number] years, and during this time, my responsibilities have evolved.

Specifically, I have taken on [List of new responsibilities or tasks]. These tasks are not currently reflected in my existing job description.

An updated job description would ensure clarity regarding my duties. It would also help in aligning my role with the current needs of the department.

I am available to discuss this further at your convenience. Please let me know when would be a good time to meet.

Thank you for considering my request.

Sincerely,
[Your Name]

How to Write a Letter To Your Boss Concerning Your Job Description

1. Subject Line: Capturing Attention Intrinsically

Be succinct. A subject line like “Request to Clarify Job Description” is a good starting point.
Invoke urgency without being alarmist. Consider “Inquiry Regarding Current Role Parameters.”
Personalize it. If you’ve discussed it, mention that: “Following Up on Job Description Discussion.”

2. Salutation: Establishing a Proximity of Respect

Address your boss formally unless instructed otherwise: “Dear Mr./Ms./Dr. [Last Name],”
Avoid overly casual greetings. “Hi [First Name]” might be too familiar in some hierarchical environments.
If unsure of their title, “Dear [First Name] [Last Name],” is always safe.

3. Introduction: Setting the Stage with Finesse

State your purpose immediately. “I am writing to respectfully request clarification on my current job description.”
Briefly allude to the reason for your inquiry, perhaps mentioning ambiguities or recent changes within the company.
Maintain a professional and deferential tone. Demonstrating respect is paramount.

4. Body Paragraph 1: Articulating Specific Discrepancies

Pinpoint the areas of your job description that lack perspicuity. Be precise.
Provide concrete examples. Instead of saying “responsibilities are unclear,” try “The delineation between project management and team leadership is nebulous.”
Frame it as a quest for enhanced efficacy, not a complaint. “To ensure optimal performance, I seek further elucidation on…”

5. Body Paragraph 2: Proposing Solutions and Demonstrating Initiative

Suggest viable solutions. “A revised job description with specific key performance indicators (KPIs) would be greatly beneficial.”
Show initiative. Offer to collaborate on revising the document. “I am happy to contribute to drafting a more comprehensive outline of my duties.”
Reiterate your commitment to the company’s objectives. “My goal is to contribute effectively to the team’s success, and a clear job description will indubitably facilitate this.”

6. Closing: Reiterating Gratitude and Availability

Express your appreciation for their time and consideration. “Thank you for your time and attention to this matter.”
Reiterate your willingness to discuss the matter further. “I am available to meet at your earliest convenience to discuss this further.”
End with a professional closing. “Sincerely,” or “Respectfully,” followed by your name.

7. Postscript: Proofreading for Pristine Presentation

Thoroughly proofread the letter for grammatical errors and typos. A polished document reflects professionalism.
Ensure the tone is consistent throughout; avoid any semblance of accusatory language.
Consider having a trusted colleague review the letter before sending it to your boss. A fresh pair of eyes can catch overlooked errors.

Frequently Asked Questions: Addressing Your Job Description with Your Supervisor

This section addresses common inquiries regarding communicating with your manager about potential discrepancies or necessary revisions to your current job description.

Understanding and proactively addressing these concerns can lead to greater clarity and job satisfaction.

Why should I discuss my job description with my boss?

Discussing your job description ensures it accurately reflects your current responsibilities, facilitating fair performance evaluations and appropriate compensation.

When is the best time to approach my boss about my job description?

Schedule a meeting when you have identified specific discrepancies and can present a clear, concise case for review and potential revision.

What if my current responsibilities differ significantly from my job description?

Highlight the specific tasks and duties you are performing that are not included in your job description and explain how these contribute to the company’s goals.

How should I phrase my concerns about my job description?

Use clear, professional language, focusing on the need for accuracy and alignment between your responsibilities and the documented job description.

What if my boss is unwilling to revise my job description?

Inquire about the reasons for their decision. If duties remain outside the formal description, document these responsibilities for future discussions regarding performance and compensation.