This article is about letters to your boss. The letters are about your job. They explain what you do, or should do.
We’ll give you example letters. These are templates. Use them to write your own letter. They’ll make writing easier.
These samples cover different situations. They include requests for clarification. They also include requests for changes to your job description.
sample letters to your boss concerning your job description
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Boss’s Name]
[Boss’s Title]
[Company Name]
[Company Address]
Dear [Boss’s Name],
This letter addresses some concerns I have regarding my current job description. My understanding of my role has evolved since my initial onboarding. Several tasks I now regularly perform weren’t explicitly outlined in my original job description. This includes managing the social media accounts and preparing quarterly reports. These responsibilities consume a significant portion of my time each week.
I am committed to my work and the success of the company. However, I believe a review of my job description is necessary to accurately reflect my current responsibilities. This will ensure clarity and allow for a more accurate assessment of my workload and contributions. A revised job description would also be beneficial for future performance evaluations.
I am available to discuss this further at your convenience. Thank you for your time and consideration.
Sincerely,
[Your Name]
How to Write Sample Letters to Your Boss Concerning Your Job Description
Understanding the Nuances of Job Descriptions
Before penning a missive to your superior, meticulously examine your current job description. Identify discrepancies between your assigned tasks and your initial employment agreement. Note any instances of role creep—the insidious expansion of responsibilities beyond the initially defined parameters. This careful analysis forms the bedrock of your argument.
Articulating Your Concerns with Precision
Vagueness is the enemy of effective communication. Employ precise language, eschewing ambiguity. Quantify your workload whenever possible. Instead of saying “I’m overworked,” try “My current workload exceeds my stipulated 40 hours per week by an average of 10 hours, impacting my ability to deliver optimal results.” Specifics lend credence to your assertions.
Crafting a Professional and Respectful Tone
Maintain a professional demeanor throughout your correspondence. While expressing your concerns firmly, avoid accusatory language. Employ a measured tone, focusing on solutions rather than apportioning blame. Remember, your goal is collaboration, not confrontation. A conciliatory approach fosters a more receptive audience.
Structuring Your Letter for Maximum Impact
A well-structured letter is crucial. Begin with a concise introduction, clearly stating your purpose. Detail your concerns systematically in the body paragraphs, providing concrete examples. Conclude by proposing potential solutions or requesting a meeting to discuss the matter further. A clear call to action is paramount.
Sample Letter: Addressing Overlapping Responsibilities
Subject: Clarification Regarding Job Responsibilities
Dear [Boss’s Name],
I am writing to respectfully request clarification regarding my current job responsibilities. Since the implementation of [new initiative/project], I have observed a significant increase in my workload, particularly concerning [specific tasks]. This has resulted in [consequence, e.g., reduced effectiveness in other areas, missed deadlines]. I would appreciate the opportunity to discuss how we can best optimize my workload and ensure I can continue contributing effectively to the team.
Sincerely,
[Your Name]
Sample Letter: Requesting a Formal Job Description Review
Subject: Review of Job Description
Dear [Boss’s Name],
I am writing to request a formal review of my current job description. Since my commencement date, several new responsibilities have been added, resulting in an altered scope of work. A revised description would ensure alignment between my contributions and my official job parameters. I am available to meet at your earliest convenience to discuss this matter.
Sincerely,
[Your Name]
Following Up and Maintaining Professionalism
After submitting your letter, allow a reasonable timeframe for a response. If you haven’t received a reply within a week, a polite follow-up email is acceptable. Remember, maintaining professionalism throughout this process is key to achieving a positive resolution. A proactive and well-articulated approach significantly enhances your chances of success.
FAQs about sample letters to your boss concerning your job description
Seeking clarification on your job description is a professional step. Here are some frequently asked questions to help guide you.
What is the appropriate tone to use when writing to my boss about my job description?
Maintain a professional and respectful tone throughout the letter. Avoid accusatory or demanding language. Focus on seeking clarification and collaboration rather than confrontation.
What specific information should I include in my letter regarding discrepancies in my job description?
Clearly state the specific discrepancies you’ve identified between your current responsibilities and your original job description. Provide concrete examples of tasks you’re performing that are outside the scope of your initial agreement. Include dates and relevant details for context.
How can I politely request a revised job description or a discussion with my boss?
Phrase your request politely. For example, you could state, “I would appreciate the opportunity to discuss these discrepancies and explore potential adjustments to my job description” or “I kindly request a review of my current responsibilities to ensure alignment with my initial job description.” Offer to schedule a meeting to discuss the matter further.
What if my boss is unresponsive or dismissive of my concerns about my job description?
If your initial communication is met with unresponsiveness or dismissal, consider following up with a second email or attempting to schedule a meeting in person. If the issue persists, you may need to consult your company’s HR department or seek legal advice, depending on the severity of the situation and your employment contract.
Should I keep a copy of the letter and any supporting documentation for my records?
Absolutely. Maintain a copy of the letter, any supporting documentation (such as your original job description), and any subsequent correspondence with your boss related to this matter. This documentation will be valuable if further action is needed.
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