A timesheet is a document that indicates how many hours an employee has spent working, either remotely or on-site. It is a method for recording the quantity of time a worker spends on each job. A more traditional method uses a sheet of paper with the data arranged in tabular format. In the present day, a timesheet is often a digital document or spreadsheet.
Timesheets make payroll processing, client billing, and project management easier while saving time and cutting costs. When processing payroll for a specific pay period, management uses timesheets to determine how much to pay the hourly employees. Timesheets are also important when figuring out how long certain processes take on the job.
Employees frequently submit timesheets via email, fax, software programs, and other communication channels. Because of the flexibility of email, it is one of the most popular methods of submitting time sheets. After submission, employees often have no idea if their timesheet was reviewed and approved. The approving manager must evaluate the timesheet before forwarding the request to the HR group.
The importance of timely timesheet submission is that it is crucial for accurate payroll processing, which is an essential part of running any business.
There is no best way to structure this kind of email to your boss, but steps can be followed to achieve an effective timesheet submission email.
How to Write a Timesheet Submission Email
Emails continue to be the most effective mode of communication in business organizations, especially when communicating with a supervisor over a project, work, or what have you.
Unlike sending emails to coworkers or friends, where you can be informal and less concerned about mistakes and grammatical errors, sending an email to your boss has to be formally drafted with a thorough edit.
Ensuring that timesheets are submitted on time is critical for any business that wants to stay organized, efficient, and profitable. Transparency and Accountability, Time Management, Billing and Invoicing, Accurate Payroll Processing, and Compliance and Legal Issues These are several reasons employees need to ensure their timesheets are due on time.
Some organizations send out timesheet reminders to employees so they don’t forget to log in their time.
Writing a timesheet submission email will be a walk in the park if you follow the tips below.
How to Write an Email to Your Boss About a Mistake: Sample Included
Use your work email.
Do not make the mistake of emailing your manager with your email. Even though no harm was intended, it can come off as unprofessional, plus some companies have a spam filter that automatically sends emails from a personal address into the spam bank. You do not want to email your boss only to be called out later for not submitting your timesheet.
Because of this, most business establishments provide their employees with company emails that serve communication purposes within the company as well as correspondence with external companies.
Clear and concise subject line
The need for a subject line that doesn’t overdo its goal cannot be far-fetched. While it is impossible to include all the information in the email in the subject line, you should give the manager an inkling of the email.
It helps your boss locate the email and notice the urgency of the email, especially when they have a boatload of work to get done.
A good example of a subject line is Request for Timesheet Approval.
Use a formal address.
Address your boss formally. Don’t use a first name if that’s not how they prefer to be addressed.
Keep the culture of your workplace in mind when you begin your email. Identify your boss by the name he or she wishes for you or the general work staff to call them.
Establish a professional tone.
Your tone is important, as it can cost you your job. You can come off as rude if your tone is off-beat. When writing professional emails, your tone should not reflect your mood or whatever grudge you have against the company.
Keep it simple and easy to understand.
Although timesheet emails are important, your manager would likely not spend 30 minutes trying to understand their content. It is advisable to use short and clear sentences to convey the subject of your message effortlessly. Ensure that your email is easy to understand within the shortest time.
Proofread and edit
Terrible grammar with misplaced punctuation is a bad look, especially in a professional setting. You should proofread your email to identify grammatical errors before sending it to your boss.
Formal Ending
End your email by thanking your manager for taking the time to check it and reiterating any information relevant to the email.
Preparing for Timesheet Submission
Some emails, especially work emails, must be documented or approved, and paper employee timesheets are often lost or illegible. This is a manual effort that puts a significant strain on the company’s team. There are different modern methods to document the daily work time of the employees. Paper trails are easy to lose and cumbersome to document. The process is slow, inefficient, prone to mistakes, and hard to track.
Deciding on a digital timesheet will simplify merging your time and attendance data with the payroll processing software that your company favors; they are mostly utilized to make things simpler and more straightforward. They also make data storage far easier and lower the chances of data loss or human error.
You should integrate your timesheet approval process with your existing enterprise systems. This can drastically reduce manual data entry and ensure accuracy.
Best Practices for Completing Timesheets
Timesheets are beneficial to the employer, employees, and clients. They enhance payroll accuracy by implementing an equitable system for workers to track the hours worked. They provide data that helps manage client billing and project management more skillfully and accurately.
- Accuracy and attention to detail.
- Timeliness and regularity.
- Clear and concise documentation of work activities.
- Proper allocation of time to specific projects or tasks.
Timesheet Submission Email Sample
Subject: Timesheet Submission for [Month and Year] Dear [Supervisor's Name], I hope this email finds you well. I am writing to submit my timesheet for the month of [Month] [Year]. Please find attached the completed timesheet for your review and approval. During this period, I have recorded my work hours, tasks, and any additional notes as required. I have also ensured that all entries are accurate and in accordance with company policies. If you have any questions or require any clarifications regarding the timesheet, please do not hesitate to reach out to me. Your prompt approval is greatly appreciated. Thank you for your attention to this matter, and I look forward to your response. Best regards, [Your Name]
Timesheet Submission Email Template
Subject: Timesheet Submission for [Month and Year] Dear [Supervisor's Name], I trust this email finds you well. I would like to submit my timesheet for the month of [Month] [Year] in accordance with our company's time tracking procedures. Please find attached my completed timesheet, which includes a detailed breakdown of my work hours, tasks, and any relevant comments or notes. I have made every effort to ensure accuracy and completeness. If you require any further information or have any questions regarding the timesheet, please feel free to contact me at [Your Email Address] or [Your Phone Number]. Your timely review and approval of my timesheet are greatly appreciated. If there are any discrepancies or concerns, please let me know, and I will promptly address them. Thank you for your attention to this matter, and I look forward to your response. Best regards, [Your Name]
Timesheet Submission Email Example
Subject: Timesheet Submission for September 2023 Dear Manager, I hope you're doing well. I'm writing to submit my timesheet for the month of September 2023. Please find the details below: **Total Hours:** 160 hours **Client Projects:** - Project A: 80 hours - Project B: 40 hours - Project C: 20 hours - Admin Work: 20 hours **Notes:** This month, I had to put in extra hours on Project A to meet the deadline. Additionally, I attended a training session on September 10th, accounting for 8 hours of professional development. I've attached the timesheet document for your review. If you have any questions or need further details, please don't hesitate to reach out to me. Your timely approval of this timesheet is greatly appreciated. If there are any discrepancies or adjustments needed, please let me know so I can address them promptly. Thank you for your attention to this matter. Best regards, [Your Name] [Your Employee ID]
Timesheet Submission Email to HR
Subject: Timesheet Submission for [Month and Year] Dear HR Team, I hope this email finds you well. I am writing to submit my timesheet for the month of [Month] [Year], in accordance with our company's time tracking procedures. Below are the details of my timesheet for the mentioned period: - Total Hours Worked: [Total Hours] - Department/Team: [Your Department/Team Name] - Manager: [Your Manager's Name] - Project/Task Details (if applicable): - [Project/Task Name]: [Hours Worked] - [Project/Task Name]: [Hours Worked] - [Project/Task Name]: [Hours Worked] [Include any additional information or notes relevant to your timesheet, such as overtime, leave, or special projects.] I have attached the completed timesheet for your records and verification. If there are any discrepancies or if further information is required, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number]. Your prompt attention to this matter is greatly appreciated. Kindly confirm receipt of my timesheet, and I look forward to any further instructions or feedback from the HR team. Thank you for your assistance in ensuring accurate and timely record-keeping. Best regards, [Your Full Name] [Employee ID] [Department/Team]
Conclusion
If an employee forgets to submit a timesheet on time, it can cause a range of issues for both the employee and the employer. Both the employer and the employee need to take the timely submission of timesheets seriously to avoid consequences such as delayed payroll processing, inaccurate pay, disruption to billing and invoicing, and compliance issues.
