Writing a letter to request a shift change is the most professional way to approach your employer and to ensure that your request is given proper consideration. This also allows you to include points that you might not remember in a sit-down meeting. Before making your request, make sure you have the facts supporting the possibility of change. For instance, is there an opening on the particular shift for which you are making the request? Will your duties be the same and, if not, are you qualified?
Print in the upper left corner of your letter your name, position title, current shift, extension number where you can be reached and the date. Each item is to be on its own line. Drop down two spaces and, on the right side of your paper, put the supervisor's name, title and the company name and address. This might seem unnecessary for an in-house request, but you want to convey to the employer that you are serious and this will show by the care you have taken in making your request. Make your salutation respectfully.
State in the first paragraph that you are requesting a shift change. Explain why you are making this request. If the reason is that the hours are better, explain why you believe that to be so. If you are asking for a shift change for personal need (health or family issues), be as candid as possible to explain that need.
Include in the second paragraph your personal achievements, whether they are awards, recommendations or your positive evaluations. Mention the support of any other senior officers with the company. State the amount of years you have been with the company and other positions you have held while there. Let your employer know how it would benefit the company for you to have this shift change.
State in paragraph three that you appreciate his serious consideration of your request and say that you will be in touch by phone or email at a later date. Also, let her know that you are available for a one-on-one meeting, if necessary. Close with "Sincerely," again because it is more professional than "Very truly yours." Hand sign your name. If enclosing letters to support your request, go down two spaces from your signature and type "Encl."
Enclose with your letter any letters of recommendation you want your supervisor to see. Include a copy of your most recent evaluation. If you are requesting the shift change for issues not related to your work (for instance, family problems), include letters from professionals outside the business such as doctors or therapists.
Never make negative remarks about other employees or the company in general. Keep your letter brief and to the point. Don't get too chummy with the person to whom you are sending the letter. No doubt this request will be going into your personnel file and will remain there until you leave the company.