Shift Work Appointment Letter

You can call your appointment letter a 'Shift Work Appointment Letter' if you work on shift from the time you reported for duty for the first time. But there is no such specific letter in the true sense of the word. It depends on how your organization handles appointment matters.

Another possibility is that you are given a follow-up letter, requiring you to perform shift work.

Shift work is an employment practice where you work under an arrangement where the employer make use of the 24 hours period when carrying out its activities. Usually the 24 hours is divided into three shifts of eight hours per shift. Or two shifts of 12 hours duration per shift. Different groups of people work during each shift.

The phrase "work shift" refers to the time period during which an employee is working such as eight-hour shift, overnight shift. Your employer can assign you to work at any period. This power is reserved in the appointment letter whether or not it is worded as a Shift Work Appointment Letter.

Where the job involved shift work, the appointment letter must mention this. This is a fundamental or an important term of employment for workers who are required to work on shift, normally for a duration of eight hours with a break in between.

The follow-up letter may look like this. You may say this is similar to shift work appointment letter

XYZ plc


Date: 1st June 20XX

Mr. Manonshift
Post Office Box 1007
7007007 Swifts Valleyton

Through: Operations Manager, Business Unit 2B

Dear Mr. Manonshift,

Re: Redeployment and Requirement to Work on Shift Hours

We refer to your present work hours as stated in your appointment letter Reference: XYZ/AP/M2 dated 2nd June 20XX.

As the company is expanding its activities that are carried out in Business Unit 2B, there is an urgent need to increase the number of workers there.

As provided for under your appointment letter referred to above, you are subject to be transferred to any area of the company's operations at any time. You are hereby redeployed to work in Business Unit 2B with immediate effect.

You are required to work on shift work hours as stated below:

First Shift:
8.00 a.m. to 4.00 p.m.
Second Shift:
4.00 p.m. to 12.00 p.m.
Third Shift:
12.00 p.m. to 8.00 a.m.

You will hold the position of "Operations Assistant" which is at an equivalent level to your present position. Your new Head of Department will provide you the list of duties and responsibilities.

All other terms and conditions of employment remain the same.

Please report to Mr. Goodworker, the Senior Supervisor, at a quarter to 7.00 tomorrow morning. He will arrange for your meeting with the Operations Manager at a later time to discuss all relevant matters.

Thank you.

Yours truly,
For and on behalf of XYX plc

(name and signature)
Head, Human Resource

Copied to:
1. Operations Manager, Business Unit 2B
2. Administration Manager, HQ
3. Chief Accountant
4. Mr. Goodworker, Senior Supervisor, Business Unit 2B
5. Personnel File
6. Staff Transfer File

This is just an example of a Shift Work Appointment Letter. The content, the words used, may vary. However, the intention remains the same. You need to make the intention very clear to avoid any misinterpretation particularly by the employee concerned.

Shift work may take the form of a rotational shift, split shift or some other arrangement. The rotational shift can run continuously for 24 hours, 7 days a week with at least one day being an off day. This, however, is subject to existing laws.

This means that the contents of the Shift Work Appointment Letter may vary from organization to organization and from country to country subject to legislation, government policy and accepted industry norms.

Sample Appointment Letter

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