How to Answer a Query Letter of Absence | Full Guide

In every workplace, being present is crucial for accomplishing tasks and taking responsibility. However, unexpected things can happen, such as an emergency or forgetting to inform your boss, and you may miss work without permission.

After that, you may receive an official letter, also known as a query letter. You may start wondering how to answer a query letter of absence in a way that protects your job and shows accountability.

This situation is more common than you think. Employers send query letters to give you a chance to explain yourself, not necessarily to punish you.

This article will guide you on how to respond respectfully and professionally. If you missed work because you were sick, had a family issue, or made a mistake, this step-by-step guide will help you understand what your employer expects and show you how to write a proper reply. It also includes a simple sample response you can use or download.

How to Answer a Query Letter of Absence

When you get a query letter about being absent from work, don’t panic. How you reply can affect whether you just get a warning or face something more serious.

Here’s a simple guide on how to answer a query letter of absence properly:

• Confirm you got the letter: Start by saying you received the query letter and mention the date. This shows you understand the issue and are ready to explain.

Example: I acknowledge the receipt of your query letter dated (03/06/2025) regarding my absence on (01/06/2025).

• Give a clear reason for your absence: Explain why you missed work without telling anyone. Be honest; maybe it was a family issue, a health problem, or an unexpected event.

Example: I was absent due to a medical emergency that occurred suddenly and prevented me from notifying the office on time.

• Say sorry and accept the blame: Say you’re sorry for not informing them on time. Admit that it was your mistake.

Example: I sincerely apologise for not reporting my absence earlier. It was not intentional, and I understand the importance of proper communication.

• Promise it won’t happen again: Let your boss know this won’t be a regular thing, and you’ll follow the rules next time.

Example: I assure you that I will follow all company communication procedures strictly going forward.

• End with a thank you: Finish your letter by thanking them and asking for their understanding.

Example: Thank you for your patience and understanding as I work to correct this oversight.

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Query Letter Sample

Date: 6 June 2025
To: Chukwuemeka Chika
Subject: Query for Unauthorised Absence

Dear Chukwuemeka,

It has been noted that you were absent from work on 01/06/2025 without prior permission or notice to your supervisor. This is a breach of our workplace policy on attendance and conduct.

You are required to submit a written explanation within 48 hours of receiving this letter. Kindly note that failure to respond may lead to disciplinary action.

Sincerely,
Mike Ejeagha
Corporate Head, Operations.

Query Letter for Absence from Work Without Permission

If you’re unsure what a query letter for absence from work without permission looks like, here’s a sample your employer might send:

How to Answer a Query Letter (General Format)

If you’re not just responding to an absence but any form of workplace query, follow this general format:

Reply to Query Letter Sample

To:
Mr. Chukwujekwu Onukwube
HR Manager
Silicon Africa Technologies Ltd.
Date: 7 June 2025

Subject: Response to Query for Unauthorized Absence

Dear Mr. Chukwujekwu,

I acknowledge receipt of your query letter dated 6th June 2025 concerning my absence from duty on 1st June 2025.

The reason for my absence was a sudden family emergency that required my immediate attention. I was unable to inform my supervisor due to the urgency of the situation. I sincerely apologise for not following the standard procedure and any inconvenience this may have caused.

I take full responsibility for this lapse and will ensure timely communication in the future. Thank you for your understanding.

Sincerely,
Ugegbe Oyibo
Admin

Response to Query Letter Sample PDF

You can use the sample below to create your response to the query letter sample:

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Frequently Asked Questions

Conclusion

Knowing how to answer a query letter of absence is an important skill that can help you protect your job, explain what happened, and keep a good reputation at work. If you’re replying to a query letter for being absent without permission or any other warning from your employer, your reply should show that you take responsibility, are honest, and are ready to improve.

Use the sample letters and formats in this guide to write a clear and respectful response. The main aim is not just to explain yourself but to show that you are serious about following the rules and doing better in the future.

If you found this article useful, we’d love to hear from you! Drop your thoughts in the comments below. And don’t forget to connect with us on our social media channels for more tech tips and valuable content. Join our community and stay updated on all the latest insights!

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References

• Legit.ng – How to reply a query letter for being absent from work without permission
• Yen.com.gh – How to reply to a query letter from management at your workplace

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