--- title: "Email on weekly time sheets" subject: "Communication English" chapter: 4 key: "semester_5/communication_english:email-weekly-timesheets" source: https://www.bctengineer.com/q/semester_5/communication_english/email-weekly-timesheets site: BCT Engineering --- # Email on weekly time sheets Communication English · Chapter 4: Introduction to technical writing process - Asked in: 2082 Kartik (new course), 5 marks; 2081 Chaitra (new course), 5 marks (asked 2 times) - Video: [8 Email Etiquette Tips - How to Write Better Emails at Work](https://www.youtube.com/watch?v=1XctnF7C74s) — Harvard Business Review - Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14 - Page: https://www.bctengineer.com/q/semester_5/communication_english/email-weekly-timesheets - Whole chapter: https://www.bctengineer.com/md/semester_5/communication_english/chapter-4 ## Question You are the project leader for a team of 25 members. As the team members are not submitting the weekly time sheets regularly, write an e-mail to them stressing the need to submit without fail. ## Short answer Stress that timesheets are essential for project cost, billing, workload planning, and payroll. Late submission delays reports and client updates. Ask team to fill them daily and submit by Friday 5 p.m., with overtime approved. Warn that non-submission will be reported and affect performance reviews. ## Answer **To:** All team members (project-team@alphasoft-example.com) **Cc:** Human Resources **From:** Ramesh Thapa, Project Leader **Date:** 8 October 2026 **Subject:** Weekly time sheets: submit by Friday 5 p.m. without fail Dear Team, I am writing about the weekly time sheets, which many of you have not been submitting on time. In the last four weeks, only about half of our 25 members submitted their sheets by the deadline. Time sheets are not a formality. We use them to: - calculate project cost and bill the client correctly; - plan workloads and see who is overloaded; - prepare payroll and overtime payments; - estimate time for future projects. When sheets are late or incomplete, the monthly report is delayed and we cannot show the client the real progress of the work. From next week, please follow these rules: 1. Fill in your time sheet daily, so that nothing is forgotten. 2. Submit it through the project portal by **5:00 p.m. every Friday**. 3. Show the hours against each task code, and have unusual overtime approved by me. 4. If you are on leave, send a note before the deadline. Names of members who have not submitted will be sent to the department head each Monday, and repeated delay may affect your performance review. I understand that everyone is busy, but it takes only a few minutes a day. If you have any problem using the portal, please contact me or Sita Gurung (sita@alphasoft-example.com) and we will help you. Thank you for your co-operation. Regards, Ramesh Thapa Project Leader Alpha Soft Pvt. Ltd. (illustrative) ## Check yourself The answer's key points as multiple-choice questions, with the correct option and why. 1. What should the subject line of this email do? A. State the purpose and the deadline briefly B. Stay blank C. Contain the whole message D. Name only the sender Answer: A. The subject says clearly: weekly time sheets, submit by Friday 5 p.m. (Key point: Subject line) 2. Why does the email say time sheets matter? A. They support project costing and billing, workload planning, payroll and future estimates B. They are only a formality C. They replace all reports D. They are for decoration Answer: A. The email lists these uses to stress that time sheets are not a formality. (Key point: Reasons for time sheets) 3. Which rule is given? A. Submit through the portal by 5:00 p.m. every Friday B. Submit once a month C. Submit by email only on Monday D. No deadline Answer: A. A fixed deadline and method make the instruction clear. (Key point: Clear rules) 4. How does the email close? A. Acknowledges they are busy, offers help with the portal, and thanks them B. Threatens dismissal only C. Ignores problems D. Blames one member Answer: A. A firm but polite tone with help offered encourages compliance. 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