Example of RT Absence Letter: Complete Guide and Template

An RT absence letter is an important document that employees often need when they must be absent from work for certain reasons. This introductory letter from the RT serves as supporting evidence that strengthens the employee's reason for absence from work.

In employment practices in Indonesia, many companies require a letter of explanation from the RT as a supplement to the absence permission letter. This document shows that the reason for the employee's absence is justifiable and has been acknowledged by the local community.

Understanding how to create a good and proper example of an RT absence letter is very important for every worker. This article will discuss in detail starting from the definition, function, writing format, to various examples of letters that you can use as references.

1. Understanding the RT Absence Letter

An RT letter for absence from work is an official document issued by the Head of the Neighborhood Association (RT) as a statement or introduction for residents who require permission to be absent from work. This letter serves as supporting evidence that strengthens the legitimacy of an employee's reason for absence at work, such as illness, urgent family matters, or important administrative affairs.

This document has legal strength as an official certificate from the lowest level of government in the administrative structure of Indonesia. The existence of the RT introduction letter indicates that the reason for the employee's absence has been verified by local officials and is not a fabricated excuse. In the context of industrial relations, this letter helps build trust between employees and the company.

An RT certificate is usually required to complement the self-made absence letter by the employee. Some companies, especially those with strict administrative systems, require employees to attach the RT introduction letter when applying for leave of absence for more than one day. This aims to ensure that the reason for absence is truly valid and accountable.

According to the structure of village and sub-district governance in Indonesia, RT is the smallest unit in community organization that has the authority to issue certificates for its residents. This function is outlined in various regional regulations that govern the duties and authority of RT/RW in basic population administration services. Therefore, the letter issued by the neighborhood association (RT) has formal legitimacy for various administrative purposes, including for work-related needs.

2. Functions and Benefits of the RT Absence Letter

Functions and Benefits of the RT Absence Letter (c) AI Illustration

The RT absence letter serves various important functions in the employment relationship between employees and the company. Here are the main functions and benefits of this document:

1. Valid Supporting Evidence - The RT letter serves as valid supporting evidence that strengthens the reasons for the employee's absence. This document indicates that the reasons provided have been verified by an authorized third party, namely the local RT chairman. This gives it higher credibility compared to self-made absence letters without supporting evidence.
2. Meeting Company Administrative Requirements - Many companies have internal policies requiring employees to attach an RT letter for leave of absence under certain conditions. By fulfilling this requirement, employees demonstrate compliance with company procedures and professionalism at work.
3. Protecting Employee Rights - The RT introduction letter helps protect employee rights from unfair sanctions or salary deductions. With valid written evidence, the company has a clear basis for considering the absence leave as an acceptable reason, rather than as an unauthorized absence or absence without explanation.
4. Maintaining Good Relations with Superiors - Submitting an RT absence letter shows a responsible attitude and respect for company procedures. This helps maintain a good professional relationship with superiors and the HR department, as employees demonstrate transparency and honesty in communicating their reasons for absence.
5. Official Documentation for Archives - This letter becomes part of the official documentation that can be archived by both the employee and the company. Complete documentation is very important for performance evaluation, leave calculations, or as a reference in case of future disputes regarding employee attendance.
6. Preventing Misunderstandings - With an official letter from the neighborhood head (RT), the potential for misunderstandings between employees and the company can be minimized. The company has clear and verified information regarding the reasons for absence, thus eliminating any doubts or suspicions that could undermine trust.
7. Simplifying Leave Approval Processes - A complete and properly formatted RT letter will expedite the process of leave approval by supervisors or HRD. The relevant department does not need to conduct additional time-consuming verifications, making the administrative process more efficient.

In practice, a good example of an RT letter for absence will contain complete information about the applicant's identity, reasons for absence, and the duration of the requested leave. This completeness of information ensures that the letter can function optimally as a credible and accountable supporting document.

3. Important Components in the RT Absence Letter

Important Components in the RT Absence Letter (c) AI Illustration

To create an effective and standard-compliant RT absence letter, there are several important components that must be included in the document:

1. RT Letterhead - The top part of the letter must contain the letterhead that lists the RT identity, including the name of RT/RW, the complete address of the area, and a phone number if available. This letterhead indicates that the document is officially issued by the authorized party and is not a fake or careless letter.
2. Letter Number - Every official letter must have a letter number for identification and archiving purposes. The format of the letter number usually follows the numbering system in the local RT, for example: 001/RT.05/RW.03/I/2024. This number is important for document tracking if needed in the future.
3. Letter Title - The title of the letter must be clear and specific, such as "Certificate Letter" or "Cover Letter". An appropriate title makes it easier for the reader to immediately understand the type and purpose of the document without having to read the entire content of the letter first.
4. Complete Identity of the Applicant - This section contains the complete personal data of the applicant, including full name, NIK (National Identity Number), place and date of birth, gender, occupation, and complete address. The completeness of this identity is important to ensure that the person referred to in the letter is indeed a resident of the RT area.
5. Purpose and Intent of the Letter - The main part of the letter that explains the purpose of creating the letter, which is as an introduction or statement for absence from work. The explanation should be brief, clear, and to the point, covering reasons for absence such as illness, family matters, or other important affairs.
6. Duration of Absence - The letter must clearly state the period of absence, starting from which date to which date. This information is important for the company to know how long employees will be absent and to plan for task replacement if necessary.
7. Statement of Truth - Some neighborhood association letters include a sentence stating that the information provided is true and can be held accountable. This statement adds weight to the credibility of the letter and indicates that the neighborhood association chairman has verified the information listed.
8. Place and Date of Letter Creation - Stating the location and date of the letter's creation is very important to show when this document was made. The date of the letter's creation should not be too far from the date of absence to indicate that the letter was made in a relevant time context.
9. Signature and Neighborhood Association Stamp - The most crucial components that validate the document are the signature of the neighborhood association chairman and the official neighborhood association stamp. Without these two elements, the letter does not have legal power and cannot be considered an official document. The neighborhood association stamp is usually round with the name of the neighborhood association and region written on it.
10. Full Name and Position - Below the signature, the full name and position of the signer, namely the neighborhood association chairman, must be stated. This ensures that the letter is signed by an authorized official and not by just anyone.

The completeness of these components in the example of a neighborhood association letter for absence will ensure that the document can be accepted and recognized by the company as valid supporting evidence. An incomplete letter or one that does not meet format standards may be rejected by HR and result in the absence request not being approved.

4. How to Create an RT Absence Letter

How to Create an RT Absence Letter (c) AI Illustration

The process of making an RT letter for not attending work is actually quite simple if you understand the correct steps and procedures. Here is a complete guide to obtaining a certificate from the RT:

1. Prepare Identity Documents - The first step is to prepare identity documents such as an ID card or Family Card (KK). This document is necessary to verify that you are indeed a resident of the RT area. Make sure your identity documents are still valid and the information listed matches your current situation.
2. Visit the RT Chairman's House - Visit the house of the RT Chairman in your residential area to submit your application for the letter. It is advisable to go at the right time, such as in the afternoon or on weekends when the RT Chairman is usually at home. If you do not know the address or service hours, you can ask your neighbors or other RT officials.
3. State Your Intentions and Purpose - Explain to the RT Chairman that you need a certificate for the purpose of a leave of absence from work. Clearly state the reason for your absence, whether it is due to illness, family matters, or other important issues. Be polite and honest in conveying information.
4. Provide the Required Information - The neighborhood head (Ketua RT) will ask for detailed information to be included in the letter, such as full name, NIK (Identification Number), address, name of the company where you work, reason for absence, and duration of absence. Make sure to provide accurate and complete information so that the letter meets the requirements.
5. Wait for the Letter Creation Process - The neighborhood head will create the letter according to the applicable format. The process usually does not take long and can be completed in a few minutes to a few hours depending on the neighborhood head's busyness. Some neighborhoods already have a letter template that just needs to be filled out, making the process faster.
6. Check the Completeness of the Letter - After the letter is completed, check again for the completeness and accuracy of the information included. Ensure there are no mistakes in the spelling of names, dates, or other important information. Also check if the letter has been signed and stamped with the official neighborhood seal.
7. Pay Administrative Fees (If Any) - Some neighborhoods charge an administrative fee for the creation of the certificate letter, usually ranging from Rp 5,000 to Rp 10,000. However, there are also neighborhoods that do not charge any fees at all. Ask the RT Chairman about the costs that need to be paid and request a receipt if necessary.
8. Keep the Letter Safely - After receiving the letter, keep the document safe and ensure it does not get damaged or lost. If possible, make a copy or scan the letter as a backup. The original letter must be submitted to the company, while the copy can be kept for your personal archive.

In some cases, if you are ill and cannot go to the RT Chairman's house yourself, you can ask a family member or someone close to assist in preparing the letter. However, make sure the person representing you brings your identification documents and can explain the situation well to the RT Chairman.

Keep in mind that each RT may have slightly different procedures and requirements. Some more modern RTs even provide letter preparation services online or via WhatsApp. Therefore, it is advisable to first inquire about the procedures in your residential RT to ensure the process of creating the RT absence letter goes smoothly and efficiently.

5. Templates and Examples of the RT Absence Letter

Templates and Examples of the RT Absence Letter (c) AI Illustration

Here are some templates and examples of RT letters for absence from work that you can use as a reference. Each example is tailored to various situations and different needs:

Example 1: RT Letter for Absence from Work Due to Illness

NEIGHBORHOOD 05 / COMMUNITY 03
MENTENG SUBDISTRICT, MENTENG DISTRICT
CENTRAL JAKARTA
Jl. Menteng Raya No. 45, Central Jakarta 10340
Phone: (021) 3456789

Number: 015/RT.05/RW.03/II/2024
Attachment: -
Subject: Certificate Letter

CERTIFICATE LETTER

The undersigned, the Head of RT 05/RW 03 Menteng Subdistrict, Menteng District, Central Jakarta, hereby certifies that:

Name: Ahmad Fauzi
ID Number: 3171051234567890
Place/Date of Birth: Jakarta, May 15, 1990
Gender: Male
Occupation: Private Employee
Address: Jl. Menteng Raya No. 45 RT 05/RW 03, Menteng Subdistrict, Menteng District, Central Jakarta

Is indeed our resident who resides at the above address. This is to certify that the person concerned is unable to attend work from February 20-22, 2024, due to illness and must rest at home.

This certificate is made truthfully to be used as necessary.

Jakarta, February 20, 2024
Head of RT 05/RW 03

[RT Stamp]

Budi Santoso

Example 2: RT Letter for Absence from Work Due to Family Matters

NEIGHBORHOOD 02 / COMMUNITY 05
KEBAYORAN BARU SUBDISTRICT
SOUTH JAKARTA
Jl. Wijaya I No. 23, South Jakarta 12170

Number: 008/RT.02/RW.05/II/2024

INTRODUCTION LETTER

The undersigned:

Name: Hendra Wijaya
Position: Head of RT 02/RW 05
Address: Kebayoran Baru Subdistrict, South Jakarta

Hereby certifies that:

Name: Siti Nurhaliza
ID Number: 3174025678901234
Place/Date of Birth: Bandung, August 10, 1988
Occupation: Private Employee
Address: Jl. Wijaya I No. 23 RT 02/RW 05, Kebayoran Baru Subdistrict, South Jakarta

Is indeed our resident who requires permission for absence from work on February 25-26, 2024, because of urgent family matters that need to be resolved immediately.

This introduction letter is made to be used as necessary.

Jakarta, February 24, 2024
Head of RT 02/RW 05

[RT Stamp]

Hendra Wijaya

Example 3: RT Letter for Absence from Work Due to Administrative Affairs

NEIGHBORHOOD 07 / COMMUNITY 02
CILANDAK SUBDISTRICT
SOUTH JAKARTA
Jl. Cilandak KKO No. 12, South Jakarta 12560
Phone: 0812-3456-7890

Number: 012/RT.07/RW.02/II/2024
Subject: Certificate Letter

CERTIFICATE LETTER

The undersigned, Chairman of RT 07/RW 02 Cilandak Village, hereby certifies that:

Name: Rina Kusuma Dewi
NIK: 3174076789012345
Place/Date of Birth: Surabaya, March 22, 1992
Gender: Female
Occupation: Private Employee
Address: Jl.Cilandak KKO No. 12 RT 07/RW 02, Cilandak Village, South Jakarta

Is indeed a resident of our area. The concerned party requires permission to be absent from work on February 27, 2024, to attend to administrative matters that cannot be delegated.

This certificate is made to be used as a supplement to the absence permission letter.

Jakarta, February 26, 2024
Chairman of RT 07/RW 02

[RT Stamp]

Agus Setiawan

The three examples of RT letters for absence from work above can be modified according to your specific needs and situations. The most important thing is to ensure that all information listed is accurate, complete, and that the letter is signed and stamped by the authorized RT Chairman.

6. Tips for Ensuring the RT Absence Letter is Accepted by the Company

Tips for Ensuring the RT Absence Letter is Accepted by the Company (c) AI Illustration

Even though you already have an RT letter, not all letters are automatically accepted by the company. Here are important tips to ensure that your RT letter for absence from work is accepted and approved by HRD or your supervisor:

1. Submit as Soon as Possible - Do not delay in submitting your absence letter along with the RT letter. Ideally, the letter should be submitted before or at the latest on the first day of absence. Late submissions can create an impression of unprofessionalism and diminish the credibility of your reasons.
2. Ensure the Letter is Original and Complete - Submit the RT letter in its original condition, not a photocopy, unless the company specifically requests a copy. Make sure the letter contains all important components such as letterhead, letter number, signature, and RT stamp. Incomplete or suspicious-looking letters will be rejected by HRD.
3. Attach Other Supporting Documents - If possible, also attach other relevant supporting documents. For example, if you are absent due to illness, include a doctor's certificate. If it is for family reasons, you can attach proof of invitation or related documents. The completeness of documents shows your transparency and honesty.
4. Communicate with Your Supervisor - In addition to submitting a formal letter to HR, also communicate directly with your immediate supervisor. Explain your situation and ensure that your supervisor understands the condition you are experiencing. Good communication will help your supervisor better understand and accept your reason for absence.
5. Pay Attention to Company Policies - Every company has different policies regarding leave of absence. Learn and understand your company's policies, including how long the deadline for submitting leave requests is, what documents are required, and to whom the letter should be submitted. Compliance with internal procedures will facilitate the approval process.
6. Maintain Professionalism - Even if you are unable to come to work, maintain professionalism in your communication. Use polite and formal language in both the letter and communication with your supervisor. Avoid giving excessive or unnecessary excuses; just provide relevant and important information.
7. Work Coordination - Before taking leave, make sure you have coordinated ongoing work with colleagues or your supervisor. Provide information about the status of your work and who can be contacted in case of urgent matters. This responsible attitude will make it easier for your supervisor to approve your leave.
8. Avoid Suspicious Patterns of Absence - If you miss work too often, even with complete RT letters, this may raise suspicion. The company may become stricter in evaluating your leave requests. Therefore, use your leave only for truly important and urgent matters.
9. Be Ready to Provide Additional Explanations - HR or your supervisor may ask for further explanations regarding your absence. Be prepared to provide honest and detailed explanations if requested. Transparency will build trust and show that you are not hiding anything.
10. Follow the Return-to-Work Procedure - After returning to work, report your attendance to your supervisor and HR. If there are specific procedures that need to be followed after being absent, make sure you carry them out properly. For example, some companies require sick employees to undergo a health check before returning to work.

By following the tips above, the example of the RT letter for absence from work that you submit will have a greater chance of being accepted and approved by the company. The most important thing is to always be honest, professional, and responsible in any communication regarding your absence from work.

7. FAQ (Frequently Asked Questions)

FAQ (Frequently Asked Questions) (c) AI Illustration

1. Is an RT letter mandatory for absence from work?

Not all companies require an RT letter for absence from work. This policy depends on the internal regulations of each company. However, for absences longer than one day or for specific reasons such as family matters, many companies require a letter from the RT as supporting documentation. It is advisable to check the company's policy or ask HR to confirm what documents are needed.

2. How long does it take to create an RT letter?

The time to create an RT letter is usually very quick, ranging from 15 minutes to a few hours depending on the busyness of the RT Chairman. If the RT Chairman is at home and not busy, the letter can be completed in less than 30 minutes. However, if the RT Head is not available or is attending to other matters, you may need to wait longer or come back at a more appropriate time.

3. Is there a fee for making an RT letter for not going to work?

The fee for making an RT letter varies depending on the policy of each RT. Some RTs charge an administrative fee of around Rp 5,000 to Rp 10,000, while others do not charge any fee at all as they consider this part of the service to the residents. It is advisable to ask the RT Head directly about the applicable fees in your area.

4. Can an RT letter be made by someone else if I am sick?

Yes, the RT letter can be taken care of by a family member or someone close if you are sick and cannot come in person. However, the person representing you must bring your identification documents such as an ID card or Family Card, and be able to clearly explain the situation and the need for the letter to the RT Head. Some RT Heads may also request a simple power of attorney as proof that you have indeed authorized that person.

5. What should be done if the RT letter is rejected by the company?

If your RT letter is rejected by the company, first ask the HRD or your supervisor for the reason for the rejection. Usually, rejection occurs because the letter is incomplete, not in the correct format, or the information provided is unclear. After knowing the reason, you can correct the letter by asking the RT Chairman to create a new letter that meets the company's requirements. Make sure all important components such as the signature and RT stamp are included in the letter.

6. How long is the validity period of the RT letter for not working?

The RT letter for not working usually only applies for the period specified in the letter. For example, if the letter states permission for not working from February 20-22, 2024, then the letter is only valid for those dates. If you need an extension of the permission, you must create a new RT letter with a new time period. The RT letter cannot be used repeatedly for different purposes.

7. Is the format of the RT letter the same throughout Indonesia?

There is no standard format that applies nationwide for RT letters throughout Indonesia. Each RT may have slightly different formats and templates according to the customs and administrative systems in their respective areas. However, basic components such as the letterhead, applicant's identity, purpose, and the signature and stamp of the RT are generally the same. The most important thing is that the letter contains complete and clear information and is signed by the authorized official.

(kpl/fed)