Employer Letter for Jury Duty Excuse — What It Must Say

In some cases, jury duty can create a genuine hardship not just for the juror — but for their employer. Courts recognize "employer hardship" as a valid excuse category when a key employee's absence would cause significant operational disruption to a business, especially a small one.

When Does Employer Hardship Qualify as a Jury Duty Excuse?

Employer hardship is most commonly accepted when:

• You are the only person capable of performing a critical function (surgery, air traffic control, operating specialized equipment)
• You own or manage a small business with few or no employees who can cover your role
• Your absence would cause significant financial harm to the business (canceled contracts, shutdown of operations)
• You are involved in a time-sensitive project or event that cannot be postponed

What Must an Employer Letter Include?

A letter from your employer requesting your excuse from jury duty should be on official company letterhead and include:

• Company name, address, and phone number
• Your name, job title, and department
• Specific description of your critical duties — not just your job title
• Why no one else can cover your responsibilities
• The concrete business impact of your absence (in dollars or operational terms)
• The specific dates of conflict
• Signature of a senior officer or HR director

How to Request an Employer Hardship Letter from HR

Many employees feel awkward asking HR for this type of letter. The best approach is to be direct and factual. Explain that you received a jury summons, that your court accepts employer hardship letters, and that you would like their help documenting the business impact of your absence.

Most HR departments have dealt with this before and are familiar with the process. Provide them with the exact address to send the letter and the court's submission deadline.

Can Your Employer Be Required to Write the Letter?

No — your employer is not legally required to write a hardship letter on your behalf, and they cannot be penalized for refusing. However, under federal law (28 U.S.C. § 1875) and most state statutes, your employer is prohibited from firing, threatening, or retaliating against you for serving jury duty.

Submit Through the Right Channel

Most courts require employer hardship letters to be submitted in writing before your jury duty date — either by mail or through the court's online jury portal. Check your summons for submission deadlines and methods. Late submissions are often rejected.