In our organization when earned leaves are unutilized and reaches maximum number of leaves, new leaves doesn't get accrued. When max limit of such EL reaches, employees are required to write an email to HR to convert these ELs into Medical Leaves. This has to be done every month.
Due to pandemic I didn't use ELs in the past 7 months and didn't pay attention to how many leaves are there in balance. Recently I realized my EL balance was maxed out in March itself. WHEN I told this to HR they simply said don't be so careless next time since it's a big loss and advised me to keep informing every month. They have told that my previous months maxed out leaves cannot be converted to medical leaves. I double checked employee handbook of rules and regulations, no such clause exists that mentions any previous maxed out leaves cannot be balanced. When I told this to HR, they said accrual cannot be done for past months and this is the general practise in the firm.
I have lost 12 days leaves that could have been converted to medical leaves and I was so disappointed to hear this. Now HR is asking me to take advise from HR director regarding g this.
Hence, what would be the proper way to communicate this in email? I have never met HR director and they also don't know me personally since they sit in head office. This has also happened because I didn't keep track of my leaves but none of it was intentional