Business Letters

1000 of Business Letters with many examples. Improve your day to day business communications using our best business letters examples

Sample Employee Overtime Policy & Procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Overtime Policy

The following policies apply to all overtime work at Company:

• Non-exempt employees may work overtime only if authorized by their immediate supervisors.
• When requesting overtime, supervisors must give at least four hours notice before the end of scheduled work hours.
• No employee who is working on a continuously moving line or operating a machine can be requested or allowed to work more than 12 hours in one day.
• All reported overtime will be reviewed by the supervisors.
• Work at home can qualify as overtime only with a supervisor’s express written permission.

Sexual Harassment Policy & Guidelines in the Workplace

Memorandum

TO:

FROM:

DATE:

SUBJECT: Sexual Harassment Policy

Brown Distributors will not tolerate sexual harassment of any kind from any employee. Sexual harassment is defined as uninvited and or unwelcome verbal or physical conduct directed at an employee because of his or her sex under the following condition:

• When it is either stated or suggested that submission to the conduct is a condition of the individual’s employment.
• The conduct creates a work environment that is offensive, intimidating, or hostile, or if it unreasonably interferes with the individual’s job performance.
• The submission or refusal of the contact affects an employment decision pertaining to that individual.

Any employee found in violation of this policy will be subject to disciplinary action or termination.

Policy Statements / Policy Statements — Comments Off
22
Aug 21

Sample Smoking Policy at Workplace

Memorandum

TO:

FROM:

DATE:

SUBJECT: Smoking Policy

In an effort to protect the rights of both the smoking and non-smoking employees of Walton Productions, we have developed a company policy that permits smoking only in designated locations. This policy applies to both employees and visitors to our office.

Designated smoking locations include the third-floor break room and outside the east and south entrances. Departmental managers may also designate smoking areas at their discretion as long as they do not become an inconvenience to non-smoking employees.

Policy Statements / Policy Statements — Comments Off
22
Aug 21

Dismissal, Termination and Exit Policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Termination & Exit Policy

Rollins Steel wishes to retain the services of all employees who perform their duties efficiently and effectively. However, it may be necessary to terminate employment for the good of the employee and/or the company. There are five types of termination:

Layoff
Discharge for performance reasons
Discharge for disciplinary reasons
Retirement
Resignation
Requested resignation

Discharge for performance reasons, discharge for disciplinary reasons, and requested resignation are categories under which the company has initiated termination. In these cases, the supervisor must give the employee two weeks notice or the equivalent salary in lieu of two weeks notice. Except in special cases, employees terminated under these categories are not eligible for continuing salary and benefits.

Discharge for retirement, layoff, and resignation are entitled to receive full or partial salary and/or benefits including severance pay. In cases of retirement, health and pension benefits remain intact. Those laid off receive only health benefits during the non-working period but are entitled to full pay and benefits upon reinstatement. Those who resign are entitled to health benefits for a period of four months after the last day worked plus pension benefits accrued.

Policy Statements / Policy Statements / Raise, Promotions & Transfers — Comments Off
22
Aug 21

Tips to Write Employees Transfer and Relocation Policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Transfer and Relocation Policy

Upon relocation, the employees of Foley Distributors are eligible for certain benefits that will assist them in the transition. These benefits are:

• 100 percent of moving cost
• Career counselling and employment search for an employed spouse
• Legal and real estate costs incurred in moving
• Cost of living differential according to the most recent figures released by the Department of Commerce but not to exceed 12 percent.

Employees must submit receipts detailing these expenses to the Human Resources Department of the office where they have relocated within two months of beginning employment at the new location.

Policy Statements / Policy Statements — Comments Off
22
Aug 21

Sample Vocation & PTO Policies for Employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Vacation & Paid Time Off (PTO) Policy

As part of the benefits package, each Holly Systems employee is eligible for a certain number of paid vacation days each calendar year. The amount of vacation the employee is entitled to depend upon how long they have worked for our company.

• Six months to two years — one week paid vacation
• Two to five years — two weeks paid vacation
• Five to ten years — three weeks paid vacation
• Ten years or more — four weeks paid vacation

Scheduling Vacations

Requests for vacation days must be made at least two weeks in advance of the planned vacation time except in cases of emergency. Supervisors will attempt to accommodate requested vacation schedules providing they do not cause an unreasonable disruption in company business.

Vacation time does not roll over into new calendar years. The previous year’s vacation days not used by December 31 will be considered lost vacation time.

Vacation in Cases of Termination

Employees who terminate employment by retirement or resignation are entitled to receive payment for any unused vacation time. However, those who are dismissed with a cause or who retire or resign without due notice are not entitled to pay for unused vacation time.

Policy Statements / Policy Statements — Comments Off
22
Aug 21

Sample Safety and Health Policy

Memorandum
TO:
FROM:
DATE:

SUBJECT: Safety and Health Policies

All Wallace Manufacturing employees are responsible for observing safe working practices, policy rules, and all applicable laws and regulations.

Medical Examinations

• All pre-employment medical exams will be performed by a physician chosen and paid for by the company
• All medical history forms must be completed completely and honestly. Withholding information could result in termination
• Physical exams could be required due to a transfer, promotion, declining performance, or increased absenteeism
• If any employee is impaired due to prescribed medication, they must report it to their supervisor prior to arriving at work
• Any employee with a drug or alcohol problem will be encouraged to seek treatment; however, such treatment does not preclude appropriate action by the company if work performance is affected

Accidents and Injuries

• Following any work-related injury, an employee must undergo a medical exam and drug test with 24 hours or face disciplinary action
• All work-related illnesses or injuries must be immediately reported to the supervisor
• Following treatment for injury or illness, all employees must:
1. Complete a Worker’s Compensation Report
2. Keep scheduled medical appointments
3. Return to work when cleared by a physician
• Company may offer modified duty on a temporary basis
• Employee may be granted a medical leave of absence if more than two weeks is required

Safety Rules – Each department head or supervisor is responsible for establishing necessary safety rules and posting them accordingly. Failure to comply with these rules will result in disciplinary action.

Hiring and Orientation – No employee shall be hired to do a job he or she is not physically or mentally able to perform in a safe and effective manner.

Training and Education – Managers and supervisors are responsible for recognizing the need for training or educational classes or materials which can improve safety. Human Resources will supply approved materials.

Accident Reports – All accidents reported within a department must be relayed to the Human Resources Department.

Facilities and Inspections – Wallace Manufacturing shall maintain all safety and health facilities to meet all applicable standards. Inspections will be conducted on a regular basis to maintain standards.

Billing Problems / Business / Complaints / Customer Relations / Problems, Pointing Out — Comments Off
14
Aug 21

Sample for Claim for Over Pricing, Wrong Delivery

Date: ____________________________________

Claimant’s Name: _____________________________

Address of Claimant: __________________________

___________________________

Name of Carrier: _____________________________

Address of Carrier: __________________________

__________________________

This claim for $ ______ (_____________________________ & ____/100 dollars) is made against the carrier named above by _________________________, Claimant, for overcharge in connection with the following shipment(s):

Description of Shipment: ____________________________

Name and address of Shipper: _________________________

Shipped from ____________________________ to ____________________

Final Destination: ______________________ Routed Via ____________

Bill of lading issued by _______________________ (Company) on the ______________ day of _________________, 19___.

Paid freight bill No. _________________ Truck No. _____________

And initials ___________________________,

Name and Address of recipient __________________.

Nature of Overcharge: __________________________

DETAILED STATEMENT SHOWING HOW AMOUNT CLAIMED IS DETERMINED

Number of packages __________________, articles _______________, weight ___________, rate ___________, charges _____________, amount of overcharge ________________ Dollars.

Authority for rate or classification claimed: __________________________________________

In addition to the information given above, the following documents are submitted in support of this claim:

(___________) 1. Original Bill of lading, if not previously surrendered by carrier.

(___________) 2. Original Paid freight (“expense”) bill.

(___________) 3. Original Invoice or Certified Copy.

(___________) 4. Weight Certificate or certified statement when claim is based on misrouting or valuation.

(___________) 5. Other Particulars obtainable in proof of loss or damage claimed: __________.

Remarks: ________________________________________________________

________________________________________________________________

________________________________________________________________.

The above statement of facts is hereby certified as correct.

Dated: ________________________________.

______________________________________

CLAIMANT

The claimant for Reduced Price – Review List

This review list is provided to inform you about this document in question and assist you with its preparation. Claims for price reduction are a standard feature of most commercial businesses. This general format can be adapted to a host of different situations. The more complete the form appears, the more apt you are to get a reduction in price, whether technically merited or not.

Make multiple copies. Send one to the signatory by fax and/or mail. Keep one with the transaction file. Note a suitable date, such as 7 days later, to follow up by phone to finalize the result. As with all negotiations, as suggested in our disc of that name, have your end goal in mind when entering into one of these transactions.

Download PDF

Download Document

Business / Suppliers — Comments Off
14
Aug 21

Template for Certificate of Seller, Amazon Seller Central

To: _________________ (Buyer)

Reference: ______________________ (Agreement)

In consideration of the closing of the above transaction, the Seller hereby certifies that:

1. It is not and will not be a non-resident alien of the United States of America within the meaning of the Internal Revenue Code of 1986, as amended.

2. It is the absolute owner of the Business and all chattels, fixtures and other equipment and assets set out in the Purchase Agreement (“Purchase Agreement”) between the Seller and the Buyer.

3. All the chattels, fixtures, equipment and assets set out in the Purchase Agreement are free and clear of all liens, mortgages or other encumbrances and are in good working order, other than those expressly listed in the Purchase Agreement.

4. The Business is free and clear of all debts, liens and other encumbrances, other than those expressly listed in the Purchase Agreement.

5. The premises of the Business comply with all municipal, provincial and federal regulations as to fire, health, building, zoning and labour regulations relating to the use of the premises, other than those expressly listed in the Purchase Agreement.

6. To the best of the Seller’s knowledge, there are no outstanding work orders against the premises of the Business with any relevant Building, Fire, Health and Labor Departments and the Business has not been served with any such notices or work orders as of the date hereof, other than those expressly listed in the Purchase Agreement.

7. There are no liabilities outstanding against the Business for payment of salaries, employee’s deductions or workers’ compensation, other than those expressly listed in the Purchase Agreement.

8. All utilities have been paid by the Business to the date of closing, other than those expressly listed in the Purchase Agreement.

____________________________ __________________

Seller’s Authorized Representative Date

____________________________

Witness

Certificate of Sale – Review List

This review list is provided to inform you about the document in question and assist you in its preparation. A Certificate of Sale is a document often requested by a Buyer at a closing of a business. It is a straightforward document that references back to the primary purchase agreement. Be sure that you have the facts correct when signing it. Have your attorney look this over as part of your overall purchase agreement.

Make multiple copies to accompany the paperwork for the overall sale. The copies should be kept with those records that should wind up in the Corporate minute book and other relevant places after you have completed the sale or purchase, depending on which side of the transaction you are on.

Download PDF

Download Document

Business / Order Processing — Comments Off
14
Aug 21

Sample Letter for Cancellation of Order, Goods Not Received

Dear

Pursuant to our purchase order #: ________________ dated ________________, our Company agreed to purchase certain goods and/or services. However, our Company has not received the goods and/or services as of the cancellation date and therefore gives you a final notice of cancellation of this purchase order. .

This cancellation does not affect any other purchase orders our Company has with you. Should you have any questions, please contact us at our address.

Yours very truly,

_____________

Authorized Employee

Cancellation of Order, Goods Not Received – Review list

This review list is provided to inform you about the document in question and assist you in its preparation.

1. A buyer’s right to cancel a contract for goods is determined by the contract and the law. The governing law in most states is the Uniform Commercial Code (UCC). Make sure that you are legally entitled to cancel the contract before sending this notice. The best grounds available under the UCC are time-specific ones, such as going past a cancellation date. If the goods are not made for your specific use, this is notice is usually enough to end the issue. If the goods are made to your specific specification, and the Seller has nowhere else to sell them, then you have a more troubling issue that good negotiations can usually resolve. This is the most benign kind of notice because it merely cancels this one order but does not affect others or disrupt the overall relationship.

2. This notice is typically sent when the goods called for in the contract are not delivered. If the goods were received but do not conform to the contract, you should send our Rejection of Non-Conforming Goods Notice. This Notice must be sent timely to ensure the buyer’s rights and remedies are not lost. The term of art is that both parties must act properly to mitigate or lessen, each other’s potential losses. This is a good faith common-sense approach that Courts vigorously review should litigation occur (e.g., “Did the party or parties act reasonably to protect the interests of the other?” And so on and so on).

3. This notice is designed for use with the purchase of “goods” (i.e., tangible personal property such as furniture, supplies and other such items). It does not include real estate or intangible property (i.e., copyrights, software and other intellectual property).

4. Keep a copy of this letter in your Vendor file. The frequent requirement to use this letter should suggest seeking another vendor to fulfil your business requirements and provides evidence of bad performance on their part for any legal ramifications that may arise out of their attempt to make late deliveries. As a practical matter, you can often use this letter to obtain extended payment terms in return for you accepting late goods, assuming you can use them. Occasionally, you can often get a price concession for acceptance of late goods.

Download PDF

Download Document

All Types of Business Documents, Agreements and letters