Policy Statements

Policy Statements / Policy Statements — Comments Off on Sample Employee Overtime Policy & Procedures
22
Aug 21

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.

Policy Statements / Policy Statements — Comments Off on Sexual Harassment Policy & Guidelines in the Workplace
22
Aug 21

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 on Sample Smoking Policy at Workplace
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 on Dismissal, Termination and Exit Policy
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:

  1. Layoff
  2. Discharge for performance reasons
  3. Discharge for disciplinary reasons
  4. Retirement
  5. Resignation
  6. 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 on Tips to Write Employees Transfer and Relocation Policy
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 on Sample Vocation & PTO Policies for Employees
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 on Sample Safety and Health Policy
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.

Policy Statements — Comments Off on Policy Statements
23
Nov 10

Policy Statements









Guidelines : Accepting

Policy Explanations
Guidelines

  • Explain a company policy in clear, consistent terms. If appropriate you might include some history of the development of the policy.
  • Let the customer know how your company policies are to their own benefit and that they are designed to facilitate the best business relationship possible.
  • When quoting company policy in response to a complaint do not be unsympathetic to the concerns of the customer. Be firm and consistent in your application and enforcement of the company policy, but remember you don’t want to lose any customers if at all possible.
  • In the closing of your letter include an offer of assistance with any concerns or questions the customer may have.

Example 1: Examples letter of company policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Basque,

Thank you for your opening order. In response to your question about our credit policy, we will be pleased to establish a line of credit for your business upon receipt of the following:

• Tax returns for the past three years
• Four trade references
• Two bank references
• Personal financial statement

For your benefit I have enclosed the necessary forms.

Application processing takes from two to four weeks. Upon approval, your opening line of credit would be $10,000.

In the interim, we will be happy to complete your current order on a prepaid or COD basis. We do accept Visa and Mastercard.

We look forward to working with you in the future.

Sincerely,

Example 2: Policy statements letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Gorecki,

In response to your recent letter, please allow me to explain our company’s policy regarding the return of custom-made merchandise.

In your letter you expressed your desire to return the product you ordered from us. It is my understanding that you wish to discontinue the use of the assembly unit, of which the our product is a major component.

We cannot accept any return of custom designed or imprinted merchandise. There is no resale market for custom-made industrial equipment.

My apologies for our inability to grant your request.

Sincerely,

Example 3: Delivery shipping policy letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Callahan,

I’d like to take a moment to tell you about our delivery policy. Understanding this will allow you to take full advantage of our timely and efficient shipping program.

The majority of our products are currently in stock and ready for immediate shipment to your location. In general, you can expect delivery within 2-3 days of our receipt of an order.

If a product is not currently in stock, we will notify you either by telephone, fax or e-mail within 24 hours of receipt of your order. We will provide you with a firm delivery date at that time.

Depending on the size and volume of your order, we ship by either common carrier, Federal Express or UPS. Unless otherwise directed, all shipments are routed by the most economical way. Each shipment comes complete with a packing slip attached to the box.

Should you have any questions about our delivery policy, please do not hesitate to call me.

Sincerely,

Example 4: Policy statements of company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

With the holiday season approaching all of us at Conner Fashions want to thank you, our valued customer, for your patronage this past year.

We’d also like to take a moment to explain our policy regarding gratuities. We do not allow Conner employees to accept or solicit gratuities of any kind during the holiday season or at any other time of the year. Our employees are well-compensated for their work.

Your thanks and continued business are enough.

Have a safe and happy holiday season.

Sincerely,

Example 5: Holiday Credit Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Martin-Medeski,

There is excitement in the air at each of our stores. As the holidays approach, we are busy stocking our shelves with beautiful, new, and surprisingly affordable gift items to make your shopping experience easy and affordable.

We’re introducing a special credit plan just for the season. This plan is designed to help you better plan your budget for the holidays.

The next time you shop at our store, just show the enclosed card to the salesperson prior to making your purchase. You’ll then be able to charge merchandise up to your account limit with no payments due until June 1 of next year. Best of all, it’s all interest free!

So come on by today. We’re ready to make your holiday shopping experience easy and enjoyable.

Sincerely,

Example 6: Sampling Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lavelle,

We appreciate your interest in our line of products. I understand you are seeking a low-cost, high-quality alternative for your business needs. I think we may be able to help you.

We’ve been providing regional businesses with the best products available for years. All this is possible because our products are only available directly from our central distribution warehouse.

I’ve included samples of our product line per your request. Additionally, I’ve enclosed a complete catalog of all our products and services.

To order, simply return the order form to us by mail or fax – or call us on our toll-free number (555) 555-5555.

Thanks again for your interest in our products. I look forward to hearing from you soon.

Sincerely,

Example 7: Service Call Policy

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Marquette:

I was sorry to hear about the problems you are experiencing with your processing unit. That model has an unusually good track record, especially in comparison to similar units.

When you purchased the unit, a 12-month service agreement, including no-charge parts and labor, was included. Unfortunately, your service agreement expired last month. As a result any service work will require a charge according to the enclosed schedule.

We are the largest distributor of industrial equipment in the area. Our extensive experience and expertise allows us to guarantee all repairs completed in 120 days. You won’t find a similar offer from any other distributor in the area.

To arrange an appointment for your repair, or to have our convenient pickup service come to your place of business, call (555) 555-5555.

Sincerely,