Example 1: Telephone policy announce letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Personal telephone calls

Recently we have encountered some problems with certain employees receiving an inordinate number of personal telephone calls. As you know, we do not restrict incoming calls. Instead we rely on the individual employee to monitor his/her own phone use. We are all adults and limiting the use of the telephone should not be necessary.

Personal calls are acceptable and even encouraged by this organization. We want everyone to feel comfortable while working. However, unless they are of an emergency nature, these calls should not interfere with the performance of assigned duties.

Be forewarned: should it become necessary, we will take the necessary steps to restrict personal incoming calls to individual stations. Since we would rather not take such action, please exercise personal responsibility.

Example 2: Telephone use policy in office

Memorandum

TO:

FROM:

DATE:

SUBJECT: Personal telephone calls

Despite a previous memorandum asking for everyone’s cooperation in limiting the number of incoming personal telephone calls, we are still having problems. Therefore, we’ve elected to have a screening/voice mail system installed. Incoming callers will be prompted to choose from a list of department and service options. Direct calls to individual stations will not be possible.

It’s a shame the irresponsibility of a handful of people could impact so many others. I regret having to implement this change, but it is the best option for the company.

Example 1: Sample memos for telephone etiquette

Memorandum

TO:

FROM:

DATE:

SUBJECT: Telephone etiquette

This is to clarify some problems we have been experiencing with the answering of the telephone at this office.

No call will be transferred to another station without first asking who is calling and what the call is regarding. Simply ask, “May I ask who is calling and what this is regarding?” If the caller cannot tell you then the call should not be transferred to an individual station. Instead, transfer it to the main information center.

When transferring a call to an individual station please remember to announce who is calling and what it is regarding. Do not blindside any of our employees by unscreened calls.

Callers will not be left on hold in excess of five minutes at a time. If it becomes clear that they will have to wait longer than five minutes, please take their name and number and tell them when you will call back.

A final reminder: we will be randomly monitoring calls for quality assurance.

Example 2: Telephone etiquette in office

Memorandum

TO:

FROM:

DATE:

SUBJECT: Telephone etiquette

When answering the telephone please adhere to the following script:

“Good morning/afternoon. Thank you for calling DHP. My name is (your name) how may I assist you?”

Then ask their name and the nature of their call. Calls should be routed per the extension list below:

DEPARTMENT EXTENSION

• Customer support 555
• Product information 556
• Administration 557
• Outside sales 558
• Public relations 559
• Research and development 560

Example 1: Letter to employees on smoking policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Smoking policy

In response to numerous suggestions by employees throughout the company, the western half of the courtyard in Building C will be designated as a smoking area. All buildings will remain smoke-free, as will the courtyards in buildings A and B, as well as the eastern half of the Building C’s courtyard.

The company will provide ash receptacles for the smoking area. Patrons of the smoking area will be required to clean up the area each week. Company resources and money will not be devoted to having the janitorial service keep the smoking area clean.

If you have any questions please contact Jo Dworniak in personnel services at extension 555.

Example 2: Free workplace policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cigarette machines

There have been some reports of minors purchasing cigarettes from the cigarette machines in the plant break room. If true, this reflects poorly on both our company and management.

Effective Monday, December 1, the cigarette machines in the plant break room will be removed. Considering that our entire plant is now a smoke-free workplace, there is no need for them.

Example 3: Announce the smoking policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Closure of smoking lounge

The smoking lounge on the fourth floor will close this Friday, June 30. Though we have entertained much discussion and debate, we made our decision based on increased health liabilities and our desire to have a more productive workplace.

Obviously not everyone will be happy with this decision. Let me remind you that smoking is still permitted outside of the building. My thanks in advance for everyone adhering to and respecting this change.

Example 4: Smoking fines to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Smoking fines

Any employee caught in violation of our smoke-free workplace policy will be fined $25 for each offense. The following actions constitute a violation of this policy:

• Smoking in restrooms
• Smoking in the break rooms
• Smoking within an individual’s office or meeting room
• Smoking in the stairwells or elevators
• Smoking along the entrance walkway

As a concession to those employees who smoke we have designated the eastern side of the building as a smoking area. Please observe the guidelines of the smoke-free policy and save yourself some money.

Example 1: Sample of sexual harassment policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Sexual harassment policy

As a follow up to yesterday’s department head meeting regarding our sexual harassment policy, please review the following.

DHP Corp. has adopted a policy of zero tolerance for sexual harassment in the workplace. This applies to all employees, both part-time and full-time, of DHP Corp. and its subsidiaries. This does not apply to employee actions at non-company gatherings outside of the workplace.

For purposes of this policy, sexual harassment will include the following types of behavior and/or actions in the workplace: 1) Conversations and/or actions containing explicit or implied sexual overtones; 2) Unwelcome advances of any type. Any request to cease such activity indicates that it is unwelcome and must stop; and 3) Romantic advances of any type by management personnel toward any and all employees within the DHP Corp. This shall not be limited to an individual manager’s chain of supervision.

This policy will be effect March 1. Any suggestions or questions should be forwarded to my office as soon as possible.

Example 2: Harassment policy in the workplace

Memorandum

TO:

FROM:

DATE:

SUBJECT: Addendum to sexual harassment policy

In response to suggestions by our legal counsel, our sexual harassment policy will be amended as follows.

All employees alleged to have committed any act of sexual harassment will be placed on paid leave until such a time as those allegations have been found to be true or false.

Should the allegations be proven false by the peer review panel, that employee will be reinstated and no record of the allegation will be logged in his/her employment file.

Should the allegations be proven true by the peer review panel, the panel will recommend what action will take against the employee. This may include, but will not be limited to, dismissal with severance pay, dismissal without severance pay, suspension of employment for up to 30 days with or without pay, and demotion from present position.

Example 1: Instruction for company procedure letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recommendations for loss-control procedures

After reviewing the available information, I have concluded that we may choose from two basic considerations in terms of loss-control procedures.

The first involves minor recommended changes that will not affect the commercial viability of the property. These would include the addition of fire safety equipment in all plant facilities, sound barriers around the test range, and general maintenance of the area’s landscaping.

The second part addresses hazards posing a significant risk to regular operations and employee safety. These include faulty wiring and connectors through the original fabrication facility, inadequate security structures to present entrance to restricted areas, and hazardous working conditions in the sealed development environment.

The proper procedures to follow when considering the above loss-control recommendations involve the documentation of our deliberations and decisions in this matter. These reports should contain documentation showing those considerations in the first category were reviewed by the underwriter and judged to be non-critical.

Critical recommendations should be noted as to whether they have been recognized and will be acted upon.

Simply put, all considerations and issues should be categorized as either “critical”or “non-critical.” Those deemed critical will require immediate attention and resolution. All follow-up procedures should be documented and verified for completion.

Loss-control reports and documentation, along with summaries of previous reports, should be logged and archived.

Example 2: Recommendation memos to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Customer account numbers

The rapid growth of this company has resulted in a rather haphazard system for assigning customer account numbers and making sure those numbers correspond to the appropriate policies and coverage.

As you know, one insured customer can hold several policies and a variety of coverages. However, due to our current system some policies might be listed under the customer’s name while others are under another name. This leads to confusion on both our part and the customer.

To address this situation we’ve developed the following recommended procedures. Please review and let me know your thoughts.

New accounts

Each representative will be provided with a set of customer account number labels. These labels will be attached to each customer file as it is processed by the representative. The same number will then be used on all transactions involving that customer file.

Existing accounts

This is a bit more tricky. Some effort has been made to identify policies and coverages that belong to the same account. Still, the majority of this effort will depend upon the individual representatives taking the time to identify and correctly label accounts and policies. Whatever information is required by the reps to accomplish this task will be provided by the records division.

Let’s get together the first of next week and discuss this in more detail. I would welcome any suggestions or comments you might have.

Example 3: Reports instruction memos to employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office equipment estimates and recommendations

Attached are copies of our initial request for bids on office equipment and the response we received from Office Tech, Inc. They were the only ones to respond to our bid. Therefore, in the interest of time, I am recommending we accept their bid.

The bid includes the following items: desks, computer workstations, filing cabinets (both letter and legal size), lighting fixtures, chairs and conference tables.

These total out at $16,854. This is $5,000 more than the lease price for the same furniture. The major difference in price is the computer workstations. Those from Office Leasing are of lesser quality. Those from Office Tech, Inc., do include concealed writing systems and extensive hutch/storage attachments.

I am recommending we purchase all furniture except the workstations from Office Tech, Inc. We could lease the workstations available from Office Leasing.

Example 4: Interoffice correspondence examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Report quality review procedures

As a measure to enhance each department’s training efforts, I am recommending the following procedures be adopted.

First, each division manager will review the reports of their respective departments. This quality review will include service account activity (including reports, goals and plans, etc…) as well as survey results.

Second, each manager will be responsible for providing feedback to the other managers regarding their reports and making suggestions for improvement. This will be done on a monthly basis.

The idea behind this is not to pass or fail each other, but instead to exchange ideas, approaches and concepts. The overall goal of this program is to improve the inter-divisional communication and accuracy of our reports.

Example 5: Memos related to instruction

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recommendation of vendor

We are currently arranging a support and control review (SCR) for three of our products well in advance of their introduction. We believe this review will help us to identify any problems or issues that need to be corrected before our customers see our products.

Samuel has authorized the hiring of a CPA firm to conduct the SCR. We must first determine the scope of the work in order to determine the total cost and completion time. Also, following that an appropriation must be developed and approved.

Because of the urgency of this matter, I have recommended DHP Accounting Services as the vendor to be used to conduct the SCR. They are familiar with our company and our procedures.

Let me know how you wish to proceed.

Example 6: Reports And Recommendations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recommendations for technical support changes

As we explore the realities of hiring more people for our department (namely, Sales and Tech Support people), we need to thoroughly understand what each of these positions really require.

We are starting this process by analyzing tech support. Joe and I met on Thursday night to discuss this and agreed that to be successful, we need to conduct a limited and measurable study of three months in the life of Tech Support Staff. To assist us, I am asking that only Joe take tech support calls. Since he understands the technical aspects of our programs best, AND that’s his job, he is the most qualified to gather information on standard concerns of customers and our responses to them.

So that we can still offer the best support to our users, Joe will be working on a one-hour-at-a-time calling campaign for the remainder of the upgrade round up. If he is unavailable, please send all calls into voice mail for him, and he will get back to them within the hour. Thanks to everyone who has taken support calls in the past, hopefully, we will soon have enough people to eliminate the need for additional help with calls in the future.

Also, to free up Joe, please direct sales calls to me when Josephine is not available, or take a message and we will return calls promptly.

If you have any questions or suggestions, please see me.

Example 1: Appointments reminder letters

Memorandum
TO:

FROM:

DATE:

SUBJECT: Appointment with Ben Gessey

This is to remind you of your upcoming appointment with Ben Gessey of Collier & Post on December 2 at 9:30 at their offices on the corner of Blankenship and Craven, Suite 504.

Ben will be expecting a progress summary on the Bryant account, as well as a detailed plan of action statement. Please have all materials ready one week prior to the meeting for review by Andy Sheldon. Sheldon will let you know if any part of the action statement is beyond our required contractual obligations.

Example 2: Seminar reminder letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Preliminary TrueStep Drawings Deadline

This to remind the members of the advertising department who are assigned to the TrueStep Campaign that the preliminary drawings for the various ads are due promptly at 8:00 a.m. in Harry Westover’s office. He will review them, then submit his recommendations to the committee. You are tentatively scheduled to receive the go ahead on the 4th.

Example 3: Employee attendance policy reminder

Memorandum
TO:

FROM:

DATE:

SUBJECT: Employee Attendance Policy Reminder

Just a reminder that effective January 5, we will be enforcing our attendance policy, which is outlined on page 7 of our employee manual.

Briefly, the policy states that any employee with three unexcused absences, or any employee with three absence excuses not approved of by their supervisor, is subject to immediate termination without notice. See your handbook, page 9, for a explanation of acceptable and unacceptable excuses.

If you have any questions concerning these policies, contact Rose Andros in human relations at ext. 459. She will be happy to clarify any points of the policy for you.

Example 4: Meeting reminders letter

Memorandum
TO:

FROM:

DATE:

SUBJECT: Section Reviews Meeting

This is to remind you of the Section Reviews Meeting scheduled for 9:30 this Friday. We anticipate the meeting continuing until 2:00. We will provide lunch and beverages.

Please come prepared to discuss your section’s sales performance, attendance, and projected goals. We are expecting a complete analysis of your section’s productivity data from this month as compared with the previous month’s data.

Example 5: Reminders of obligation in upcoming session

Memorandum
TO:

FROM:

DATE:

SUBJECT: Upcoming In-House Computer Training Session

This is a reminder of your scheduled participation in the upcoming in-house computer training session. It will be a weekend long session, beginning at 8:00 on Saturday the 22nd and Sunday the 23rd. Sessions will run until 4:00 p.m. both Saturday and Sunday. Breakfast and lunch will be provided both days.

Your role in the seminar will be to overview each day’s topics and to provide them with the information necessary for the students to be able to practice the days scenarios on the training work stations. Each of your lectures should be approximately two hours long, and you can schedule a ten minute break during each. We appreciate you sharing your knowledge and your time with our trainees.

Example 1: Personal information update letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company directory and personnel files update

We are in the process of updating our inter-company directory and personnel files. Please review the name, address, telephone and personal information attached to this memorandum. If there are any changes or corrections that need to be made please note them in the space provided below. Do not mark on the attached form.

Also, please note how you wish your name to be listed in the inter-company directory. Only your full name, title, department, and telephone extension will appear. No personal information will be published.

Example 2: Request letter to employee for personal file

Memorandum

TO:

FROM:

DATE:

SUBJECT: Update on information request

Several employees still have not returned the personnel information update form. These forms were due in the employment office by Friday of last week. To date we are still waiting to receive more than 50 forms.

If these forms are not received by 5 p.m. this Friday, your name will be published in the inter-company directory as currently listed.

Example 1: Example letter for employee overtime pay policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Overtime pay policy

This memorandum is to clarify some of the issues surrounding our recently implemented overtime pay policy. First, this policy applies strictly to full-time, hourly employees. Salaried and part-time, hourly or salaried employees are not covered by the overtime pay policy.

Second, overtime is paid at one and one-half of your regularly hourly wage. For example, if you are currently at $10.00 per hour your overtime pay would be $15.00 per hour.

Third, overtime is only calculated on those hours in excess of 80 within a two-week period. For example, if you worked 30 hours the first week and 50 the second you would not receive overtime. However, if you worked 40 hours the first week and 55 the second you would receive 15 hours of overtime pay.

Fourth, a completed time card is required to accompany all overtime pay requests. This must be signed and approved by your area manager before submission to the employment office.

Example 2: Overtime pay policy letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Building up overtime hours

It is not acceptable to “build up” overtime hours for payment at a later date. Some employees have been under the impression that if they do not turn in their hours they can save them up. That is not the case. Any overtime that you have not turned in with your regular hours will not be paid.

I regret any negative impact this may have on some of you, but our policy never indicated that overtime hours could be saved up for payment at a later date.

Example 1: Internal memos for employee forms

Memorandum

TO:

FROM:

DATE:

SUBJECT: Completion of new insurance forms

Earlier this month each of you were provided with a new set of forms for our health insurance program. As you know, we are in the process of changing our insurance carrier. Your assistance in this process is important.

Therefore, I am requesting that those of you who have not yet completed and delivered your forms to the Human Resources Office do so immediately. These forms were due at the end of last week. There are still at least 42 insurance packets that have yet to be turned in.

If you are having problems completing the forms or have questions regarding your coverage and/or status please contact Patrick Huntrods at Ext. 109.

Thanks for your attention to this matter.

Example 2: Employee internal files memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Waiver of insurance program participation

As most of you are aware, participation in our health insurance program is open to all full-time employees. We are pleased to be able to provide this benefit to anyone interested.

However, if you are not interested in signing up for the company’s health insurance it is necessary for you to sign a waiver to that effect. Copies of the waiver of benefits form are available from Edgar in the administration office.

We will be reviewing the personnel files later this month to determine who has not completed the required waiver form. It would be most beneficial if those of you who are not interested in participating in the health insurance program would let the benefits office know as soon as possible.

Example 3: Internal memorandum

Memorandum

TO:

FROM:

DATE:

SUBJECT: Weekly department head reports

It has come my attention that some of the department heads are not completing their weekly reports in a timely manner. As you are probably aware a one-week or two-week-old report is of little use to this office.

This past year we have made every effort to simplify the format and content of the weekly department reports. These revisions were undertaken to insure that we were realizing the maximum content with a minimum effort required. In other words, these reports were designed to enable us to gather the information we need without loading the department heads down with needless paperwork.

As division supervisors your responsibility to is to make sure the department heads complete their weekly reports fully and in a timely manner. Those reports should then be forwarded to the management office. They are due by 3:00 p.m. each Friday.

If you have any questions or are unclear as to our objectives in this matter, please do not hesitate to contact my office immediately.

Example 4: Instruction letter to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee termination forms

Whenever an employee is terminated it is critical that the appropriate paperwork be filed with both the accounting and benefits offices. In the past three months there have been several instances in which a terminated employee has remained on our insurance plan or has still been enrolled in the 401(k) plan long after they have left the company.

Such errors not only cost the company money, but also present a poor image to current employees. Terminating an employee is never an easy process, but not to do so in a timely and complete manner is unfair to both the company and the employee.

All managers and supervisors are required to file the appropriate forms with both the accounting and benefits offices. Each of you should be well-versed in the termination procedures as outlined in the our company policy manual. Should you have questions regarding the termination process please either refer to your policy manual or contact Laurence O’Keefe at Ext. 109.