Example 1: Sample of employee motivation letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Company Performance

Congratulations to Sarah Brighton and her team in internal operations. After recommending and implementing an aggressive series of cost-control measures, operating expenses across the board were reduced by 7.25 percent in the third quarter. Combined with an equally aggressive revenue generation effort on the part of our sales team, company performance in the third quarter was the best since 1992.

It’s gratifying to everyone involved when a plan comes together. The third quarter performance figures are a testament to what can be achieved when all elements of our company are in sync. Teamwork is a word thrown about all too often in the workplace, but it is applicable and appropriate in this instance.

Thanks to everyone. Let’s keep up the teamwork and enthusiasm as our fiscal year draws to a close.

Example 2: Employee recognition letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Personal progress

Sometimes it is hard to know if making that extra effort as an employer to help an employee in his/her time of need is going to be worth the investment of resources and time. In my career I have seen such efforts result in either improvement on the part of the employee or in his/her termination.

Julie, I am glad to see that our investment in you these past few months has paid off. You confronted your substance abuse, asked for help and responded to treatment. That’s a testament to your strength of character and personal courage. You’ve certainly regained the respect and appreciation of both myself and the rest of management.

Thanks for making our investment pay off.

Example 1: Sample of human resources letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Who to call

Our recent restructuring has resulted in some confusion regarding areas of responsibility and authority. Please refer to the following list when fielding questions from employees and clients.

Human Resources

All questions and requests for information regarding employee benefits, eligibility requirements, completion of forms, vacation/sick day accrual, and employee policies should be directed to the new Director of Human Resources, Cindy Patterson. Her extension is 555. Her interoffice e-mail address is cpatterson@office.com.

Developmental Services

All questions regarding inter-company transfers and promotions, employee training seminars, and participation in the community volunteer program should be directed to Cora Taylor, Assistant Director for Developmental Services. Her extension is 556. Her interoffice e-mail address is Ctaylor556.

Public Information

All outside requests for information regarding product specifications, company history, community service projects and general information should be directed to Robert Smith, Director of Public Information. His extension is 557. His interoffice e-mail address is Rsmith557.

Direct Sales

All inquiries for product or service purchases and/or agreements, upgrades, additional literature and/or manuals, and general information on product/service pricing and terms should be directed to Clara Barton, Direct Sales Manager. Her extension is 558. Her interoffice e-mail address is Cbarton558.

Technical Support

All requests for technical support, questions regarding installation and maintenance, and general inquiries on product applications should be directed to Joe San Juan, Customer Support Director. His extension is 559. His interoffice e-mail address is Jsanjuan559.

Any other inquiries or questions should be directed to your division manager or immediate supervisor.

Example 2: Internal information resources letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee transition services

To aid in the transition of those employees affected by the recently announced closing of our Seattle office and plant, we have implemented a reassignment and relocation program. Our goal is be able to absorb as many downsized employees as possible into our other divisions.

Internal transition sessions

David Martin, Assistant Director of Human Resources, will be coordinating a series of reassignment opportunity meetings for all affected employees. These will be held starting August 1 and continue throughout the month each Tuesday evening. They will be held at 6:30 p.m. in the cafeteria at the Seattle plant.

A complete listing of all opportunities within the other divisions will be circulated to employees at these sessions. Consideration will be given to length of service and performance of assigned duties in determining eligibility of employees for transitional positions outside of Seattle.

If you have any questions please contact David at (555) 555-5555, ext. 555. His e-mail address is Dmartin@mail.com.

External transition services

Realizing that not all affected employees will find places within our company, we have arranged for job training and counseling services to be provided by the state Workforce Commission. These sessions are scheduled to begin September 1, one month prior to the closing of the Seattle division. They will be held each Wednesday evening starting at 6:30 p.m. at the Workforce Commission office at 712 East Division.

For further information please contact either David at the above extension and e-mail address or Troy Jones, Industrial Employment Services, Washington Workforce Commission. His number is (555) 555-5555, ext. 555.

Example 3: Information Resources

Memorandum

TO:

FROM:

DATE:

SUBJECT: Health Insurance Information

Since being acquired by Deckerd, Inc., I am sure many of you have questions regarding your benefits. As previously noted, your level of insurance coverage is to remain intact. However, there will be some changes in terms of the handling of claims, requests for information and the processing of paperwork.

Deckerd, Inc.’s health insurance plan is self-funded. We want everyone to use the health insurance when necessary, but keep in mind that we’re all in this together. Whatever savings and surplus we realize by being self-funded is put back into providing better benefits for all employees.

Claims are handled through Benefit Providers Co., located in Ulysses, Kansas. To file a claim, contact Rosa Jones, assistant director of employment, in our main office at (555) 555-5555 ext. 555. Her e-mail address is Rjones@deckerd.com.

Information and eligibility forms may be obtained by contacting either your division manager or our office directly at (555) 555-5555 ext. 555 or writing to P.O. Box 555, Joplin, MO 55555. Our e-mail address is Dbenefits@deckerd.com.

Example 1: Sample letter for incentive plans

Memorandum

TO:

FROM:

DATE:

SUBJECT: 4th Quarter Bonus Plan

In order to boost our gross revenues in the final quarter of the year the attached bonus/incentive plan has been designed. This plan applies to all sales divisions and their respective managers. It is effective October 1.

Year-to-date gross revenues are lagging behind the previous year by nearly 10 percent. This is despite a third quarter increase in gross revenues of more than 25 percent.

A detailed description of the plan will be distributed to each sales representative within each division. Managers will be responsible for monitoring progress within their respective division.

Please make the most of this opportunity to earn more for both yourself and the company.

Example 2: Employee incentive reward

Memorandum

TO:

FROM:

DATE:

SUBJECT: Division managers incentive plan

The recent reorganization of the company into nine separate divisions necessitates the development of a new incentive plan for each division manager. In the past, division manager bonuses were based on a percentage of each division’s contribution to the overall performance of the company.

As each division will be accounted for as a separate entity, division manager bonuses will be figured based on the attached formula. For some of you this could mean a substantial increase over last year’s bonus. For others, I would say it is time to get your division in order.

We feel this is the best way to reward individual managers for their performance and profitability of their division. Under the old system, division managers either profited or were hurt by being judged as a part of overall company performance.

Example 3: Incentive plan letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Commission plan

Per our discussion on Monday the following will be your sales commission plan for the third and fourth quarters of this year.

Base/draw against commission

Your base salary, which is a draw against your commission, will remain at $600 per week. This annualizes to $31,200. Your draw is paid on the 1st of each month.

Commissions

Commissions are paid on the 15th of the following month for the previous month. Commissions are calculated using the following percentages less your draw of $600 per week.

• 5 percent of net collected on established accounts
• 10 percent of net collected on new accounts

Quarterly bonus

For each percentage point increase in net sales revenue over the same quarter last year you will receive $200. For example, if net sales increase by 12.6 percent over the same quarter last year your quarterly bonus would be $2,520. Quarterly bonuses will be paid on 15th of the month following the quarter.

If you have any questions please let me know. This plan is effective Tuesday, August 1.

Example 4: Incentive program for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Calling and Collecting

Starting on Monday each associate will be paid 5 percent of all completed sales between the hours of 9:00 a.m. and 9:00 p.m. Commission will be paid on all sales, but will be deducted from future commission payments should a sale go bad (i.e. failure to pay account balance within 60 days).

An additional bonus of $10 will be paid on all accounts paid in full the same week they are sold. In other words, get your customers to pay in advance and you’ll benefit even more. All accounts falling into the 90-day category will be deducted from future commission payments.

Your goal is to sell hard and collect hard. We cannot afford to pay commission indefinitely on uncollected sales.

Example 1: Holiday season greeting

Memorandum
TO:

FROM:

DATE:

SUBJECT: Upcoming Thanksgiving Holiday

To All Personnel:

During this season, Norman’s feels it is important to thank you, our employees for all that you contribute to our success.

Your dedication, your willingness to work overtime to make sure that our customers are satisfied has made Norman’s the number one distributor in the tri-state area. Quality products are important, but without the quality service that all of you so willingly give, it would not matter how fine our products are.

As a token of our appreciation, please accept our Thanksgiving gift to you, and have a pleasant holiday with your families.

Example 2: Holiday greetings to employees

Memorandum
TO:

FROM:

DATE:

SUBJECT: Season’s Greetings

To the members of the Accounting Department:

During this holiday season, we at Garber’s feel that it is important to let you know how much we appreciate the exceptional job you have done for our firm over the past year.

The management team realizes that without your contributions, your loyalty, and your dedication to our firm we would not be as successful as we have become.

We are deeply grateful for your commitment to us, and we wish you the happiest and most joyous of holiday seasons.

Example 3: Motivational letter to greet holidays

Memorandum
TO:

FROM:

DATE:

SUBJECT: Holiday Wishes

Dan:

During this time of the year, people often stop to consider their blessings; stop to consider the impact that others have had on their lives. And certainly, we stop to thank those people.

You have become a major source of inspiration for your entire department.

Your devotion to your job, your willingness to take on any part of an assignment and to help others with their sections if they are struggling, and your ability to accurately read the moods of your team members and help them through their difficulties has made you a unique and valuable employee. You not only care about your job, but you care about the people that work with you, care that they get the recognition that they too deserve, whether it be for an everyday matter or for a major account. Your generosity and willingness to give credit where it is due is something that is unfortunately not seen enough in our high pressure, high competition field. Your actions truly exemplify the meaning of “the spirit of giving” that is so a part of this season.

We are deeply appreciative of these fine characteristics, and are honored to have you in our employ. We wish you the happiest of holidays seasons.

Example 1: Sample letter to employee for good job done

Memorandum

TO:

FROM:

DATE:

SUBJECT: Appreciation

George, I just wanted to take a moment to let you know how much I appreciate your work on the Hauptsburg account. From the initial proposal through the presentation to our review committee through getting Mr. Hauptsburg to sign on the dotted line, it was outstanding work.

I’ve recommended a performance bonus in addition to your regular commission on the account. You’re an important part of our team. If I can ever be of assistance, please do not hesitate to let me know.

Example 2: Employee appraisal examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thanks for everything

I don’t know how often I have wondered how our division would get along without you. You’ve streamlined our production process beyond what I could have ever expected. Additionally, your combination of genuine humor and professionalism have helped to improve the atmosphere in the office.

We all get so caught up in the day-to-day routine that we often overlook those who make a difference. Please accept the attached bonus check as our way of saying thanks for everything you do and for making this a better place to work.

Example 3: Letter of appreciation employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thanks for your work

Just wanted to let you know that I have received dozens of positive comments regarding last weekend’s developmental seminar. Josephine Wiggs even took the time to drop by and express her appreciation of the gathering. She commented that it was probably the best conceived and conducted meeting we’ve had to date.

I told her that you made the difference in this year’s seminar. I also said that I have never had such a willing and able assistant. Your organizational skills and attention to detail have made my job easier and are a credit to this department. Thanks for everything!

Example 4: Good work appreciation letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Thanks for your support

Change always make people uneasy. The recent restructuring effort hasn’t been easy for any of us. I don’t know what I would have done without your support and encouragement through the past few weeks.

Thanks for being my sounding board and confidante. I know it hasn’t been easy with all the difficult choices we’ve had to make for the betterment of this organization. I will remember your support and hope to have the chance to return the favor some day.

Example 1: Announcement letter for project team members

Memorandum

TO:

FROM:

DATE:

SUBJECT: Project team

Per our meeting of yesterday, the following people have been assigned as team members of the Workforce Analysis Initiative (WAI):

• Kevin Haskins
• Josephine Wiggs
• Lionel Brando
• D.E. Barker
• Tessa Niles
• John Webb

A brief description of each of your individual duties is attached. Each description has been designed to draw upon your respective talents and strengths, as well as providing you with new challenges. Please contact your team leader, Mark Burgess, if you have any questions or concerns regarding your responsibilities.

Briefly, as reviewed in the meeting, you will be analyzing a variety of work elements within our company. This includes everything from our management structure to our hardware and software. To determine how these elements can better relate to one another will be your challenge in the coming months.

Progress updates are scheduled for the first Monday of each quarter throughout the coming year. At each you will be required to provide a complete verbal and written analysis of your work to date and projected date of completion. We’ve targeted the end of the fiscal year as a closing date on the WAI project. An early or timely completion would be much appreciated.

Example 2: Organizing project team memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Project team duties

Thanks to everyone who volunteered to be a part of the Hardware Assessment Project Team (HAPT). With so many volunteers it wasn’t an easy process to narrow down who would actually be team members.

Those chosen were: Lawrence Tolhurst, procurement manager; Sumishta Brahm, division sales director; Robert Brown, maintenance supervisor, technical support division; J.E. Hasselmeier, assistant director, corporate communications; and James Bailey, assistant director, employee relations.

Team members will be responsible for evaluating our current hardware inventory, assessing hardware needs across all eight divisions, establishing criteria for the acquisition of new equipment, and evaluating hardware maintenance protocol at all levels. Monthly updates will be distributed to all management team members. Target date for completion is May 5.

The complete cooperation of all division managers and department heads will be most appreciated and noted. This project will not interfere with day-to-day operations.

Example 3: Project team instruction letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Policy manual project

In response to employee suggestions we’ve decided to update and revise the company employee policy manual. Having originally been written in 1956, it is admittedly a bit out of date.

Specific topics targeted for update are:

• Explanation of benefits and eligibility.
• Vacation and sick day policy
• General conduct and appearance
• Smoking policy
• Illegal drug use policy

The employee policy manual review committee will include Troy Jones, assistant director of human resources, Cristin Conner, manager of development, Marcy Cheatham, corporate communications, and Joe Lasley, vice president of operations.

The committee will meet twice a month for the next three months. It will review the existing manual, solicit and evaluate employee input, and develop and review new guidelines and policies. Progress updates will be made to the administration office on the first Monday of each month. The target date for completion of the new employee policy manual is December 1.

Suggestions, ideas or observations can be sent to Troy’s office. His extension is 555. His e-mail address is Tjones555.

Example 4: Team formation letter to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cross-training project

As part of our restructuring and streamlining effort we have decided to implement a cross-training program for all divisions. To develop and coordinate this project the following have been named to the project team:

• Leon Eldridge
• Daniel Cordsen
• Jennifer Keasling
• Joydelle Wolfram
• Roberta McDaniel

Team members will develop guidelines and instructional text for cross-training seminars within each division. Update meetings will be held each Monday morning at 8:30 in the office of Ms. Wolfram on the fifth floor.

Mr. Eldridge will serve as project team coordinator. It will be his responsibility to conduct and direct the course of the team’s meetings and efforts in developing the cross-training program.

Questions and comments can be sent to Mr. Eldridge via interoffice e-mail at Leldridge500. His telephone extension is 500.

Example 1: Letter for employee of the month

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee of the Month program

Starting in October we will begin recognizing a different employee from each division as Employee of the Month. Selection will be made by division managers and based on the following criteria: performance of duties, attendance, general attitude and appearance, and length of employment.

Each Employee of the Month will receive an official certificate from the corporate office in Toledo, a $50 bonus and their picture in the company newsletter.

We hope everyone will enjoy this program and realize that no matter who is selected from your division, the whole company wins.

Example 2: Sample letter for employee of the month selection criteria

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee of the Month selection criteria

There has been some discussion regarding the established criteria used by division managers in the selection process for Employee of the Month. As outlined in a previous memorandum, the criteria are:

• Performance of duties
• Attendance
• General attitude and appearance
• Length of employment

To clarify matters let me state that these are listed in order of importance. There should be no doubt that all employees are judged by their work performance first and everything else second. While an employee’s appearance is part of the criteria, an individual’s fashion sense is not the determining factor in the selection process.

Also, once a person has been selected as Employee of the Month he/she is no longer eligible for selection for a period of 12 months.

If you have any questions regarding the Employee of the Month program, please contact your division manager.

Example 3: Employee of the month selection

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee of the Month rewards

In addition to the previously mentioned rewards for being selected as Employee of the Month, all those selected will have their pictures displayed along the entrance corridor a the main building. These will be displayed throughout the year until all 12 frames are filled.

Thanks to Tara Key for this suggestion. If anyone else has any suggestions or observations on how to make our Employee of the Month program even better please pass them along to the management office.

Example 4: Recognition program

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee of the Month

Our first employee selected as Employee of the Month is Betty F. Marshall. Betty has worked in the company commissary for the last 30 years. Many of us around here more or less grew up with Betty.

Everyone is probably familiar with the sound of Betty’s laugh drifting across the commissary every afternoon. She has brought a lot of laughter and fun to the company these past three decades. She has also served a lot of good food as commissary manager.

Betty has a son, George, and a daughter, Portia. She has six grandchildren. In her spare time she enjoys cooking, walking, spending time with her family, and playing with her dogs, Handy and Max.

Thanks, Betty, for everything you do.

Example 1: Letter to employee for drug free policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Drug-Free Workplace – Illegal Drugs

We are dedicated to maintaining a workplace that promotes the health and safety of all employees. In keeping with this concept, we have adopted the following policy regarding illegal drug use:

DHP’s Drug-Free Workplace policy is for zero tolerance for the use or sale of illegal drugs by any employee. The unlawful use, sale, distribution, or possession of drugs and/or controlled substances will result in immediate termination of employment.

For more information regarding DHP’s Drug-Free Workplace policy please refer to the Corporate Policy Manual, Section 5.25. Copies of the Corporate Policy Manual are available in the office of each department manager.

Example 2: Drug free policy letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Drug-Free Workplace – Alcohol

The following is an addendum to our policy regarding a drug-free workplace.

The unauthorized use of alcohol in the course of normal business hours on company property, or the use of alcohol that affects the performance of assigned duties, may also result in immediate termination of employment.

Example 1: Letter to staff on employee relative death

Memorandum

TO:

FROM:

DATE:

SUBJECT: A time for support

By now I am sure many of you are aware of the loss suffered by Evelyn Wood, our chief auditor. Her husband of 27 years, Charles, died suddenly yesterday evening. All indications are that it was a heart attack. Those of you who knew Charles were probably aware of his heart condition.

There are no definite memorial service or funeral plans at this time, but they will be forthcoming. Any offer of support you might wish to make to Evelyn I am sure will be much appreciated.

I hope you will all keep Evelyn and her family in your thoughts and prayers. She is a valuable member of our family here.

Example 2: Death of Employee’s Spouse

Memorandum

TO:

FROM:

DATE:

SUBJECT: Loss of family member

The son of David Jones, 7-year-old Terrence, was killed over the weekend while playing in the front yard. Those are the only details available at this time. This has hit David and his wife, Jocelyn, very hard.

David will be out of the office the rest of this week, and he may or may not be back next week. In the interim I would like Carl to handle David’s accounts in conjunction with myself.

Funeral arrangements are pending. Please keep David and Jocelyn in your thoughts and prayers. I know they will appreciate your support.

Example 1: Example of death announcement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee death

As many of you are already aware John Anderson died Monday evening in an automobile accident. He is survived by his wife, Jenny, and two children, Jocelyn and John, Jr.

John was 10-year employee of Sector Systems, Inc. Those of you in the R&D department probably realize the impact of his loss the most. John’s leadership in that department resulted in a series of innovations and advancements for Sector’s products and services.

A memorial service is scheduled for Thursday at 2:00 p.m. at the First Baptist Church on Decker Lane. Interment will follow at Greenway Memorial Cemetery.

Counseling services for those in the R&D department as well as anyone else seeking help in coping with John’s death are available. Please contact Human Resources at ext. 555.

Example 2: Condolence note death

Memorandum

TO:

FROM:

DATE:

SUBJECT: Recent events

The tragic accident yesterday involving our Rapid Response Team is a great loss for our company family. We all know the dangers of toxic containment programs, but recent events have brought it all home.

I know you will join me in grieving the loss of David Johannes, Sarah Brighton, Gamel Ibrahim and Terrence Davis. All were important members of the Xyros Company family. All be missed and mourned.

Rest assured we will investigate every aspect of yesterday’s accident. Rumors and gossip will only cause further frustration and consternation on the part of both our company family and the families of the dead. A complete finding on the accident will be forthcoming.

Details regarding individual memorial services and burial will follow. A company memorial service is scheduled for Tuesday at 9:00 a.m. in the meeting hall at the main complex. Donations to the support fund for surviving family members may be made at the management office.

The loss of so many people in a company as small as ours is a difficult burden to bear. Anyone needing counseling or guidance in this time of sorrow should contact the Employment Office.