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.

Example 1: Announce the benefits to employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Changes in insurance premiums

Unexpected changes in our health insurance policy with Great Eastern Life have necessitated some revisions in our current benefits policy arrangement. At present we are paying 100 percent of the health insurance premium for full-time employees and 50 percent of the premium for each dependent.

Effective May 1, we will be paying 25 percent of the premium for each dependent. Also, we will be discontinuing the dental coverage provided under our current plan.

Realizing these changes are to the benefit of no one, we are currently seeking other health and dental insurance options. But, this will take some time. In the interim we ask that everyone bear with us until this can all be resolved in a manner fair to both the employees and the company.

Example 2: Announce the employee profit sharing plan

Memorandum

TO:

FROM:

DATE:

SUBJECT: Insurance premiums

I am pleased to report that our negotiations with Imperial Health and Life have resulted in some major changes in our favor. As a result, a series of changes will be implemented in our health insurance benefits program over the next few months.

The first, and probably most important, is that we will now be paying 100 percent of the premiums for full-time employees. This is a substantial increase from the 75 percent paid under the current program. Additionally, coverage for dependents will be offered at a substantially discounted rate. Please review the memorandum to be included with payroll on the 15th for complete details on this new program.

Thanks to everyone for their patience and support throughout the course of these negotiations. We will continue to strive to provide more and better benefits as it is possible.

Example 3: 401 k profit sharing plan

Memorandum

TO:

FROM:

DATE:

SUBJECT: 401(k) eligibility

Effective January 1, all full-time employees who have been with the company for more than 120 days will be eligible for participation in the 401(k) program. This is a change from the previous 12-month probationary period for participation in the 401(k) program.

After completing 120 days of full-time employment, employees may enroll in the 401(k) program on the next quarterly entry date. The quarterly entry dates are January 1, April 1, July 1 and October 1.

For example, if an employee started work full-time on June 1 he/she would have completed 120 days as of September 28. Therefore, he/she would be able to enroll in the 401(k) program as of October 1.

Just a reminder, all 401(k) program forms should be completed and turned in to the management office 30 days prior to eligibility.

Example 4: Letter for employee benefits

Memorandum

TO:

FROM:

DATE:

SUBJECT: Profit sharing plan

After much consultation and discussion we have elected to implement a discretionary profit-sharing plan for all full-time and part-time employees. For purposes of this plan, part-time will be defined as more than 15, but less than 38 hours per week.

The formula for designating an employee’s percentage of profits will be detailed at a later date. Briefly, it will be based on length of service with some consideration as to annual performance evaluations.

Also, as noted, the plan will be of a discretionary nature. Whether or not employees receive their percentage each year will depend upon total company profits and performance for the previous fiscal year.

Example 1: Letter for physical training program cancel

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of physical fitness program

Due to a declining number of participants, we have elected to cancel our company physical fitness program. After a strong start last fall, when more than 100 of you signed up, the numbers have steadily dropped. At present only eight employees are regularly taking part in the daily sessions.

We cannot justify the expense of an instructor, facilities and equipment when less than one percent of our employees are participating in such a program. Therefore, the last session will be Friday. If you have any questions, please contact the Internal Communications Office.

Example 2: Letter to employees for cancellation of physical fitness program

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of daycare program

Following a survey last year we opted to implement a daycare program for all company employees, both full-time and part-time. This effort was undertaken as a result of overwhelming employee interest in such a program.

While it has proved to be a success, both in terms of employee morale and performance, circumstances dictate that we discontinue the program effective March 15. Changes in our insurance premiums for the daycare center have made the program cost-prohibitive. I do regret that we have been forced to take this action. Should the situation change in our favor, we will do everything possible to reinstate the program.

Please notify your department supervisors immediately. Notices of the cancellation will be posted in all break rooms and the employment office within a week. If you have any questions please do not hesitate to contact my office.

Example 3: Cancellation of daycare program memorandum

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of cross-training program

Effective January 1 our employee cross-training program will be terminated. Those employees currently working outside their department will return to their regular duties as of that date.

This cancellation was due to by the poor design and implementation of the program. While there is an indisputable value to cross-training employees, our current program is not meeting the needs of either the employees or the company. We have, therefore, elected to cancel the current cross-training effort. The program will be redesigned over the course of the next few months and reinstated at a future date.

I do appreciate the enthusiasm with which many of you entered this program. Please feel free to pass along any observations or suggestions to the Employee Education Office. The future success of this program depends upon not only your participation, but your input as well.

Example 4: Cancellation of overtime pay program

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of overtime pay program

In an effort to reduce some of our payroll expenses we have elected to cancel the current overtime pay program. Over the last few months it has become obvious that some employees were taking advantage of this program. As a result our payroll expenses in the last quarter of 1996 increased by more than 18 percent over the previous quarter and were up by more than 22 percent over the same period last year.

As division managers we were counting on you to control overtime expenses while realizing the maximum output from your teams. That has not been the case.

Effective February 1 we will begin offering compensation time in lieu of overtime pay to qualified employees. A more detailed explanation of this new program will follow. A payroll stuffer will be distributed to all employees with the January 15 payroll.

If you have any questions please contact the management office.

Example 1: Back-up & Maintenance Protocol

Memorandum

TO:

FROM:

DATE:

SUBJECT: Back-up and maintenance protocol

The recent loss of our customer database was quite a wake-up call. Had it not been for two hard copies of our customer files stored off-site we would now be out of business, literally.

We have previously relied on individual employees to back-up and maintain archives of important customer and company information. Due to our rapid growth and expansion we have been lax in our efforts to implement effective back-up and maintenance protocol.

As a result, the following guidelines have been developed:

• Back-ups of daily transactions will be made every day at 5:30 p.m. to mainframe in accounting. Additionally, daily transactions will be archived to disk for storage in the fire-proof vault.
• A weekly hard copy of all daily transactions will be printed and stored off-site in our warehouse.
• Weekly back-ups of the entire system will be performed Saturday mornings at 8:30 a.m. These will be stored to optical disk and kept in the vault.
• Monthly back-ups of the system will be performed on the last Friday of the month at 3:00 p.m. These will be to optical disk and will be stored off-site.

Please adhere to these guidelines and procedures. If you have any questions or concerns please contact my office.

Example 2: Change of Pay Period

Memorandum

TO:

FROM:

DATE:

SUBJECT: Pay periods per year

As a DHP Software employee, your total annual compensation includes your base salary and many additional items. To help you, at the end of each year, we plan to summarize your total compensation for your review.

For 1996, DHP Software offered compensation every two weeks. For 1997, we are implementing a twice monthly payroll cycle. Because of this improvement, you will be able to more accurately track your salary and the grand total at the end of the year will reflect this total. As always, if you have any suggestions as to how to improve the compensation system further, please let us know.

Example 3: Announcement of disability salary insurance policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Salary continuance policy

As we are a relatively young company, it’s only been the past few months that we’ve begun adopting formal written notices of policies and procedures. A comprehensive book of all company policies and procedures will be distributed later this year.

In the interim please contact either me or Harold Davis if you have any questions regarding a policy or procedure.

Of particular concern to some of you is our long-term salary continuance program. Briefly, a full-time employee becomes eligible for participation after completing three years of continuous employment. For purposes of this program, full-time is defined as more than 30 hours per week.

Upon reaching eligibility you are automatically enrolled in the program. Should you become totally disabled the program pays monthly benefits to you. Payments start 90 days after you become disabled. Payments continue until you reach age 70.

Payments are calculated as 75 percent of the average of your three (3) highest salary levels, up to a maximum amount of $3,500 per month. Bonuses and commissions are not included in the calculations.

If you have any questions or concerns please do not hesitate to contact me.

Example 4: Employee Resignation

Memorandum

TO:

FROM:

DATE:

SUBJECT: J.E. Hasslemeier’s resignation

J.E. Hasslemeier’s letter of resignation as vice president of communications was accepted by management this morning. He has opted to leave DHP Corp. to pursue a career in the upholstery industry. I know many of you are as sorry as I am to see J.E. depart. But, please join with me in wishing him the best.

We’ll be having a good-bye gathering for J.E. on Friday in the main conference room on the fifth floor at 5:00 p.m.

Example 5: Company policies letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Business expense accounting procedures

Due to changes in the tax code, we have been advised by our accounting department to tighten up our records for expense account reimbursements. Any expense in excess of $15.00 must be accompanied by written documentation (i.e. a bill or receipt).

Realizing it is sometimes difficult to keep up with so many receipts and bills, we have developed the attached expense form. Please complete and return to the accounting office each Friday afternoon. Let’s do everything possible to keep the IRS off our backs.

Example 6: Loss of Account

Memorandum

TO:

FROM:

DATE:

SUBJECT: Loss of account

This is to confirm the rumors that have been circulating throughout the company. Yesterday we lost Overland Industrial Development Group as a client. I don’t have to tell many of you what a loss in terms of revenue this is to DHP Corp.

Overland represented roughly 28 percent of our gross revenues in 1996. Additionally, they brought with them several other accounts. The status of those is secure at the moment, but we’ll have to see what develops.

The long-term impact of this development is unclear at the moment. In the short-term we have opted to terminate several of our contractual labor agreements. Each department will be responsible for picking up the slack in those areas. I’ll do my best to keep all of you up to date on the developments.

We do have some time to regroup and make every effort to generate new sources of revenue. I know we’ll all pull together in this time of crisis.

Example 7: Paid Holidays

Memorandum

TO:

FROM:

DATE:

SUBJECT: Paid holidays

After much discussion, we recommend adopting the following as paid holidays under the company’s holiday policy:

• New Year’s Eve Day
• New Year’s Day
• Memorial Day
• Fourth of July
• Labor Day
• Thanksgiving
• Christmas Eve Day
• Christmas Day

The only difference between this and our current policy is the addition of New Year’s Eve Day.

Example 8: Promotion

Memorandum

TO:

FROM:

DATE:

SUBJECT: Promotion

We’re pleased to announce that Jeff Jones has been named a managing partner in the firm. Jeff has been with Dobbs, May and Brock for six years. Prior to joining the firm, he was manager of employment services with DHP Industries. There his responsibilities included insurance and benefits management services.

Jeff is a board member and vice president of the American Cancer Society, an active Rotarian and member of the United Way’s executive committee.

Example 9: Travel Expense

Memorandum

TO:

FROM:

DATE:

SUBJECT: Travel expense policy and procedures

Over the course of the past year we’ve enjoyed rapid growth and expansion at DHP Industries. In conjunction with our increased revenues and profits, we have seen an increase in our business travel expenses.

In order to bring our business travel expenses into line, we’ve developed the following procedures in conjunction with Conner Travel Services.

Effective immediately all travel arrangements will be made through CTS. This will ensure that we receive the best rates for airline travel, hotel accommodations, rental cars and ground transportation. Please review the following:

• Select the least expensive ground transportation to and from the airport. This would include taxis and hotel and airport courtesy cars or vans as opposed to rental cars.
• Automobile rentals should be made only with companies with whom we have a corporate account and receive discounted rates.
• Meal expenses should be kept to less than $40 per day. No reimbursement will be provided for bar or club bills.
• Hotel and motel accommodations will be made only at mid-range locations. This would include Comfort Inn, Best Western, Days Inn, Clarion Hotels and Relax Inn.

Thanks for your cooperation and adherence to these new guidelines. If you have any questions please contact my office.

Example 10 : Winner of Company Contest

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cost reduction effort winner

As previously noted, our newly implemented cost reduction program and contest doesn’t just benefit the company. It can also benefit you. And for Samuel Mayer it’s done just that.

Thanks to his suggestion for reducing the amount of fax paper used in the course of a regular business day, we’ve seen a decrease in paper costs of more than 5 percent. Sam’s idea was so simple it makes you wonder why no one thought of it before. He said we should reuse paper that has writing only on one side. In our business there’s a lot of that. Sam’s idea paid off for the company and how we’re going to pay him.

Sam will be receiving $100 bonus and our Cost Cutter Award, to be displayed in the front entrance hallway.

Let’s keep those ideas coming.