Personnel Issues

Resume Transmittals — Comments Off on Introducing Yourself
27
Nov 10

Introducing Yourself








Guidelines : Introducing Yourself

Résumé Transmittals: Introducing Yourself

Guidelines and Alternate Phrases

  • Be specific about what job you want, referring to how the position came to your attention.
  • I am very much interested in the Boston plant manager’s job advertised July 6 in The Wall Street Journal.
  • I’m enclosing my résumé in response to your July 6 advertisment for a newsletter editor. With 15 years’ experience in preparing brochures, journal articles, and proposals, I think I can contribute just the skills you need.
  • In a conversation last week with Dr. Sylvia Brown, I learned about an opening in your research and development department. Upon her recommendation, I’m enclosing my résumé.
  • Please consider me for the sales position at your Boston office. An acquaintance of mine mentioned a position would be opening there at the end of the month.
  • I recently learned of an opening for an administrative secretary in your accounting area. Would you please consider me for that position?
  • I saw your ad for a receptionist in yesterday’s Star Telegram and have enclosed my résumé for that position.
  • Joe Burke in your Chicago office suggested I contact you about the program analyst position that will be vacant at the end of this month.
  • Your organization keeps coming to mind as an excellent place to work. Would you please consider me (résumé enclosed) for a position in your accounting area?
  • If you want to increase your visibility in the oil and gas industry, I think my skills as a trade association manager can contribute to that goal.
  • Have you given thought to having your basic wordprocessing needs handled by a freelancer who pays his own salary and benefits? If that idea sounds appealing, I would welcome the opportunity to talk to you about such a freelance arrangement, whereby I would pick up and deliver daily your reports, correspondence, and proposals.
  • Summarize your education, key work experience, and skills or traits that specifically apply to the job.
  • I’ve had 12 years’ experience in….
  • As an engineer at Exxon, I had full responsibility for designing….
  • I enjoy this kind of work and am…(analytical, conscientious, agreeable, detail-oriented, organized, alert, dependable, energetic, dedicated to a cause, competent, artistic, creative, good with figures, pleasant, tactful, ambitious, reliable, communicative, quick, adaptable, action-oriented).
  • Emphasize benefits of your experience to the employer rather benefits you expect to gain.
  • Such a job calls for persistence and self-discipline–both of which are just part of my makeup.
  • That first impression on the phone with a client is crucial to the sale; I have always taken such calls very seriously.
  • Long hours, travel at a moment’s notice, and attention to detail present no problem whatsoever to me.
  • I would be eager to see that you had the monthly financial information on a timely basis and in a form you could easily interpret and immediately use–whether in written report form, in graphs, or in oral presentations to management.
  • The strategic plans you mentioned on the phone sound extremely exciting and challenging to me. The work you want done in the international setting, of course, directly relates to my experience at Huffco.
  • With 14 years’ experience in corporate law, I think I could contribute significantly to your company’s positioning itself as legal advocate for the causes we discussed yesterday.
  • My excellent sales record, my selection as this year’s Storman Award recipient, and my position on the board of directors for the AEEC, I think, evidence my commitment to customer service.
  • It’s not unrealistic to expect that I could increase your media exposure by placing two or three articles per month in various industry journals.
  • My academic credentials, I feel, would be an impressive part of a BVI proposal to prospective clients.
  • My willingness to travel, my flexibility on job assignments, and my communication skills with clients could pay off tremendously in a widespread operation such as BVI’s.
  • My four-year work history with no direct supervision served as a training ground for the position you now have open.
  • My time-management skills and my organizational skills should be directly useful in coordinating the consultants’ schedules among so many job sites.
  • Avoid mentioning salary unless the ad or interviewer insists that you do so.
  • I’d be happy to discuss salary during our interview.
  • As to salary, I’ll have my past salary history with me at the interview.
  • My salary requirements are negotiable, and we can discuss those as we review the exact nature of the job.
  • My salary requirements are flexible, depending on the chance for advancement in the company and the cost of living at the work location.
  • If there’s a good connection between the job and me, I feel sure we can also get together on salary.
  • Suggest an interview.
  • May I talk with you further?
  • I will welcome the opportunity to respond to more specific questions you may have in a personal interview.
  • No letter, of course, can adequately convey all the details of my experience, but if the above qualifications are in line with the job you’re trying to fill, I’d appreciate a personal interview. My number is 457-2345.
  • May I have an interview?
  • I’ll take the liberty of calling you when I’m in Dallas next week to see if we can arrange an interview at your convenience.
  • If this experience is on-target for the kind of trainer you need, let’s talk further.
  • I’ll phone next week to see if we can talk further about your BVI plans for the coming year.
  • I’ll call in a couple of days to see when we might get together to discuss the job and my qualifications in more detail.
  • I would be happy to fly to Houston for an interview at your convenience. I really want to work for an organization with the reputation yours has in the industry.
  • Would you please phone me at 344-6789 so we can talk further about the job possibilities?
  • I’d very much like to join your organization. I’ll hope for a positive response for an interview when I phone you Thursday.
  • May I visit with your selection committee personally to discuss how we can work together?
  • I’ll be in Philadelphia for the entire month of May and will phone to see when you have a few moments to talk about your plans for this position.
  • Please consider this résumé carefully in light of your current needs and let me know if you see a match with my experience.
  • I’ll look forward to scheduling an interview with you.
  • Make sure your name, address, and phone number are included either in the body of the letter or on the stationery heading.

Example 1: Sample letters for resume transmittal

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wainwright:

If you anticipate a need in the near future to increase your marketing, public relations, and advertising activities and results, please take a look at the enclosed résumé.

My most recent position as director of corporate communications for Bolton, Johnson, and Frezzer ended on November 1, when the company reduced their workforce by 30 percent. My work there included developing promotional materials, providing marketing support to sales reps in the field, and drafting speeches for our senior executives. Additionally, I served the company’s media spokesperson. My experience at previous companies included writing responses on governmental affairs issues and copywriting at ad agencies.

If you think you can put my communication experience to work at Universal ParkCities, then I would most definitely welcome a call. Effective communication and media contact can be a direct channel to your profitability as a service company.

Sincerely,

Example 2: Sample resume cover letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Maxwell:

We met about five years ago at a Chamber of Commerce awards banquet. Because we had such a lively conversation about the changing world marketplace, I have kept up with your company through the media. I have especially admired Arcon International’s remarkable progress in the last two years since you’ve become chief executive.

I am writing to you because your company’s plans for future growth may create the need for someone of my training and expertise to organize and manage your international business. If so, you may be interested in the enclosed résumé, detailing my experience during the last 15 years:

• I have conceptualized and developed energy and energy-related projects on four continents, comprising total assets of $300 million.
• I have acquired four manufacturing companies in Japan and combined them into one operation, losing no key executives in the reorganization. Sales from this new organization increased from $5.7 million to $12 million and net profits tripled, from $500,000 to $1,500,000.
• I reorganized a Venezuelan company, recruiting and installing professional management. In 15 months, I reduced the work force by 42 percent and increased sales from $4 million to $5 million. Return on investment jumped from 12 to 29 percent.

My affiliations during these experiences have been with Conoco, Exxon, and Shell Oil. During my work with them I rose from plant supervisor to regional marketing manager, to general manager, to vice president. Presently, I am a vice president with T.H. Davis Company responsible for worldwide business development.

I have degrees in engineering and marketing from MIT, and I speak four languages fluently.

Your company’s growth has been very impressive, as you well know. I’d very much like to explore areas of possible mutual interest and to discuss further details of my experience in a personal meeting. If you think I could contribute to your organization, please telephone me at home after office hours at 713-333-4444.

Sincerely,

Example 3: Cover letter for job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jason:

I was pleased to learn during our telephone conversation today of a possible opening in your organization. The plans sound challenging for the upcoming year; I definitely would like to be considered as an instructor and curriculum developer.

As my enclosed résumé indicates, the teaching of writing has often been a major focus of my training objectives for past employers (Whitley Inc. and IBM). I believe I have developed original content and an instructional approach that have produced excellent, measurable results in short, fast-paced courses. Your plans to design courses in additional subject areas particularly excite me. Further, I am just as interested in implementing the overall instruction plan as I am in research and course development.

For your review, I have enclosed a project proposal and a brief course outline I think will help you characterize my approach and organizational methods.

May we talk again about how I can help you with your 19– plans?

Sincerely,

Example 4: A letter introducing yourself

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitney:

I have recently moved to the Boston area and am interested in work as a technical writer.

In addition to 10 years’ experience in writing computer documentation, I have a broad scientific background (BS and MS degrees) and believe I could contribute effectively on a variety of subjects.

May I come by your office to discuss my qualifications and your specific needs for a technical writer? Please suggest any time that would be most convenient for you.

Sincerely,

Example 5: Resume cover letter templates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Graham:

I am writing with the thought you may from time to time need a larger resource base to complete a client project. I am available for such co-consulting work and sales efforts. My experience has been broad, including a position at the highest operational level in the U.S. Navy. There I designed and coordinated all safety and health programs, focusing heavily on drug and alcohol abuse programs.

My specific qualifications and areas of expertise include:

• Extensive knowledge of governmental compliance standards in the areas of environmental safety
• Training design for safety and health education
• Non-therapeutic counseling
• Management of physical and psychological conflict
• Interracial and intercultural communication

I have attached my résumé. If these qualifications are of interest to you, I welcome an opportunity to meet you personally.

Sincerely,

Example 6: Transmittal letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ralph:

It was good to talk with you on the phone and very kind of you to offer to act as “point of contact” for me. Enclosed is a copy of my résumé, which I’m also sending to the San Francisco manufacturing company looking for a consultant.

For your further information, I would be interested in any assignment your organization might have in the negotiation of mergers and acquisitions. To date, I’ve helped more than 30 companies through those murky waters and have the tenacity such reorganizations require.

Sincerely,

Resume Transmittals — Comments Off on Introducing Another Person
27
Nov 10

Introducing Another Person





Guidelines : Introducing Another Person

Résumé Transmittals: Introducing Another Person

Guidelines and Alternate Phrases

  • Mention the enclosed résumé, giving the prospective employee’s name and interest in a position.
  • Leave the reader a graceful way to ignore the request if there is no interest in the individual.
  • If you think the benefit might be mutual, you might want to give Joan a call.
  • If you have any interest here, I suggest you follow up.
  • If you can pass the information on to the proper person, I think Joan would like to talk with you further.
  • What do you think? Might he be what you need for your new marketing strategy?
  • Express appreciation for any assistance the reader may be able to give, if you are making the request as a personal favor.
  • Thanks for the favor.
  • Thanks for any help you may be in a position to provide.
  • I’ll appreciate whatever you can do to see John gets to talk to someone there.
  • Thank you for passing this information on to the manager of that department. I hope things work out for both John and your organization.
  • I have no personal interest in your hiring this consultant, but I did think he sounded like a “good fit” for your needs.

Example 1: Introduction letter for another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Reza:

Henry Sloane is a recent graduate of the University of Texas and is anxious to join a progressive organization where he can have an excellent future in sales. Naturally, I thought of Toasten Foods.

So, would you please forward the enclosed résumé to the appropriate person in your organization? I think he’ll be the kind of high-caliber employee any manager would grab. I’ll appreciate whatever you can do to get him an interview with the appropriate person.

Sincerely,

Example 2: Introductory letter for another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Rita:

At our last meeting you mentioned you had lost your CFO to a competitor. A friend of mine–whose judgment I trust–has sent me the attached résumé of Mike Burns, with a strong recommendation on his competence and effectiveness. Until recently, Burns was vice president of finance at Perryton; he is currently comptroller of its parent company, RWW.

I am told he might be interested in relocating. Perhaps one of your people or your search firm might want to talk with him.

I was pleased you were able to attend the retirement luncheon–I wish we could have visited longer. My best personal regards.

Cordially,

Example 3: Cover letter for introduce another person

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Kennton:

I have just reviewed the kind of résumé I hate to put aside without taking some action: Mark Abbott has eight years’ experience in direct-mail marketing and quite a list of sales feats to his credit. However, we have recently decided to stop all our direct-mail efforts, and have no place to use his expertise. The thought struck me that you perhaps could use such a person.

Rest assured I do not expect you to contact him; I just didn’t want to pass his résumé without calling someone’s attention to his potential.

Mr. Abbott’s résumé is enclosed, should you have any interest in contacting him.

My best regards,

Resignations — Comments Off on Offering(On a Positive Departure)
27
Nov 10

Offering(On a Positive Departure)







Guidelines : On a Positive Departure

Offering Resignation on a Positive Departure

Guidelines and Alternate Phrases

  • State you are resigning your specific position/title and the effective date.
  • As we have discussed, I am offering my resignation as systems analyst, level 1. I want to make the resignation effective date as convenient for you as possible, but no later than March 1.
  • Please consider this letter as my resignation from my position as office manager, effective March 1.
  • I will be leaving my position as general counsel on August 31.
  • After six long months of contemplation on my future advancement in HyPower, I have decided to resign my geologist position, effective sometime in October–at your convenience. The decision has been quite difficult for me because I truly have enjoyed the relationships I’ve built here.
  • I offer my resignation as training coordinator with HyPower. My last day will be March 1, unless you have a replacement who can assume the responsibilities sooner.
  • State your reason for leaving. You may be as vague or as specific as you wish. Bear in mind, however, your reason should be one that puts you in a favorable light with future employers who may verify your employment record.
  • This new position will offer me the opportunity to travel overseas, an adventure I’ve looked forward to for sometime now.
  • I have been concerned about the limited opportunities for advancement. As you know, I’ve always been one to thrive on change and growth.
  • I have decided to seek a job that will allow me more freedom to use my problem-solving skills on non-routine matters.
  • As you know, my training is in the financial area, and I’ve had limited opportunities here to make contributions of that kind.
  • My experience with previous employers has been administrative work, and that is the kind of job to which I’d like to return.
  • As we have discussed, because of changes in my personal financial responsibilities, I have had to seek a position that offered a higher salary–although I understand your budgetary constraints.
  • I really haven’t decided completely what kind of job I want to pursue, although I am interested in the possibility of going into business for myself.
  • At this point, I’m toying with the idea of turning one of my hobbies into a profit-making enterprise.
  • I plan to move back to the Midwest to be near my elderly parents, who have had serious health problems the last year.
  • Because of the increase in the size of my family and the rapidly increasing cost of living, I’ve found it necessary to seek other employment.
  • Rush-hour traffic and my two-hour daily commute have become a growing frustration for me, and, therefore, I have located a position nearer my home that will allow me more time with my family.
  • Frankly, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.
  • I have accepted a position with HyPower as their director of marketing.
  • Mention anyone you’ve trained to replace you, if appropriate, and any unfinished projects in progress.
  • I’ve trained Cheryl Anderson in all my daily job duties.
  • I have every confidence Cheryl Anderson can handle my job.
  • I would have no qualms in leaving my job in the capable hands of Cheryl Anderson, at least until you’ve made a thorough search outside the organization.
  • Cheryl Anderson is fully capable of assuming my position, should you decide to promote from within the organization.
  • Pending projects include the Jefferson case and the Blythe will.
  • Unfinished projects that will need your attention include…; Cheryl Anderson is familiar with all the details of these on-going efforts.
  • Express your affection for the job, citing either experience, training, skill development, or relationships with customers or coworkers.
  • The friendships I’ve developed here will be difficult to leave.
  • I appreciate your supervision and your genuine concern for my well-being and professional growth.
  • The training I’ve been given here has indeed prepared me well for this new assignment.
  • Your personal management style has allowed me just the flexibility I’ve needed in a job.
  • Your confidence in me through the years is one of the things I have valued most during my tenure here.
  • Please understand how much I have enjoyed working with you under such pleasant circumstances.
  • I thank you for your constant attention to my needs, both personal and professional.
  • The communication skills you’ve practiced here are some that I plan to continue in my new position.
  • The close personal friendships, as well as the professional liaisons, have been a meaningful part of my work life here.
  • I’ve learned much from you. I feel that I owe my success in getting this new job to your personal contributions to my professional growth.
  • Thank you for such a pleasant association over the past ten years. I have fond memories of you and the others on the staff.
  • I’ve appreciated all my dealings with Neilsen and Neilsen.
  • Thank you for the personal and professional growth I’ve enjoyed here at Neilsen and Neilsen.
  • The job here has been richly rewarding.
  • My training has been exceptional, my relationships deeply meaningful, and my work very rewarding. Thank you for the opportunities here.
  • Be brief.

Example 1: Resign letters with positive reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Charles:

Effective October 1, I will assume the position of director of human resources for Aveo, Inc., in Baton Rouge. Therefore, please accept my resignation as benefits and compensation coordinator of the Human Resources Department within Pilburgh Associates, effective September 30.

The decision was a difficult one for me because I have so enjoyed my working relationships here. The job description has given me great latitude in assisting other coordinators within the human resource area, and as a result, I’ve gained skills in several related fields. These cross-training opportunities have been invaluable, and in a much more formal, classroom setting, I’ve been able to take advantage of classes in management, interpersonal skills, writing, and oral presentations. All of this training has been a worthwhile effort for both Pilburgh and me.

As I go to the new position, I’ll do so with the utmost respect for the management examples and philosophies learned here and with gratitude for the personal attention to my career growth.

Thank you for the rewarding experience I’ve enjoyed during my seven-year association with the organization.

Sincerely,

Example 2: Resignation letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Symond:

Please accept my resignation as associate chemist at the GERT Institute. I plan to leave my job here on September 30, 19–, taking a few days of annual leave just prior to that effective date.

As you know, my primary interest has been in the oil and gas industry. Therefore, I’ve accepted a position with Fury Refining, Inc., that should put me back in touch with my “first love.”

Although I’m eager to accept the challenges in this new position, I regret leaving the institute. You and the organization as a whole have treated me very well over the past three years. I won’t forget the friendship and professional growth I’ve experienced as an employee here.

Best wishes to all of you for years of expansion here.

Sincerely,

Example 3: Formal resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Malcolm:

After months of reviewing the outlook for the company in the wake of this economic downturn, I see no other alternative than to resign my position as chief financial officer with HyPower. Needless to say, after 12 years of service, this decision was not an easy one.

Please make my resignation effective January 31, which is the end of my scheduled vacation. I will turn over all company books and settle my accounts prior to that date.

I look back on the experience gained and the friends made with much regard. My association with HyPower has been a valued part of my life.

Good luck to you in the years to come.

Sincerely,

Example 4: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Vernon:

I am offering my resignation as operations manager of the Leolya plant, effective May 15. As of now, I’m not quite sure where I’ll be looking for employment and am toying with the idea of turning one of my life-long hobbies into a profit-making enterprise.

Frankly, Vernon, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.

I do appreciate the management training I’ve been given here; it has indeed prepared me well for almost any general business career I decide to pursue. My best wishes for the company’s continued growth.

Sincerely,

Example 5: Resignation letters examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

Please accept my resignation as Associate Chemist at Neuhauser Research, Inc.; my last day will be August 15, 19–.

While enjoying assigned projects and contributing to the company’s overall growth, I feel my work tasks here have not allowed me to investigate projects in which I developed a keen interest during my graduate studies. Therefore, I have accepted a position more in line with those interests at Meadows Chemical Company.

This decision has been difficult due to the rewarding relationships developed during the past three years. Please accept my thanks for your unquestionable support and leadership here at Neuhauser.

Resignations — Comments Off on Offering(On a Negative Departure)
27
Nov 10

Offering(On a Negative Departure)








Guidelines : On a Negative Departure

Offering Resignation on a Negative Departure

Guidelines and Alternate Phrases

  • Give your job title, resignation, and effective date, if possible. If you prefer, this one statement is all you need.
  • Effective May 1, I will assume the position of marketing manager at Universal Builders in Omaha. Therefore, I’m offering my resignation here, effective April 30.
  • Please accept my resignation as systems programmer, effective May 13.
  • I’ve recently decided to leave my position as auditor with Utco. My last day here will be April 30, although I do have some flexibility in that effective date should the situation warrant my staying on a few weeks longer.
  • I offer my resignation as executive director of United Philco, effective March 1.
  • State your reasons, if you can do so sincerely and truthfully without repercussions. If you prefer, omit any statement of reason altogether or give a vague, general comment.
  • I will be assuming a position more in line with my graduate studies and current interests.
  • I must offer my resignation because I cannot sign the new non-compete agreement extended as part of our current contract negotiations.
  • I plan to look for an investment opportunity that will allow me to own and manage my own business.
  • I plan to pursue my investment interests.
  • My wife has accepted a position on the West Coast, and I will be joining her there as soon as possible.
  • I believe this decision is in the best interest of the entire marketing department.
  • I want to pursue a hobby that, with a little more attention, may turn into a full-time career.
  • Avoid a hostile tone and the urge to “get even.” Such comments may work against you in landing later jobs.

Be brief.

Example 1: Sample of resignations letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Salinas:

I offer my resignation as marketing director, to become effective July 15. After a few weeks of vacation, I’ll assume similar duties with Dutton-Harvan, Inc., here in the city.

As you and I have discussed the past few months, the marketing budget has been cut so drastically as to curtail most of the activities I consider essential to launch a new product line. Consequently, I cannot in good conscience continue in a position where I feel my best creative efforts are limited to only point-of-sale displays and trade-journal advertising. I do hope you’ll understand my internal struggle to do the kind of job that a new-product launch requires and still stay within such a limited budget.

May I suggest that Allen Hartman assume my position? Allen and I have worked closely on many projects, and I’ve had the opportunity to admire his creative problem-solving skills with temperamental clients, as well as his supervisory skills.

I do want to thank you for the experience I’ve gained here, particularly in the successful introduction to the market of our 389 laptop. Likewise, I have the utmost respect for the creative talents and commitment to excellence of all those I’ve worked with in the marketing area. My best wishes as the company continues to reposition itself amidst the current financial difficulties.

Sincerely,

Example 2: Resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Weimeyer:

Please accept my resignation as hospital administrator, effective April 1. I have decided to pursue other career opportunities nearer my family in the Kansas City area.

Sincerely,

Example 3: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Sherbon:

With this letter, I offer my resignation from my position as researcher at ChemWare, Inc., effective October 1, 19–. My decision comes after months of deliberation, and I now feel this is the right decision for me.

Thank you for your interest in my career and for the experience I’ve gained through my affiliation with the company.

Respectfully,

Example 4: Serious resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Barry:

I have accepted a job as assistant purser on a large cruise ship and will be leaving HyPower immediately.

I lost nearly everything when I filed bankruptcy, including both my cars. With the creditor hassle, I will never be able to buy another car in my name even if I have the money. Therefore, I had to find a job where I didn’t really need any transportation.

Additionally, as I’m sure you can imagine, I was very distressed about the bankruptcy proceedings and felt I could not concentrate on doing my usual thorough, dependable job for you or the company.

My long-range plans are very indefinite at this point. I may go back to my profession as an airline pilot if the right situation opens for me.

Sincerely,

Example 5: Resign letters with negative reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Howard:

Please accept my resignation as administrative clerk in the accounting department, effective Friday, May 6, 19–.

Sincerely,

Example 6: Offering Resignation on a Negative Departure

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

I offer my resignation as buyer of materials and services, effective April 6, 19–.

Resignations — Comments Off on Accepting
27
Nov 10

Accepting






Guidelines : Accepting

Accepting Resignations

Guidelines and Alternate Phrases

  • State your regrets the employee is leaving.
  • Your resignation has come as a surprise–a disappointing one at that.
  • We accept your resignation with great misgivings; how will we ever replace you?
  • We regretfully accept your resignation as comptroller, effective October 1.
  • We are so sorry to hear you are leaving the company.
  • With regret, we accept your resignation.
  • We will miss you very much as you leave to assume your position at Hydril. You’ve been a model employee here.
  • With disappointment, I read my morning’s mail and your letter of resignation. We will find it difficult to replace you.
  • Two weeks will certainly be inadequate to find a replacement of your caliber. Two months or two years would be more appropriate. But accept your resignation, I guess we must.
  • Your sales record with us has been outstanding. We regret very much your decision to leave us at the end of the month.
  • Thank the employee for his or her contributions. The more specific your comments, the more sincere the letter will sound.
  • I can say with all sincerity you have made invaluable contributions to the organization. You have….
  • Thank you for your long years of service in the personnel department. I can enumerate project after project that originated as your idea and came to fruition through your leadership.
  • We have appreciated so much the way you have handled the projects we’ve assigned–your timeliness, thoroughness, and professional attitude toward the customers.
  • Suggest any necessary alternative dates for the employee’s departure.
  • Although we regret you are leaving and appreciate your thoughtfulness in giving us two weeks’ notice, we feel that won’t be necessary. Because you have so adequately trained Barry Howell, he is now ready to move into your position at the end of the week.
  • Would you consider delaying your effective date to May 6 in order to allow us to interview several out-of-town candidates? We are hoping this won’t be a problem for you since your letter of resignation indicated no immediate new-job plans. Please let me know if this date would be equally acceptable.
  • Since you’re not assuming a new position right away, would it be feasible for you to work one month longer than you’ve originally stated in your letter?
  • Is there any way at all you could delay your move for another two weeks?
  • If you’ve not made a definite commitment as to a starting date with the new employer, would you consider working with us until the end of the month?
  • Give your best wishes to the employee on his or her future plans.
  • We wish you every success on your new assignment.
  • Best wishes with your plans.
  • We hope all goes well with your relocation.
  • The job should be just what you enjoy. Accept our every best wish for your future success.
  • We hope the plans work out just as you have envisioned.
  • If we can help you get established in your new business, let us know. We’d be glad to pass on referrals in your area.
  • If I can ever give you a reference, please call on me.
  • We’d be happy to supply you with an excellent reference if you need one.
  • We trust everything will work out as you have planned.
  • We wish you the very best as you assume the parent role full-time for the next few years.
  • I admire your courage in making this career change. I have great confidence in your ability to make things work.
  • We hope your future is a bright one wherever you go.
  • Your future plans sound challenging and exciting; we wish you great success in working them to a successful end.
  • We hope you and your family will be very happy as you relocate to the Bay area.
  • If you ever need an excellent reference, call on us. Best of everything as you go.
  • Your children are very lucky to have your sacrifice and commitment to their well-being.
  • Your parents, I’m sure, are very grateful for your move to live near them and help meet their needs at this time of their life.
  • Godspeed as you work your new plans. You deserve success in whatever job you pursue.
  • Your future sounds full and rewarding. We hope you will be very happy in the new position.

Example 1: Sample letter for accepting resignation letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Byron:

We accept your resignation as chief accountant, but we do so with great reluctance.

Finding a replacement for you will be extremely difficult. If we considered your accounting duties alone, possibly the task would not seem so arduous, but you’ve done so much more for our company than perform accounting functions for our clients–you’ve built relationships. Believe me, there’s a big difference.

Specifically, I think of the way you’ve handled Scullenberger through its restructuring and Bolton, Inc., through the massive layoffs and the related tax posturing. Their confidence in the way you personally handled their tax questions and offered advice at every juncture is the reason both clients are still with us. Thank you for making such a conscientious effort to be there whenever they’ve called.

I do have one last favor. Would you consider working two weeks longer than the effective date stated in your resignation letter? As you know, with Richard out of the country, we will be delayed in even beginning our search for a replacement.

We wish you the very best as you go to work for Unity Life; you’re the kind of employee who will make a success out of every assignment. We hope the new job affords you all the growth opportunities you deserve.

Sincerely,

Example 2: Accept employee resign

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

It is with regret I accept your resignation as a systems engineer. Your positive attitude and willingness to take on new challenges and responsibilities will be missed.

During the short 18 months we have worked together, you have made significant contributions to the Mesa unit:

• Completion of an office TRV study
• Significant participation in the branch office automation for Barker Banks
• Development of a “packaged” slide presentation to customers on the System/260

The sensitivity, professionalism, and enthusiasm you demonstrate have resulted in a business-partner relationship with your customers and very positive comments from customer executives as well. Thank you for all these efforts and a job well done.

I do have one request: Would you consider working two weeks longer than you indicated in your resignation letter? This position is going to be difficult to fill with someone of your caliber, and we want adequate time to hire the best.

I feel I speak for everyone here at Mesa when I say we will miss you. We all wish you the very best in your move back to New Hampshire and know you will find another job immediately.

Sincerely,

Example 3: Letter for acceptance of employee resignation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bryant:

Thank you for giving us such adequate notice of your decision to leave the company. From a selfish perspective, I am really sorry to hear you have accepted a new position in Denver. I do hope the new job allows you to use your skills to the fullest. You have been an excellent employee who has produced many dollars for the company.

I have developed a high level of personal respect for you and your abilities, and I know we will feel the loss deeply.

With best personal regards,

Example 4: Accepting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dave:

Opening my mail was disappointing today–I received your letter of resignation. If we must accept your decision to leave–and I guess we do–your suggested effective date of October 1 will be fine.

Please accept our heartfelt appreciation for the contributions you’ve made to the organization, and specifically to our division here in Baltimore. The Drummond account, the Blackwell account, and the Fitcher account have all been directly your responsibility, and they couldn’t have been handled better. As you are well aware, you have had our utmost confidence in building these large and most profitable relationships.

Let us know if we can pass on any referrals for you in Los Angeles. Our very best wishes to a star performer. We’ll be looking forward to tracking your career through our mutual industry acquaintances.

Cordially,

Reprimands — Comments Off on Reprimands
27
Nov 10

Reprimands











Guidelines : Reprimands

Reprimands

Guidelines and Alternate Phrases

  • Overview the performance or attitude problem. Don’t hide a reprimand behind a trapping question. If the reader has committed an offense, say so. If you mean only to verify what you have been told or have assumed, ask for verification outright.
  • Review favorable traits and contributions to the company if the employee has performed well in the past and if you want to continue the positive association.
  • While we appreciate your thoroughness in your administrative tasks, your attendance record has been unacceptable.
  • Jean, over the years we have counted on you as the backbone of our department–your expertise in the audit responsibilities has been invaluable–but we’ve noticed in the last year your performance in other areas has slipped. In fact, your attitude about assigned duties to be coordinated with other teams has been almost adversarial.
  • We have appreciated your willingness to adapt to changes in the environment as Hyatt-Bleyl has expanded to new quarters. However, since the last move, we have noted….
  • Try to minimize resentment by focusing on behavior and results or consequences rather than motives or intentions.
  • Document specific details of the performance problem or serious event or circumstance that warrants the reprimand. Communicate exactly what performance, attitude, or decision you want corrected.
  • Explain the seriousness of the poor performance. When possible and not already obvious, explain why the behavior, situation, or decision needs correction or why the policy or rule has been established. A “why” generally improves cooperation.
  • This habit of leaving equipment unattended in the hallways has become a safety hazard.
  • Your attitude has become a barrier to others of our staff when they must call on other departments for cooperation in meeting tight deadlines. In other words, our staffers get a lot of comments beginning with, “Well, Jack told us….”
  • Even customers have commented on this situation when they have arrived in the lobby and found you absent from your desk.
  • This failure in planning results in delays of up to three or four days when orders come in.
  • Show confidence, if you can, that the situation will improve.
  • You have always given your cooperation in similar situations, and we know we can count on you again to solve this problem.
  • We appreciate your willingness to work toward a remedy of this situation.
  • You have performed in a completely satisfactory way up to this point; we hope you will have no difficulty with this recent assignment.
  • May we count on your support in correcting the problem?
  • You have been conscientious about your jobs on other occasions, and we want to assume you have that same attitude about improving this situation.
  • We hope you will decide to improve the situation.
  • We hope you will decide to give us your cooperation in this matter.
  • I, of course, expect the next audit of the manuals will show significant improvement.
  • With the personal problems you mentioned to me earlier now behind you, I assume you’ll have no further cause for such lengthy absences.
  • We feel we can count on your cooperation in correcting this problem.
  • If you think there is need for further discussion on the details of this problem, please let me know immediately. We will be eager to help you remedy the situation.
  • Thank you for your cooperation. We don’t expect any further difficulty on this issue.
  • Thank you for your willingness to make these improvements. We look forward to a new attitude and a growing success rate.
  • Document your complaints and past reprimands. On a second or third warning, recall past warnings and give notice of the next action if performance or attitude is not improved.
  • Your immediate supervisor has counseled you previously about this problem, and we want to point out, therefore, that any recurrence will be cause for immediate dismissal.
  • This is the second warning, John. If we do not see immediate improvement, we will be forced to terminate your employment with us.
  • Any recurrence, Amy, will mean we must ask for your immediate resignation.
  • We hope you agree these warnings should be sufficient: Any failure to attend classes regularly and upgrade your training in the future will be grounds for dismissal.
  • The future is in your hands. You must bring your performance up to the acceptable level or you will be subject to discharge at the end of your probationary period.
  • If we must bring this behavior to your attention again, you will be dismissed immediately.
  • Your attitude problem must be corrected immediately and must remain acceptable over an extended period or your employment will be terminated.
  • This is our second notice, and we hope our last before the situation turns around. A third warning will be immediate cause for dismissal.
  • If I discover this situation again, we will be forced to terminate your employment.
  • Should this problem recur, we will have to ask for your resignation.
  • The decision is yours. We need to see a 20 percent increase in your output, or we will have to let you go.
  • You will receive no further warnings about this performance. Our next action will be to terminate your employment here.
  • Match your tone to the seriousness and frequency of the offense, getting firmer after a first warning: “I noted there’s a problem in that you…” to “This is the second warning about…” to “I must warn you any repetition of this situation will be cause for immediate dismissal.”

Example 1: Sample letters of reprimand

Memorandum

TO: Harold Springer

FROM:

DATE:

SUBJECT: Kitchen Requirements Planning

On August 9, you and I had a discussion about the need for you to schedule your workday each Friday so you could prepare the food and supplies requisition for the executives’ club kitchen for the upcoming week. Then you were to secure the items from the warehouse and store them in the kitchen or walk-in freezer for easy access during meal-preparation hours. To date, you have not been performing these duties as I outlined them for you.

This failure creates a serious problem in maintaining control over warehouse access and inventory. When the food and supplies are not handy on a daily basis, other employees feel free to enter the warehouse for these items without recording them on our inventory sheets. When this is the case, we cannot possibly maintain the proper inventory to keep the club operating efficiently or economically. Single items purchased on a last-minute basis are much too expensive.

In the future, you are to schedule, receive, and store all warehouse requirements for the coming week: for normal dining operations, for cocktail hours, and for special functions booked by the caterer.

If you have problems with these procedures or want to suggest alternative arrangements, please discuss the situation with Helen Dickerson or me immediately. Otherwise, I will assume you are going to begin to complete these tasks as detailed. We are eager to remedy the associated problems and want to count on your cooperation.

Example 2: Letter of reprimand example

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Max,

We greatly depend on your projections for each week’s work scheduled through your shop. Without knowledge of your staff’s work plans, the other departments are severely hampered in meeting their production quotas.

During the past few months, there has been a steady decline in your attendance at the weekly production meetings. On the mornings you have attended, you have frequently arrived late.

On two occasions, your attendance at the meeting was so vital we had to cancel the meeting rather than keep everyone waiting for your arrival and input. As you may realize, your absence, tardiness, or, of course, any resulting last-minute cancellation greatly inconveniences the other department heads in scheduling their work day.

From now on, I need you to confirm to me in writing each month that you plan to attend the meeting and you will be there promptly at 9:00 a.m.

Sincerely,

T.H. Hill

Example 3: Reprimands

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Harriet:

As our company policy states, we do not accept advertising for “intercepting equipment” such as in the attached ad copy submitted to the artist yesterday. It is your responsibility, as well as that of all salespeople, to see the copy and make a judgment before accepting it from the customer.

Cable, microwave, and/or satellite interception is an invasion. You can refuse this kind of advertising without any explanation to the customer. (See the back of our frequency or bulk advertising contracts for the following refusal clause: “The publisher reserves the right to edit or reject any advertising placed under this contract.”)

We have discussed this kind of advertising, and I have returned copy to you on two other occasions during the past few months. Continued disregard of this company policy could result in serious consequences with regard to your employment.

I hope you’ll see the personal benefit in cooperating with us on this advertising policy.

Sincerely,

Example 4: Reprimands letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Montgomery:

We have noted on several past occasions you have been out of your assigned work area. On November 7, you were counseled individually, and also as part of a group in the monthly staff meetings, about this problem. You have been instructed to inform your supervisor of any changes in the routing of your work orders before you leave the office.

On January 27, one of our customer-contact clerks received a call from a customer informing us your vehicle #8488 was parked by her house at the railroad tracks on Hogan Street from 1:00 p.m. to 2:45 p.m. Your progress report indicates you were in the Cypress area at 1:30 p.m. on this date.

On January 28, Robert Maxwell and I observed you on Terra Avenue at 3:00 p.m. Your progress report indicates you left a Forest Cove customer at 2:50 p.m. on this date.

We want to inform you that being out of your assigned work area and falsifying your progress reports will no longer be tolerated. In the future, if necessary, we will take severe disciplinary action, up to and including immediate discharge.

Your future here is in your hands. We hope you’ll decide to correct this problem without further action on our part.

Sincerely,

Example 5: Example of Reprimands Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Supervisory Approval on Change in Assigned Work

In the future, please be sure to get a supervisor’s approval before changing anyone’s job assignment.

Yesterday Jack Donne was sent without his supervisor’s approval to Bloomington’s on what I consider a routine, rather than emergency, errand. Such a situation undercuts authority and may create serious problems with the abandoned project assignment.

Example 6: Sample of reprisals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Improper Safety Glasses

Metal-frame glasses are unacceptable for safety protection in our production area. I noticed you were not wearing the proper safety glasses yesterday, July 7, 19–, and I checked with Marvin Kincaide about the violation. He informed me on June 28 you were given a prescription form and a pair of goggles to wear over your metal frames until you received the proper safety glasses.

Please get the safety glasses within the next two weeks; until then, I ask that you wear the goggles issued to you.

This safety rule is for your own protection. If you are having a problem in getting the prescription filled, please let me know.

Example 7: Warning letter for violation of company policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Sick-Leave Restriction

This is to notify you that effective January 1, 19–, you must submit medical certification to support all absences due to illness. This restriction will remain in effect for at least six months and until further notice from me.

If your substantiated absences, medical or otherwise, exceed three days during this next six-month period, we will be forced to terminate your employment.

You are being placed under this restriction because an analysis of your attendance record indicates that some of your absences may have been unjustified. Your records show that you missed work on three Mondays and four Fridays during the last quarter: October 3, 14, 17, 24; November 4, 18; and December 2.

Example 8: Reprisals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Meeting Report Deadlines

We notice that your last three projects have been completed after deadline. This is a serious problem because our clients rely on getting our reports in a timely manner. In fact, we nearly lost the Grayson account due to your late report.

In the past, you have consistently met your deadlines. I hope you can get back in that habit. Unfortunately, if one more project is late we will have to place you on a probationary status. If a project is late while you are on probation, we will have to terminate your employment.

Until further notice I will expect a written progress report from you every Friday. Let me know if there is anything I can do to assist you in completing your projects on time.

Example 9: Sample letter disciplinary action

Memorandum

TO:

FROM:

DATE:

SUBJECT: Proper Handling of Customer Complaints

On October 5, I heard you speaking to a customer in a surprising and unacceptable manner. Mr. Howard came to us upset over a perceived error on his invoice. Instead of speaking calmly and professionally, you participated in a shouting match with him in our front lobby, trading personal insults.

Regardless of whether a customer is right or wrong, polite or rude, we expect our staff to treat them with courtesy. Without satisfied customers, none of us would have jobs—customer satisfaction is our business.

I hope this case was an exception. Perhaps I caught you on a bad day. Please do not let this behavior happen again. One way you can signal your cooperation with us it to send a letter of apology to Mr. Howard (Please see attached card).

Reorganizations — Comments Off on Reorganizations
27
Nov 10

Reorganizations












Guidelines : Reorganizations

Reorganizations

Guidelines

  • Inform readers of the primary focus of the reorganizational effort. Highlight specific divisions, departments, or positions created or eliminated. Of course, with this subject, the message and the action become one.
  • Explain any follow-up action that may be expected from your reader or any action from higher-ups that will affect your reader.
  • Give the “why” or theory behind the restructuring. That information gives all employees a foundational basis for rethinking their own objectives and makes later directives from new supervisors more understandable and authoritative.
  • Include a diagram, chart, or summary to help employees visualize the restructured chain of command. Be sure this visual aid explains how the newly organized positions, divisions, or departments relate to all employees on your distribution list.
  • Be tactful if the reorganization is to correct an existing personnel problem and/or eliminate positions.

Example 1: Reorganization letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Companywide Reorganization

The reorganization of the Research/Development and Marketing divisions represents a fundamental change in Universal’s management approach–both philosophically and structurally. Underlying the restructuring is the belief Universal must become more aggressive in exploiting growth opportunities overseas. Toward that objective, planning and execution of those plans require central leadership to coordinate worldwide entrepreneurial management.

Under our present reorganization the Research/Development and Marketing divisions will serve as international resources for assistance and coordination, as well as provide effective communication among all our locations. Primarily, this strengthened matrix will help us focus on specific goals and fix accountability for achievement.

With this direction, we will devote financial resources only to those projects that best satisfy our worldwide, long- and short-range objectives for profitability.

To give you a better idea of who does what, the attached Summary Table of Organization briefly outlines responsibilities of new positions and divisions. These organizational changes should improve control of product introduction and marketing effort.

With pleasure I’d like to announce the following key appointments and promotions: Juan Guiterrez–Director of Marketing; Harvey Mahon–Director of Research/Development; Myrtle Ivy–General Manager, Australia; Kelly Little–General Manager, Japan; Morton Tinsley–General Manager, England. Shortly, you will receive communication from these individuals about help and direction they can furnish you on specific projects.

With all confidence of extended growth and greater personal achievement from each of you, I look forward to our May meeting in Houston.

Example 2: Reorganization letter to employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Payroll and Benefits Departments Consolidation

Because the Payroll and the Benefits Departments have similar objectives, namely to ensure that employees receive proper compensation, we will consolidate both departments into a Personnel Resources department. This change, effective February 6, requires the reorganization of employees in both departments.

The consolidation is part of an effort to develop a stronger company structure. In the past, our divisions have become overly divided and specialized. Directors report their employees feeling detached from the rest of the company. We want employees to work with those who have similar goals. We anticipate being able to combine much of the training employees from both departments undergo, saving a considerable amount of time and resources.

I am pleased to announce that Carol Browner will be the director of Personnel Resources. As director, Carol will take over the responsibilities currently handled by the directors of Benefits and Payroll. Aaron Edwards will serve as assistant director of Benefits, while Julie White will serve as assistant director of Payroll. Both will report to Carol. Aaron and Julie will be contacting members of their respective departments with details about new responsibilities and positions.

I know you will all work hard to ensure this reorganization is a success.

Example 3: Reorganization letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Canadian Sales Region Reorganization

We are reorganizing our sales regions in Canada, effective December 12. Attached is a map of the new regions. We are expanding the size of the east and east central regions, as well as reducing the west region slightly. Six sales personnel from the west will transfer to the expanded regions.

For the last three years, sales in the west have fallen below projections. The reorganization is designed to concentrate more of our efforts in the central and east central regions where our customer base has grown by at least 15percent for the last two years.

Dave Maxwell, Amy Russell, Julia Markowitz, and Jamie Di Corpo will be reassigned to the central region. They will report to Gerry O’Brien, the central sales director. Beth Campbell and Terrence Allen will be reassigned to the east central region and will report to Tally Krantz, the east central sales director. You should all expect to hear from your new sales directors soon regarding your relocations.

We know that relocating and adjusting to a new region is difficult and often inconvenient. We appreciate the spirit of cooperation and good cheer with which you traditionally embark on new challenges. In order to stay competitive and keep all our sales people busy, we need to be responsive to our market by implementing these changes.

Example 4: Example of restructuring company plan

Memorandum

TO:

FROM:

DATE:

SUBJECT: Formation of a Distribution Department

We are forming a distribution department, beginning July 26, to take over product distribution responsibilities from the marketing department. Since we have expanded nationally, distribution has been an increasing burden on marketing employees. This fact became apparent last month when two shipments were misdirected and an order from our largest customer was not shipped at all.

I am pleased to announce that Gwen Syverson will be the manager of the distribution department. Gwen will be organizing new distribution procedures to ensure we fill orders efficiently. She expects to finalize the new procedures by July 14, so she can train everyone on them before the July 26 start date. Working under Gwen will be Janet Dolenz and Brad Baxter, as shipping coordinators. The distribution department offices will be located adjacent to the warehouse in rooms 150 and 152.

Now that the marketing department will no longer have distributions duties, it is free to concentrate its full efforts on sales and promotions. In addition, both the marketing and the distribution departments will have clear, singular objectives, and each will be small enough to be run by one manager. The new departments will help us strengthen our purpose and our leadership.

Example 5: Rearrangement of company policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Central Texas Service Center Reorganization

Effective November 1, we are closing our office in Lockhart and opening offices in Austin and San Antonio in its place. Current Lockhart personnel will be divided between the two offices. An attached map details the new service area for each office.

Keeping our central Texas service center in one office limits our effectiveness. By moving into two smaller offices we estimate we can respond to calls in 30percent less time than it currently takes. As radio/satellite towers become more and more integral to the day-to-day operations of many industries, our customers demand towers be fixed quickly.

The present chief of operations at Lockhart, Gary Larkin, will become president of central Texas service centers. Susan Juliano will be the Austin chief of operations, while Bill Halliday will be San Antonio chief of operations. Both Sue and Bill will report to Gary. Enclosed is an organizational chart describing the structure of each office.

Headquarters is mailing relocation packets to each employee affected. Packets include information about the town, schools, neighborhoods, community services and organizations, and relocation compensation vouchers.

We regret the inevitable inconvenience this will cause those affected. However, we are sure that this reorganization will strengthen our business, helping us all in the long run.

Example 6: Reorganizations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Creedmore and Westlake Plants Reorganization

We would like to announce we are closing the Creedmore Plant and reassigning Creedmore personnel to the Westlake Plant. We are expanding the Westlake Plant to handle most of the production which currently is performed at Creedmore. Construction on the Westlake expansion is scheduled to be completed by August 25. We plan to shut down Creedmore Sept. 10, at which time all employees should report for work at Westlake. The supervisory structure and staff will remain the same.

Concurrent with the move, we will cease production on timing light and other low grade lenses. Those workers will be reassigned to telescopic and camera lens projects. In the future, we would like to concentrate exclusively on high grade lens production.

We have been considering switching to high grade lens manufacturing exclusively for some time now. That market has the highest growth and earnings potential. Now that we are re-configuring our facilities, it is the perfect time to make the change.

Training for those reassigned from low grade lens production will commence September 10 in the Westlake training center. Attached is a list of those expected to undergo training.

We appreciate your support and cooperation as we implement these changes. Having our production under one roof will ensure uniform training, quality control, and a streamlined shipping and receiving process.

Example 7: Business reorganization

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reorganization of West Coast Stores

On May 19, our board of directors voted to approve reorganization of the west coast stores. Stores in towns under 15,000 people will close. The remaining 37 stores will be renovated and, in some cases, expanded. Enclosed is a list of stores slated to be closed, renovated, and expanded.

Last year the small town market accounted for 40percent of our stores but only 27percent of our sales. Unfortunately, it is no longer financially viable to continue supporting those stores. By concentrating our resources on an upscale city market, we estimate we can increase revenues by 35percent.

We regret that most of our retail sales personnel in the closing stores will be terminated. Only those personnel in Willoughby, Ashland, Middlefield, and Zanesville will be offered an opportunity to relocate to expanding city stores.

The north Los Angeles store will be the first to undergo renovations, beginning June 15. Stop by and take a look at our new concept.

Example 8: Reorganizations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Budget and Personnel Changes in Defense and Aerospace Divisions

We are adjusting our budget to focus our efforts on aerospace markets and less on defense markets. Defense research and development allocations will be cut by 30percent and that money will be redirected into aerospace research and development.

As military contracts decrease, the company’s future success lies in diversification, specifically into aerospace projects. We are committed to re-training our existing work force to meet the challenges of a changing market.

In order to make this change as painless as possible we will redirect 12 percent of the defense division budget represented by the B-95 project to the aerospace division after the B-95 is completed in early August. We will redirect the other 18 percent represented by the FA-60 project after the FA-60 is completed in mid September. Personnel currently working on the B-95 and FA-60 will be reassigned to the aerospace division when their projects are completed. Dave Schriber will send a training schedule to reassigned personnel.

I want to extend my thanks to everyone in the defense and aerospace divisions. I know you will work hard to ensure a smooth transition. In particular, I want to thank the people currently working on the B-95 and FA-60. You have the biggest adjustment to make, and I am certain you will do it with the skill and grace you have shown on previous defense projects.

Example 9: Office reorganization template

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Reorganization

Effective January 15, we are reorganizing our office. Linda Castilla is being promoted to the position of office manager. Instead of reporting to me, all project coordinators and administrative staff will report directly to Linda.

With my other responsibilities, I don’t feel I can give office management the attention it deserves. Linda will be focusing all her efforts on the smooth running of the office.

Linda’s primary responsibilities in managing the office will be to track expenditures, order office supplies and equipment, handle personnel and payroll matters, and ensure that staff members are carrying out their assigned duties. With her help we will keep a close eye on expenditures and see that all purchases are carried out according to purchasing guidelines.

I know you will give Linda your full support as we make this transition.

Example 10: Line of work

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reorganization—Team-Based Structure

As of January 3 we are instituting a team-based structure, designed to increase productivity and communication between departmental personnel and management.

The team-based structure is designed to improve communication between personnel and management, and giving mangement the opportunity to be more responsive to employee’s ideas and concerns. As added benefits, we can reward the hard work of employees by making them team leaders, and perhaps foster some good-natured competition between teams to encourage productivity.

Managers will appoint departmental personnel to be team leaders based on performance and leadership skills.

Team leaders’ responsibilities are as follows:

• Offer support and leadership to a team of between 10 and 15 co-workers.

• Act as a liaison between team members and management. This involves bringing complaints or suggestions to the attention of the management, as well as enacting management policies.

• Meet monthly with manager and other team leaders to report productivity and discuss ideas for optimizing team performance.

In conjunction with their increased responsibilities, team leaders will receive an additional $1,000 in annual salary. If you are interested in becoming a team leader, you can get an application from you manager. Applications are due by December 1.

References — Comments Off on Requesting for Verification of Employee
27
Nov 10

Requesting for Verification of Employee





Guidelines : Requesting for Verification of Employee

Request for Verification of Employment

Guidelines

  • Inform the business that you are seeking an employment verification.
  • Give the full name as well as the social security number of the candidate.
  • Specify the exact time frame which the candidate gave as being an employee of the business. Ask any additional information that you may need.
  • Thank them for their time and help.

Example 1: Sample request an employment verification letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Schwartz:

We are currently considering Killian St. John for a position with our company. Ms. St. John has supplied us with the following work history:

• She was employed with your company from 12/12/– to 11/09/–.
• She was promoted twice with appropriate raises, and the last position was supervisory.
• She used Excel, AutoCad and PageMaker on a regular basis.

We would appreciate it if you could give us confirmation of this information, as well as an evaluation of Ms. St. John’s attendance and punctuality, her strengths as a supervisor, and any other observations of her work performance you feel we should consider.

Thank you for your time in this matter.

Sincerely,

Example 2: Requesting letter for verification of employee

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Lovecraft:

We are currently considering a former employee of your company, Gina Ryder, for a position with our company. We would be highly appreciative if you could provide us with the following information (simply answer on this letter if you like):

1. Dates of employment

2. Job title

3. Brief description of job duties

4. Strengths in job performance

5. Areas in need of improvement

6. Attendance and punctuality record

7. Ability to work independently

8. Reason for leaving

9. Would you re-employ this person?

Thank you for your time and attention in this matter.

Yours Truly,

Example 3: Letter of request for verification of employee

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Goretti:

We are considering John Delgardo for a supervisory position with our company. While we have confirmed the standard information concerning his work history at your company with the Personnel Department, we would appreciate it if you could address the following areas concerning his job performance:

• What was the nature of Mr. Delgardo’s position?

• Could Mr. Delgardo’s past job be described as high pressure?

• Did Mr. Delgardo’s job require him to work on several projects simultaneously?

• Do you think Mr. Delgardo could delegate assignments effectively?

• What did you consider to be Mr. Delgardo’s strengths?

• In what areas would you consider Mr. Delgardo in need of further instruction?

• Would you re-employee Mr. Delgardo?

I appreciate you taking the time on behalf of our interviewing committee.

Yours truly,

References — Comments Off on Declining to Give
27
Nov 10

Declining to Give







Guidelines : Declining to Give

Declining to Give References

Guidelines and Alternate Phrases

  • Acknowledge the request in a neutral tone.
  • I received your letter asking for a recommendation on Harold Snow.
  • As you requested, I’ve reviewed your employment record for the two years you were with our company.
  • I am happy to hear you think you’ve found a job of interest to you in the Houston area.
  • The prospective job you mentioned in your recent letter sounds perfectly suited to your interests and aptitudes.
  • State your refusal in a positive manner.
  • I don’t feel I know you quite well enough to comment on the qualities the new position would require.
  • I wasn’t in a position, while you were employed here, to observe your work firsthand, and, therefore, I feel hesitant to give unknowledgeable opinions.
  • Perhaps you might prefer to contact your direct supervisor about the new position. I think she could probably give a more accurate judgment of your work than I.
  • Wish the former employee success in the job search.
  • Good luck with the new job.
  • I hope you find something you really enjoy.
  • I am glad this new job interests you. Best of luck with it.
  • I hope this new job meets your needs.
  • I hope this new job provides the challenge you are seeking.
  • Best wishes as you seek employment in Colorado.

Example 1: Decline to give job reference

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jack:

I received your phone message asking I write you a letter of recommendation as you seek a new job in the New York area.

Through the five years we worked together, as you remember, we did not often see eye-to-eye on the department’s goals and accomplishments. Therefore, perhaps you could find someone who could write you a stronger letter of recommendation than I. I will, of course, verify your years of employment here and salary history if you’d like the new company to contact me for that information.

Best wishes in your job search.

Sincerely,

Example 2: Letter for declining to give references

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

I’m pleased you thought of me in seeking references for your new position. However, in thinking of our association here, I’m reminded because we worked together for such a short time, I feel incapable of offering any meaningful evaluation of your work. Would you please forgive me for not being able to be more helpful to you?

I do hope you find a job you enjoy.

Sincerely,

Example 3: Samples of refusing to give a reference letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Bono:

Shirley Jackson in our department took your phone message asking I write you a letter of reference for the prospective sales job.

Because your work with us was so far removed from anything a job in sales would require, I am reluctant to pass on any comments that may interfere with your efforts in landing the new position.

I do wish you the best, however, in finding a position that allows you the flexible work schedule for which you have always wished. Good luck in whatever job you decide to pursue.

Sincerely,

Example 4: Letter for decline to give recommendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Juniper:

I recently received your request for a referral. While I have heard many good reports of your performance while in our employ, I must admit that I would find it difficult to write a strong letter as I did not work directly with you.

I realize your dilemma as your immediate supervisor, Phillipe Ortega, has taken a position with another company. If it is acceptable, you should ask if he can submit a letter for you. His number at Ortech is (213) 334-7593 ext. 65936. I can recall several favorable comments he made concerning your work, and feel sure he could furnish you with the sort of reference you deserve.

Good luck with this new opportunity.

Yours Truly,

Example 5: Decline employment refernce letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Elena:

I received your email asking for a reference for a teaching position. While I realize that you have achieved a great deal while in our department, and know that you have received excellent reviews of your teaching, I feel that the theoretical differences we had in regards to teaching styles and writing would make it difficult for me to write you the kind of reference you would like to receive. While I respect your positions, I cannot agree with them.

I suggest you contact some of the other professors that you worked closely with while you were working on your dissertation. Your teaching supervisor and dissertation head could probably provide you with excellent referrals.

I wish you well in your future teaching endeavors.

Sincerely,

References — Comments Off on Supply
27
Nov 10

Supply





Guidelines : For an Unsuitable Employee

Supplying References for Unsuitable Employees

Guidelines and Alternate Phrases

  • Acknowledge the individual’s employment, giving position titles and dates of service.
  • As a system engineer, Alissa Klein worked under my supervision for two years, until August 19–.
  • Alissa Klein held the position of account executive with our corporation for two years, until October 4, 19–.
  • Under the supervision of Moss Summers, Alissa Klein served as account representative to Grayson Corporation. She held that position for two years and then was promoted to a sales position within our regional office, where she worked for the remaining two years of her four-year tenure here.
  • Verify the reasons for the employee’s termination.
  • Alissa left this position to accompany her husband to San Francisco.
  • Alissa left this position to re-evaluate her career goals and plans.
  • Our files show Mr. Hightower gave no reason for his resignation when he left our firm.
  • Alissa left this position to do freelance work.
  • Alissa left this position to establish her own consulting firm.
  • Alissa stated health reasons as her reason for leaving the company.
  • Mr. Hightower’s resignation letter states he left the company to return to the West Coast.
  • Alissa left this position to find employment in the computer area.
  • Mr. Hightower left our employment to join Hill Associates in Austin, Texas.
  • Alissa’s employment was terminated as part of a staff reduction here at Belcher Associates.
  • State any weaknesses but keep in mind legal safeguards: Be honest; make sure you have proof of what you say; bear no malice. If you cannot give a strong recommendation, perhaps you can defer to someone “who can give a stronger recommendation than I.” But don’t let personal feelings affect your evaluation of a person’s abilities; keep in mind people react differently to various supervisory approaches. Remember, often the employee transferring to another department may see your comments.
  • Alissa’s attendance record did not meet our standards of regularity.
  • Alissa’s duties were not always performed with the extra attention to detail required in such a position. Perhaps that would not be the case in another situation.
  • Alissa could not be as flexible as necessary in working the weekend hours our operations required.
  • Alissa’s written communication skills were not satisfactory in the position she held here. In a situation where writing was not part of the job assignment, Alissa possibly would do quite well.
  • Charles is an extremely knowledgeable individual and perhaps would be more challenged in a situation such as yours.
  • Under other conditions with another supervisor, perhaps Denise would have a different outlook on her job.
  • As long as the job did not require much heavy lifting, I think Gerald would make an excellent employee.

Example 1: Sample letter of recommendation for unsuitable employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Slaughterbaugh:

Alissa Klein was employed as an auditor by Hearst Corporation for four years, from June 19– to August 19–. After the first six months, she received a promotion and an appropriate salary increase. During the last 3-1/2 years, she received annual cost-of-living increases.

Ms. Klein left our company to move back to New York and seek employment there.

Sincerely,

Example 2: Sample references letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reference for John Guerierre

Bill,

John did speak to me earlier about moving into your department as soon as there was an opening.

While working for me since July 19–, John has demonstrated considerable ability in all our statistical functions; he is organized and meticulous with details. Seldom do I find a mistake in his work.

He has had a problem, however, with tardiness. My records show he has been tardy 30 percent of the time, and for our department this creates a work-flow problem. Perhaps we run a tighter ship here than most departments do, and this lateness may not be a significant problem in your area. Also, let me add John has gone through a recent divorce that may have had some effect on his initiative to get to work on time. In a new environment with new responsibilities, perhaps he would be more conscientious about punctuality.

If you have other specific questions, please phone.

Example 3: Reference letter for an unsuitable employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Smith:

William Stablather held the position of systems engineer with our firm from May 19– to February 19–. During this period he was promoted twice with appropriate salary increases.

Mr. Stablather left our company to seek employment in the computer retail area.

Sincerely,

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