Personnel Issues

Introduction of New Employee — Comments Off on Introduction of New Employee
25
Nov 10

Introduction of New Employee







Guidelines : Introduction of New Employee

Introducing New Employees

Guidelines and Alternate Phrases

  • State the new employee’s name, position, effective date of employment, and, if appropriate, the reporting line.
  • Give details of the person’s experience–education, experience and expertise, past employers, major clients, or special projects handled.
  • Sarah is a graduate of Mississippi State University and received her law degree from Baylor University in 19–, the year she became associated with the San Francisco law firm of Belco & Blevins.
  • Jim is an expert in the areas of business/real estate/energy and has a broad range of knowledge in banking and corporate law as well.
  • Ask the readers to welcome the employee.
  • We extend our heartiest welcome to you, Sarah.
  • I will appreciate your help in making Jim feel welcome.
  • Please show Jim the ropes around here.
  • When introducing an employee, add a personal touch. Such introductions lean to the unimaginative–assignment, credentials, chain of command. To give staff members a start in conversation, mention a few personal details of both “official” and “unofficial” nature. Be sure, of course, to clear those details with the employee.

Example 1: Sample letters for introduction a new employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Joan,

The “help” I’ve spoken to you about has finally arrived! My associate Michael James expects to be in Dallas from February 2-10 (staying at the Wyndam Gardens). I would very much like for you to meet him because I’m sure, from time to time, he will be gathering information for me on some of the projects you and I regularly coordinate.

Michael is one of the senior people in our corporate finance area and will be regularly traveling to Dallas and other Texas cities for me.

I’ve suggested he give you a call when he arrives. If you are unable to see him during this time, could you perhaps refer him to Martin O’Hara for a tour of your operations there? The more he knows about how my job and your job dovetail, the more he’ll become a vital link on which we can depend.

Thank you. Michael is looking forward to meeting you. By the way, you two should have some stories to swap–he’s an Aggie also.

Sincerely,

Example 2: Introducing a new employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Employee–Bill Fritz

Effective September 10, Bill Fritz will join our department as a computer programmer, reporting to Tom Symonds.

Bill has formerly worked with Sewell-Spencer Corporation, where he served as an associate programmer. In that position, he gained valuable experience in both maintenance and development programming, as well as in operations support. Bill is a graduate of Ohio University with a specialization in management information systems. On leisurely weekends, you’ll find Bill enjoying his favorite hobbies–trout fishing or racquetball.

Since Bill is from out of state, join me in welcoming him to our staff, our state, and our southern lifestyle. Welcome aboard, Bill.

Example 3: Welcome a new employee letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear James:

We are excited to have Bill Donnelly joining our staff as of the beginning of next month. He will be replacing Tomas Chavez as assistant planning coordinator. Like Tomas, he will act as an information link for our two offices, and will be reporting directly to Mr. Grant at your office.

You will remember Bill from his brilliant work with Rowe & Phelps. Their organization gained an enviable reputation for the quality of information contained in all their official reports and presentations, and we have high hopes that Bill will perform his magic for us also.

We are hosting an informal wine and cheese reception for Bill on Friday afternoon, from 3:00–5:00. We hope that you and Mr. Grant will be able to attend. I’ll warn you though, Bill is known to be something of a practical joker from the word go, so you might want to be on your guard (I’ll tell you what happened to me at our first meeting after he had been hired, once you’ve had a glass or two of wine)!

Regards,

Example 4: Introduction new employees memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: New Employee—Alex Trent

Alex Trent will be joining our staff as a Technical writer on August 15. He will be in Stacey’s section, and will be working alongside LaShona and Dwight.

Alex has extensive experience in computers and computer manual design; working for both Crawford’s and Kelly Computers. He has also published several articles in professional journals about computers and technical writing, his last of which was circulated with our last employee newsletter.

Alex is excited to be joining our staff after having heard so much about our strong sense of group loyalty. We invite you all to a luncheon on the 15th so that you may have the chance to get to know him before the pressures of upcoming deadlines bear down upon us.

Example 5: New employees announcement

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Alan & Jorge:

You will finally be receiving your much needed “third brain”! Brenda Bates has just been hired and will begin working on the same day that you receive the Baxter account. We have given her a copy of the current reports to review, and I’m sure she will arrive ready to share her ideas.

Brenda attended Baylor and has been working for Healy & Associates since she graduated three years ago. Remember the Cotter campaign Healy put out that you both admired so much? That was Brenda’s project, from beginning to end. She has the experience and know-how, and, more importantly, after her long years of having to fly all those projects solo, she is overjoyed at the idea of “having other creative minds to bounce ideas off of and learn from.”

I thought we could all go out to lunch on Monday, before Brenda starts, and get acquainted away from the office. Any suggestions for where to go? Don’t be shy—the company is footing the bill!

Cordially,

Hiring Recommendations — Comments Off on Hiring Recommendations
25
Nov 10

Hiring Recommendations





Guidelines : Hiring Recommendations

Hiring Recommendations Guidelines

  • Give a brief summary judgment about the applicant’s strengths and weaknesses. Follow with your recommendation for bypassing or hiring the applicant at what position and for what salary.
  • Interpret facts as they appear on a résumé and make judgments. Highlight and comment on experience and skills only as they apply to the needs of your company’s position.
  • Summarize information gained from references.
  • Let the approver know how extensive your search has been.
  • Use lists and brief phrases just as you would in a résumé to allow your reader to skim highlights quickly.
  • Attach a copy of the applicant’s résumé (if one has been prepared) in case the approver wants to verify your interpretations and conclusions.

Example 1: Candidate hiring recommendation letters

Memorandum TO:

FROM:

DATE:

SUBJECT:

Joan Davidson–Applicant for Technical Writing Instructor/Consultant With a varied background in both writing and speaking, Joan Davidson demonstrates the ability to design and deliver curriculum material in an articulate manner. Although she lacks experience in sales, Joan seems eager to participate in our training program to overcome this void. I recommend we hire her as Technical Writing Instructor/Consultant at a starting salary of $28,000. Strengths • B.A., M.A. in journalism • Extensive writing experience: has published papers in major social-sciences and engineering journals; has published college-level text supplement for writing course; has written and edited training manuals, employee handbooks, procedures for several major corporations; has written advertising copy for local and national bookstore chains; has published three plays. • Good verbal skills: has presented papers at three national conferences; has taught business writing and technical writing courses at two junior colleges for a total of six years; is permanent fill-in for local TV talk-show host; was articulate during interview and fielded questions about handling client situations well. • Pleasant personality: is open to suggestions about training; shows evidence of creative problem-solving skills; is self-motivated. Weakness • No formal sales experience: suggest training program and self-directed study, to which applicant wholeheartedly has agreed. I have made a thorough check of all references; former employers have nothing but praise for her teaching skills, her writing efforts, and her on-the-job consulting and client relationships arranged through their offices. They verify her reasons for leaving past jobs have to do solely with lack of opportunity for advancement. After reviewing approximately 60 résumés and conducting 15 interviews, I’m convinced Joan is the best-qualified candidate for this position and will make a valuable, long-term contribution to Harper. Her complete résumé is attached.

Example 2: Applicant hiring recommendation letters

Memorandum TO:

FROM:

DATE:

SUBJECT:

Katy Killegan—Applicant for Fundraising Coordinator With Katy’s strong background in fundraising for such varied organizations as The March of Dimes, her sorority’s philanthropic projects, and The Red Cross Disaster Unit, Miss Killegan has presented herself as one of our most qualified applicants. I would recommend that we hire her as Fundraising Coordinator, with a beginning salary of $25,000. Strengths • B.A. in Communications. • Experience at all levels of fundraising. She has worked as a telephone and door-to-door solicitation, a fundraising coordination assistant, and has worked closely with various businesses in conjunction with the non-profit organizations she worked for. • Excellent verbal skills. Katy gives the impression of being able to put anyone at ease and her enthusiasm when she talks of fundraising and the help it provides for people in need is infectious. • Good organizational abilities. Katy provided a portfolio of project assignments that she worked on for her sorority’s philanthropy committee. Her attention to detail and the methodical grouping of her notes and correspondence suggested that she could handle several projects at once without confusing or losing important information. Weaknesses • No experience as an actual coordinator—although she has worked for several coordinators in the past. I have contacted all of her references. The fundraising coordinator of both The March of Dimes and The Red Cross Disaster Unit spoke highly of her abilities and gave strong commendations for her as a team leader and a team player. All of her references mentioned her enthusiasm and her ability to work well with businesses during fundraising events. I have reviewed all 16 resumes, and have conducted 6 interviews. After careful consideration, I believe that Ms. Killegan will be an asset to our office. Her resume is enclosed.

Example 3: Samples recommendation documents for candidate

Memorandum TO:

FROM:

DATE:

SUBJECT:

Tony Gallant—General Manager Applicant After interviewing Mr. Gallant I have reached the conclusion that although his educational background is excellent, he lacks the experience required of the position. I would like, however, to provide you with background information concerning Mr. Gallant. Strengths • B.A. in Business with a minor in Marketing, M.A. in Management, with excellent record of scholastic achievement. • Internship experiences in supervisory positions. • Good verbal skills. He has worked in sales and has a personable demeanor. Weaknesses • No experience with scheduling. • No experience in organizing or leading employee meetings, dealing with employee complaints and difficulties, or delegating responsibilities to assistant managers. • No experience dealing with clients or business meetings on this level. • No experience coordinating advertising and sales force efforts. While Mr. Gallant is not qualified for the position for which he applied, he was an impressive interviewee, and his references spoke highly of the work he performed while in lower management. I would suggest considering him for a lower management position should one become available.

Example 4: Hiring candidate documents

Memorandum TO:

FROM:

DATE:

SUBJECT:

Jordan Henderson—Elementary Special Education Teaching Position After a second interview with Ms. Henderson, I believe she is the most qualified applicant for the position. Her wealth of experience, theories concerning teaching methods, and wide range of abilities in diverse areas such as knowing American Sign Language, Signed English, and being able to read Braille would make her a valuable addition to the staff. I would like to recommend we retain her at a beginning salary of $26,500 based on her previous experience. Strengths • A.A. in Interpreting, B.A. in Elementary Education, M.A. in Special Education. • Four years experience in special education, including the following classes: one year in a class of autistic children, two years acting as a resource teacher for hearing and visually impaired students, one year in a class for emotionally disturbed students. • Four years experience as a counselor/teacher at a camp for children with special needs. • Well-organized lesson plans were included in her portfolio, as well as her goal sheets for children in her previous classes. Weaknesses • Ms. Henderson’s only apparent weakness is her lack of familiarity with our district’s policies and procedures, which of course can be quickly remedied. While Ms. Jordan’s enthusiasm and discussion of classroom methods were impressive enough, her references were absolutely outstanding. Both of the school principals I spoke with regretted their loss of her contract, and each talked for several minutes commending Ms. Henderson for her professionalism, talent, and dedication to education. Of all the 15 applicants interviewed, I feel that Ms. Henderson would be the most qualified addition to our teaching staff. Enclosed is her resume and lesson plan portfolio.

Example 5: Employee reference letters

Memorandum TO:

FROM:

DATE:

SUBJECT:

Edward Paparillo—Editor-in-Chief Applicant After completing my interview with Edward Paparillo, I am unable to recommend him for Editor-in-Chief. While Mr. Paparillo does have an impressive record of past editing positions, he lacks the scientific background necessary for our publication. Following is a brief outline of Mr. Paparillo’s abilities: Strengths • 10 years experience at the County News as a reporter, junior editor, proofreader, and editor-in-chief. • Four years experience as editor-in-chief at OutDoors magazine. Weaknesses • No experience in astronomy or in any other scientific fields. Mr. Paparillo’s references were all solid, but all agreed that he had no real knowledge of scientific controversy. They stressed that he was a completely competent editor, but unfortunately, he lacks expertise in our main area of need. I will continue to interview candidates.

Employment Offers — Comments Off on Revision of Job Offer
25
Nov 10

Revision of Job Offer







Guidelines : Revision of Job Offer

Revision of Job Offer

Guidelines

  • Explain clearly and concisely all aspects of the revision. List the reasons why the revision has been made.
  • Explain any changes in job description and qualifications. Specify the procedure for applying this job and encourage those interested to please do so.

Example 1: Sample of job revise description letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Mueller:

I want to notify you of a change in the offer we gave you for the Project Manager position. In addition to the responsibilities we outlined, you will be responsible for handling personnel decisions regarding the laboratory staff who assist the senior researchers. This includes hiring, firing, and carrying out payroll procedures for a staff of approximately 20 people. We estimate this will take 10–15 percent of your time.

In the past, senior scientists have taken care of their own personnel decisions. However, this task has proven to be a distraction from their research responsibilities. We have decided to consolidate these duties under the project manager position.

Please notify me of your decision by March 15. We look forward to hearing from you.

Sincerely,

Example 2: Revision of job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Zappa:

Due to a miscalculation in our hiring budget, we have to revise our original salary offer for the Director of Public Relations position. Instead of the $55,000 we initially offered, the position will earn $52,000 annually. The $3,000 accidentally added is the money the company will put toward health insurance for you and your dependents. Thus, $55,000 reflects total compensation including salary and benefits.

We regret any confusion this may have caused and hope it will not effect your decision negatively. You would be a welcome addition to our public relations team.

Sincerely,

Example 3: Revise job offer letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Shah:

In my letter of May 25 offering you the position of Director of Operations I told you the benefits package for the position included the use of a company car. As of May 30, California Micro Devices revised its policy on the extension of company car privileges. It was previously standard practice to include a car in all departmental directors’ benefits packages. However, those privileges will now only be available to salespeople.

As prospective Director of Operations, I am sure you can appreciate that this change in policy is an attempt to reduce operating costs to ensure the long-term viability of the company.

This change does not represent any diminished desire on our part to have you join us. You would be a welcome addition to our company.

Sincerely,

Example 4: Revision to job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Greenberg:

We extended you the offer to join our acquisitions department as Acquisitions Manager with the understanding that you would work out of our Logan office. Since we made the offer the acquisitions department has been slated to move to our downtown Westerville office at 1278 Shore Point Ave. They are trading places with the human resources department which is expanding and needs more space. Thus, if you accept the position, you will be working out of the Westerville office.

We are sorry to make such a change at this late date. If you would like information on Westerville and its schools, Sherry McDaniels, our relocation coordinator, would be happy to help you. Her number is 555-1939, Ext. 220. We hope you decide to join us in March.

Sincerely,

Example 5: Letter for revision to job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Solomon:

As a result of our current restructuring, the hours of work we originally included in our job offer have been adjusted. If you agree to accept the supervisor position, you will alternate between a work week of four 12-hour shifts (w/three days off) and a work week of three 12-hour shifts (w/ four days off). We are switching our entire manufacturing facility to this schedule in order to increase productivity and produce consistency.

We hope this change will not effect your decision to accept our offer. We have every confidence that you will succeed at Kreewell Manufacturing.

Sincerely,

Employment Offers — Comments Off on Offering Job
25
Nov 10

Offering Job












Guidelines : Offering Job

Making Job Offers

Guidelines and Alternate Phrases

  • Confirm the job offer, including position title, salary, and effective date.
  • This letter will confirm your acceptance of our employment offer as an accountant in our audit division at $28,000 annually. Your first day on the job will be October 6.
  • Confirm key job responsibilities for management employees.
  • Ask for a decision by a specific date if the offer has not been accepted by phone or in person.
  • Include details about where to report for any employee orientation or forms processing.
  • Please call Sharon Peyton at 123-4567 to arrange for a pre-employment physical prior to your beginning date.
  • We have planned for you to spend your first two days in an orientation meeting designed to introduce our eight new reps to the company’s key executives, our major product lines, and our management philosophies.
  • End with a welcome to the company.
  • We look forward to your contributions to the company.
  • We are pleased you have accepted our offer.
  • We are excited about your coming to work with us.
  • We have every confidence this assignment will be just the career opportunity you are seeking.
  • Welcome to the team.

Example 1: Sample letter for job offering

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hyde:

We are pleased to offer you a position as an associate programmer in our Colonnade offices upon completion of your degree this semester. In line with our latest salary increases, we can offer you a starting salary of $36,800. Although we have some flexibility to work with you in scheduling a starting date, we would like to have you report to work by May 15.

If you decide to accept this position, we will begin immediately to schedule you for our three-week orientation program in Cleveland. The details of that and other forms processing we’ll forward to you later.

Please call Mark Spencer directly at 214-555-0494 to give him your response by Friday, May 6. We look forward to your decision to go to work with us because we believe your background and interests will make your association with us mutually rewarding.

Sincerely,

Example 2: Example of job offer letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sarah:

This letter will confirm our offer of employment to you as our new divisional office manager, effective September 1. Your starting salary will be $35,000.

As we discussed, your primary responsibilities will be to:

• Supervise 28 clerical employees
• Maintain equipment and inventory
• Coordinate shipping and payment schedules with all suppliers
• Develop community relations by participation in local civic affairs

On your first day, please report directly to our HRD office (lower level, room 155) at 9:00 a.m. for a general orientation on job benefits and forms processing.

Your employment is considered probationary for the first 90 calendar days. During that time your employment may be terminated if your immediate supervisor determines you have not met and will not maintain the minimum requirements of job performance. That termination may be without notice, and there will be no payment in lieu of notice.

We’re sure you will find exciting challenges and opportunities here, and we look forward to a mutually rewarding relationship. Welcome to Metbar!

Cordially,

Example 3: Job offer letter to candidate

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Foster:

We are pleased to confirm our offer to join our staff as regional sales manager, effective August 5. Your starting salary will be $54,000. I’ve enclosed some information on our benefits program. We will discuss the specifics of your incentive package once you have started.

We appreciate the fact you gave us an opportunity to show you our facilities and to expose you to our people and their ideas. We’re ready to have you jump aboard in August for our biggest advertising campaign ever!

Cordially,

Example 4: Job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Doug:

Thank you for visiting with us last week. We are confident you can make an important contribution to Herrington International and would like for you to join us as senior vice president with all financial responsibilities.

Your base salary will start at $65,000 and will be reviewed annually. In addition, you will be on the executive incentive-bonus list. Those on this list receive an incentive bonus based on both corporate and individual performance. Last year the bonuses at your proposed level averaged about 28 percent of base salary.

You will also receive a company car and an Avvar Club membership.

We will also immediately grant you an option in the amount of 5,000 shares. I believe you have read this year’s proxy statement outlining our new stock grant program for key executives. You will be eligible to participate in this program when the next grants are made in January.

I’ve enclosed information about the company’s benefit programs and our relocation policy.

We look forward to your long and successful career with us.

Cordially,

Example 5: Employment offers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wentworth:

We would like to offer you a position in our company as Project Manager in the semiconductors division. We believe your extensive research experience at Hale University will be a significant contribution to our team.

The position includes an annual salary of $54,000, plus benefits described in the enclosed brochure.

As I outlined at our last meeting, your principal responsibilities would include:

• Development of research plans for the semiconductors division.

• Ensure the laboratory is supplied; and equipment is maintained.

• Seek funding through grants and fellowships to supplement the institutional financial allocations.

• Contribute to semiconductor research.

Although we understand it may take some time for you to relocate, we would like to have you start March 15, at the latest.

Please call me with your decision before the first week of February. We look forward to having you at Super Tech.

Sincerely,

Example 6: Company job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Vidal:

We are impressed with your qualifications and would like to offer you the position of Director of Public Relations.

The starting salary is $65,000 annually which includes health insurance and a 401K plan. The starting date is May 19. Your training period would require you to shadow the five division heads for one week each to get a feel for our total organization. Primary responsibilities include maintaining strong public and press relations and directing the community outreach program.

Please let me know by June 10 if you plan to accept our offer.

Thank you for your interest. You would be a welcome addition to our company.

Sincerely,

Example 7: Offering Job Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Morton:

We would like to officially offer you the Director of Operations position we discussed last week. Your experience as Chief of Operations at West Cell Digital Communications will be a great asset as we expand into the cellular telephone market. We believe you have the temperament and the expertise to compliment our fast-paced business.

As we discussed, the annual salary is $88,000, with health insurance, company car, and a 401K plan. I have enclosed materials which detail our benefits package.

We would like you start by mid-July, although we can wait a few more weeks if you need more time to tie up loose ends in Sarasota.

In addition to the official sentiments, I would like to offer my personal thanks for coming down to San Diego to meet with the board of directors. We were so pleased to find a person of your caliber and character for this position. I know you would be a great fit for California Telecom.

Please notify me of your decision by May 30.

Sincerely,

Example 8: Offering Job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. White:

After reviewing over 70 resumes and conducting 20 interviews, we have decided that you would make the best Acquisitions Manager for Martin Harper, Inc. In addition to your 11 years of experience in acquisitions for Southwestern Technologies, the leadership you’ve shown in founding the Albuquerque Scholarship Fund for Exceptional Students is just the kind of experience and initiative we are looking for.

Therefore, we are pleased to offer you the position at a starting salary of $60,000. Attached is a sheet explaining our health insurance and benefits package.

You would begin training under Sarah Mulligan on December 1st and take over the management of the acquisitions department when she officially retires on January 3.

We must receive your decision by the first week of November. We are excited about the possibility of having you on our team.

Sincerely,

Example 9: Company jobs offer letter format,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Urbanski:

Thank you for coming down to meet with us and look at our facility last week. It was a pleasure to get to know you and your husband. We want to confirm our offer of the supervisor position in the plastic manufacturing plant. Your experience and skills convince us that you would make a excellent supervisor.

As we discussed, the starting salary for this position is $55,000, to be reviewed annually. We are including health insurance and a full benefits package, including a pension plan.

The responsibilities of the supervisor are:

1. Supervise 5 technicians, three quality control inspectors, and approximately 45 machine operators in the maintenance and operation of plastic extrusion machines.

2. Write daily reports tracking production.

3. Ensure all safety procedures explained in the safety manual are carried out by all personnel.

4. Assist the materials manager in ordering all materials necessary for the operation of the facility.

The position entails working a rotating shift of three-month cycles. This offer is contingent upon passing a pre-employment physical screening and a drug test. We would like you to start before February 15 so that you can train for at least two months with our outgoing supervisor, Charles Capis.

I sincerely hope you decide to join us. I believe you will make significant contributions to our company. Please let me know what you decide by January 15.

Sincerely,

Example 10: Job offer letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Yates:

It is my pleasure to offer you the position of Director of Product Development. All 35 of our interviewees had impressive records, but you clearly stood out with your ideas for moving us into “extreme sporting goods.” This is just the sort of new direction we are looking for in the market as traditional sporting goods becomes more and more competitive. We believe you are the right person for Forberg Enterprises.

The starting salary is $62,000, with incentives and bonuses of up to $30,000 annually. I have enclosed information about our benefits package.

If you accept, we would like you to start on December 11.

Because we are one of the few independent manufacturers to sell to major sporting goods to national store chains, we have the flexibility and openness of a small company with the exposure of a major corporation. We think this is just the sort of environment in which a person of your ingenuity and skill can thrive. It would be my pleasure to welcome you to our team.

Please let me know what you decide by November 21.

Sincerely,

Employment Offers — Comments Off on Invitation to Interview
25
Nov 10

Invitation to Interview







Guidelines : Invitation to Interview

Invitation to Interview

Guidelines

  • Announce the date and time that interviews will be held for a specific job.
  • Give a thorough job description and list the qualifications required.
  • Explain why you would prefer to hire within the company rather than bring in someone new.
  • Explain the procedure to follow if one is interested in setting up an interview.

Example 1: Sample letter of invitation for interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Koslowski:

After considering your resume and portfolio, we would like to meet with you to discuss the apprentice architect position.

I have scheduled an interview for Monday, March 19 at 9:00 am. You will meet with me and John Barthes, one of our senior architects, in conference room 312 at our downtown office.

Please call my assistant to confirm the appointment.

Sincerely,

Example 2: Invitation for an interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Keaton:

Upon review of your application, I would like to invite you to interview for the position of Project Manager in our superconductors division.

If your schedule is open, I would like to conduct the interview at my office on Wednesday, April 8 at 2:30 p.m. Please bring two forms of government identification to the interview.

Call me this week, and let me know if that time is acceptable. In the meantime, please sign and return the enclosed security background check release form.

Sincerely,

Example 3: Interview calling letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Jordan:

Thank you for submitting your resume in support of your application for the Director of Personnel position. I would like to arrange an interview for Thursday, July 12 at 1:00 p.m. in our conference building, Room 200.

You may want to arrive a few minutes early as you will have to check in at our security desk and obtain a visitor’s pass.

Please call me if the scheduled interview time is inconvenient. I may have another opening for an interview on Friday morning. I look forward to our meeting.

Sincerely,

Example 4: Letter to candidates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Streets:

We have reviewed the qualifications detailed in your resume and letters of reference thoroughly and would like to interview you for the position of Head Nurse of the Intensive Care Unit.

Unless I hear otherwise from you, I will schedule the interview for Tuesday, July 2 at 3:30 p.m. in my office, Room 415 in the administration building. I look forward to meeting you at that time.

Sincerely,

Example 5: Invite to interview letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Techmeyer:

We have reviewed your resume and would like to extend an invitation to interview for our Level 5 chemist opening.

We will be conducting interviews on the 12th and 13th of October. Please call me at 555-3851 to arrange an appointment.

Candidates must also submit a complete physical examination. Tests are administered on Thursday and Friday each week. Call Geraldine Schumann at 555-2510, Ext. 399 to reserve a time slot for the exam.

Sincerely,

Employment Offers — Comments Off on Declining Job
25
Nov 10

Declining Job







Guidelines : Declining Job

Declining Job Offers

Guidelines and Alternate Phrases

  • Thank the employer for the job offer.
  • Thank you for the generous offer to join your engineering department.
  • Frankly, I’m quite honored you selected me among so many other qualified applicants to fill the job of marketing director.
  • I received your letter about the job offer and want to thank you for such confidence.
  • Give your reasons or criteria for the negative response.
  • As you remember, I have teenage children who are quite reluctant to leave their friends and change schools in the middle of their high school “careers.” Considering what is best for them, I have decided to stay in Hilldale.
  • Although the job is certainly an important one to the company, I have in mind to find something with more challenge. Call it a quirk in my personality, but I want to move into a job that offers me a chance to do more than routine administrative tasks.
  • The compensation package seemed a little low for the kind of skills I wanted to bring to the job.
  • As you outlined the job to me in your office, I didn’t quite see the advancement opportunities I want to have before me with this next—and I hope final—career move.
  • I am hoping to find a position that will give me more opportunity to use my selling experience.
  • State your “no” in a positive way, leaving the door open for future contacts.
  • Although the job you offered sounded challenging, I have decided to accept another position with David Hewitt International, a position more in line with my experience.
  • I don’t feel in a position to accept your generous offer at the present time.
  • I’m afraid, therefore, for all these reasons, I’ll have to decline the opportunity you have presented me.
  • I regret my situation is such that I must turn down your job offer at this point.
  • I want to be completely enthusiastic and ready to give 100 percent to any new job, and in this case, I’m afraid I can’t.
  • I wish your job was a little more in line with my personal goals at this point in my life—working for your company would be quite an honor.
  • I’m afraid my answer must be “no” under these conditions. I hope you understand my reasoning here and know how much I appreciate your honesty in presenting the job details to me.
  • Reestablish rapport.
  • I wish you the very best in finding another manager suitable for this position.
  • Thank you for considering me for this opportunity.
  • Thank you for taking the time to interview me and share your company goals with me. I plan to stay in touch.
  • The days my wife and I spent with you were memorable. Thank you for such courtesies in the interviewing process.
  • May I stay in touch in case your needs or mine change?
  • During the short two days we spent discussing the job, you and your people made me feel very welcome. I appreciate that tremendously.
  • Please keep me on your list of interested engineers, and if you have anything else you think we could work together on, let me know.
  • If another opening develops along the lines I described to you, please consider me again. I’d love to work with you in another capacity.
  • I wish you and your firm every success.

Example 1: Sample letters decline job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Foy:

Thank you for your kind offer to join Harvester Associates. Since our lunch in Phoenix, I’ve spent many hours analyzing the pros and cons of making the move. The decision was particularly important at this stage in my career because I want my next association to be permanent.

With a decision of such importance, a “yes” response should have been strongly evident, and it was not. There was no one overriding factor but rather the cumulative impact of a number of considerations that influenced my decision.

My family has learned to love a particular way of life in this part of the country—the climate and the slower pace.

Additionally, the salary was some consideration. While the compensation package seemed generous for the job you outlined, a change from my present situation would be quite costly. After our tour through the surrounding subdivisions in the area, it appeared it would be impossible to match our present circumstances at anything like comparable costs.

Neither of the above nor any other one consideration about the job itself was dominant in my decision, but their combination amounted to a “no.”

It has been a personal privilege to meet you and your colleagues, and I appreciate your considering me for the position. You, your hospitality, your people, and the position itself have made the offer extremely attractive.

Thank you,

Example 2: Letter to decline job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Worthers:

Your offer to join Dellany Computer Resources is a generous one. I have given the matter a great deal of thought and, regretfully, I must decline.

The courtesy you and your staff showed my husband and I when we visited the San Diego area illustrates that you are a family-friendly company. It is rare to find such a large corporation that has maintained its small business feel.

My decision comes down to following the path that will move me toward my long term career goals. As I told you when we last spoke, in order to eventually become an executive, I feel my next move needs to be to an upper-management position.

The opportunities for advancement you outlined do not seem extensive enough for me to feel comfortable joining your middle-management team. Although your offer is an attractive one, I am concerned I would become frustrated at the prospect of not advancing my career. That would certainly not be fair to me, you, or your company.

I offer my sincere thanks for your consideration, Mr. Worthers. I wish you and your firm success.

Sincerely,

Example 3: Refusing letter job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Allen:

I am grateful for your offer of the position of Promotions Director at Edge Music Television. After much consideration, my wife and I have decided I must decline the position.

As you know, my wife works in the Hazelwood area and both our children attend Hazelwood Village Schools. It is important for our son, who attends special education classes, to remain in this environment.

Since you only have the position open in the Brentwood Hills office, I’m afraid I can’t accept at this time. Nonetheless, I want to thank you for your consideration. It was a pleasure to meet you and your promotions staff.

If a similar position becomes available in your Hazelwood office, I hope you will contact me. I am still interested in the Edge team and impressed with what you have to offer.

Cordially,

Example 4: Job declined samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Simon:

I appreciate your generous offer to join Garver Enterprises. After considerable thought, I have decided that Garver is not the right place for me at this juncture in my career.

I am concerned that if I take another highly specialized polymers research job, I will be pigeon-holed as a polymers expert instead of a materials engineer. The opportunities for diversification at Garver do not seem substantial enough to suit my needs at this time. I can’t see myself working on one material area for the rest of my career.

Thank you for considering me for this opportunity. I wish you the best in finding an engineer to fill the position.

Sincerely,

Example 5: Decline job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Joyner:

I was honored to receive your offer for the Director of Public Relations position. I know you considered a number of worthy candidates. Unfortunately, I must decline your kind offer.

I was impressed with the advanced work you are doing in the cardiac health field. Your doctors and staff are tremendously capable professionals, and your fundraising efforts offer your team a source of long-term stability seldom seen in the field of medical research. The reason I must decline, however, is that the salary and benefits package is not in keeping with my level expertise and experience.

Under different circumstances I would be willing to compromise in that area in order to be a part of an organization such as yours. Presently, with two of my children in college and another set to start next year, I don’t have that luxury .

I am grateful for the opportunity, and regret I cannot accept your offer. Nonetheless, I hope we can stay in touch in case a position opens in the future that suits both our needs.

Sincerely,

Employment Offers — Comments Off on Announcement of Job Offering
25
Nov 10

Announcement of Job Offering







Guidelines : Announcement of Job Offering

Announcement of Job Openings

Guidelines

  • Provide a brief overview of the position and its responsibilities. Include any unusual or dangerous working conditions that may exist.
  • List the openings which are available and dates by which these openings are to be filled.
  • Give a thorough, detailed job description of each opening. List the qualifications needed for the opening. Specify the benefits of the new job opportunity.
  • Explain the procedure that is to be followed if one wants to pursue this job.

Example 1: Sample letter for job offering

Memorandum

TO:

FROM:

DATE:

SUBJECT: Job Opening —Smelting Plant Foreman

There is a job available as a second shift smelting plant foreman. Contact Ray Daniels if you would like an application. As part of the application you must obtain two letters of recommendation from within the company. The closing date for consideration is March 13.

Description:

The job entails supervising a smelting crew of up to 50 people, writing detailed reports, calculating daily production totals, and carrying out the directives of the shift manager.

Requirements:

Candidates must have at least six years experience in smelting and rolling, three of which must have been at Erie Steel. Candidates must be able to write daily reports, possess excellent math and communication skills, lift at least 40 lbs., and supervise a crew of up to 50 people. Spanish speakers and those with supervisory experience preferred.

Salary and Benefits:

The starting salary is $29,000. Benefits include health insurance, two weeks paid vacation, and 401K. A performance review will be held after six months to determine the eligibility for salary increases.

Example 2: Company jobs letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Development Coordinator Job

The City of Aaronsville is looking for a development coordinator beginning January 11.

Description:

The development coordinator will report to the head of the zoning board. He/she will work with the zoning board to research zoning requests, rewrite the city’s development philosophy statement, and act as a liaison between the zoning board and the community. The coordinator’s primary task will be to research and report on proposed development sites. This research entails conducting environmental impact studies, neighborhood response survey, and traffic projections. Results must be written up in a report which will be reviewed by the zoning board and made available to the community. The development coordinator will also be responsible for organizing occasional public meetings to discuss board decisions.

Requirements:

A bachelor’s degree is required, preferably in public administration or public relations, plus a minimum of five years experience in a related field. Candidates must be able to research, write, and present reports studying development feasibility. Successful candidates for this position will have a neat, professional appearance and the ability to work well with the city government and the community. Someone who has at least intermediate Spanish speaking ability is preferred.

Salary and Benefits:

This is a level 12 position. The salary is $48,000 per year plus health insurance, two weeks paid vacation, one day per month sick leave, and a pension plan.

To Apply:

To apply, send a cover letter, resume, and five page writing sample to P.O. Box 222, Aaronsville, NJ 89353. No applications will be accepted after November 15. For further information, contact Jerry Ringer, head of the zoning board at 555-0052, ext. 4437.

Example 3: Announcement of jobs in company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Position Available — Site Selector

Description:

We are looking for a site selector beginning April 15. The job is based out of Los Angeles but will require extensive travel throughout the United States and possibly overseas. The site selector will locate appropriate sites for Edge Music Television promotions and filming projects based on directors’ and producers’ specifications.

Requirements:

In order to be considered, you must have a college degree and a broad knowledge of the country. Ideal candidates enjoy traveling and are willing to be on the road for up to ten months a year. Those with promotions, professional photography, or cinematography experience are encouraged to apply.

Compensation:

Salary is $32,000 per year plus travel expenses. A company vehicle will be provided plus $.28 per mile reimbursement. Benefits include health insurance and two weeks paid vacation.

Applications:

If you are interested in applying, send a cover letter and resume to Site Selector, ATTN: Judy Nelson, 1 Edge Way, Memphis, TN 98535. The closing date is March 30.

Example 4: Offer letter employment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Boy’s Clothing Senior Buyer Position

Description of Position:

We currently have an opening for a boys’ clothing senior buyer. The buyer would be responsible for selecting and purchasing all the boys’ clothing for our New Jersey, New York, and Connecticut stores. Three junior buyers will work under the senior buyers supervision, researching and assisting in the selection of clothing. Although based in New York City, this position requires extensive travel to trade shows February through April and August through September.

Qualifications:

Qualified candidates will have a business degree, a minimum of eight years experience as a buyer, and a demonstrated knowledge of the boys’ clothing market. Candidates must have budget experience and be willing to travel extensively. Supervisory experience a plus.

Andy Daniels will accept resumes and cover letters with salary requirements until August 31. His fax number is (511) 555-0305. Only those selected for an interview will be contacted.

Example 5: Announcement of new job letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Position — Promotions Coordinator

Summary:

We are looking for a highly energetic and creative person to be our promotions coordinator. The coordinator will propose, plan, and carry out Wichita Wizards’ Minor League Hockey Team promotions.

Responsibilities:

1. Organize game night promotions with sponsors.

2. Provide promotions, contests, and community events during half time.

3. Plan community outreach activities on behalf of the team.

4. Coordinate souvenir sales at Wizards’ events.

5. Manage annual budget of approximately $275,000.

6. Report to the general manager with monthly schedules and budget updates.

Qualifications:

Applicants must have a bachelor’s degree in Business, Communications or Public Relations, promotional experience, and two years of work experience in the Wizards’ organization.

Compensation:

Annual salary is $45,000. Health insurance, family leave, and two weeks paid vacation are included. 401K is available.

To Apply:

Applications can be obtained from Brian Geeter in the front office. The closing date is May 11.

Employment Offers — Comments Off on Accepting Job
25
Nov 10

Accepting Job











Guidelines : Accepting Job

Accepting Job Offers

Guidelines and Alternate Phrases

  • Thank the new employer for the job.
  • Thank you for your confidence.
  • I sincerely appreciate this opportunity to show you what I can do.
  • This opportunity is one I’ve been seeking for quite some time. Thank you.
  • Thank you for your generous offer; I eagerly accept.
  • I am pleased to accept your offer of a position as office manager, effective May 1. Thank you for the opportunity to work for a firm with such an outstanding reputation in the city.
  • I am pleased to learn you have placed such confidence in me after the many, many interviews you conducted to fill the position.
  • Confirm any details about first-day reporting or matters to be settled before beginning the job.
  • As you requested, I will be getting my pre-employment physical next week.
  • As I agreed, I have turned all my consulting clients over to another colleague in the field so I can devote my full attention to the new job.
  • I will be looking forward to the 9:00 a.m. orientation in the Wharton training center.
  • Express confidence in your ability to do the job.
  • I have every confidence we will make a great team.
  • The skills you asked about in my interview are certainly “at your disposal” from day one. I pledge to you my very best effort and have every confidence we’ve made a perfect match.
  • I’m eager to hone my analytical skills on some of the problem situations outlined in our earlier discussions. With care, we should be able to provide resolutions suitable to all concerned.

Example 1: Sample letter for accepting job,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bob:

Thank you for your phone call and follow-up letter about my joining you as your rookie salesman. I’m delighted to accept your offer and will be looking forward to the orientation September 1.

As you suggested, I plan to spend my time between now and then studying the specs on the new drilling equipment. I plan to “hit the ground running”; my first effort after September 1 will be to become a shadow to Harry Hines until I learn the equipment and accounts. After that short-term mentoring, I’ll be eager to mold my sales experience to such a fine organization.

Thank you for the confidence you’ve placed in me.

Cordially,

Example 2: Job acceptance

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hogan:

Thank you for your offer of the sales director position. I am pleased to accept a position with such an innovative company.

As we discussed, I will begin training with Daniel Archer on the 8th of November. I look forward to learning more about your products and accounts in the eastern region.

In my conversations with you, Daniel, and Julie Faber, I have gained a great deal of confidence in your company. I consider it a privilege to be a new member of your sales team.

Sincerely,

Example 3: Job acceptance letter example

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Deborah:

I was pleased to receive your offer for the fourth-grade teaching position. I would consider it an honor to work with such a well-respected staff.

I look forward to new teacher orientation during the first week of August and the start of the new school year on August 12th. I have several ideas for my classroom and will begin working on lesson plans immediately.

I think Hopkins Elementary is an environment in which I can use my teaching skills to the fullest. Thank you for the opportunity.

Cordially,

Example 4: Offer acceptance letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Andrews:

I am pleased to accept your offer to join your construction team as a crew supervisor. After 12 years of experience at the foreman level, this is a welcome opportunity to move into a supervisory position.

As you requested, I will arrange a physical with Dr. Greenbaum before the end of the week.

Thank you for your confidence in my ability. I can assure you I will do everything I can to meet and exceed your expectations.

Sincerely,

Example 5: Accepting job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jollet:

After our phone conversation on Wednesday, I am certain Brenton Opticals is the right place for me to continue my career. I accept your gracious offer to join your staff of lens technicians.

I eagerly await the 24th so I can begin contributing to your team. Until then, I will carefully review the material you sent about your new grinding and setting equipment.

I bring eight years of experience with me, but I also bring a desire to learn and be a part of a fast-paced, progressive company. Thank you for the opportunity.

Sincerely,

Example 6: Letter for accepting job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Edwards:

I know you interviewed a number of applicants for your junior engineer opening, so I was honored and pleased to receive your letter offering the position. I accept enthusiastically.

I look forward to beginning training with Jared Richards during the first week of March.

This is a welcome opportunity to develop my engineering skills with one of the most well-respected firms in the field.

Sincerely,

Example 7: Acceptance letter for employment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jason:

I was pleased to receive your job offer. I have been studying and emulating the works of Marfa Productions since I was in film school. The opportunity to be an assistant producer on a Marfa film is just what I have been looking for.

I look forward to meeting the rest of the production staff in our first pre-production meeting on July 13. In the meantime, I will focus my energy on preparing site search materials according to your specifications.

You can rely on my total commitment to your team.

Cordially,

Example 8: Confirmation job accepted letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Glass:

Your offer of the senior technical writer position is a welcome opportunity. I have been looking for a way to integrate my writing skills with my programming background. This position offers me just that. It will be my pleasure to join your staff.

I will spend the next few weeks studying the technical manuals you published last year so I can start March 1st, ready to write.

I appreciate this chance to use my technical writing skills in such a cutting edge software company.

Sincerely,

Example 9: Accepting job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Justice:

Thank you for offering me the supervisor position in the Human Resources division. I appreciate your faith in my abilities. I want you to know that I also have faith in the ability of Arco Plastics to provide a responsive work environment that rewards initiative and hard work. I plan to bring both to the Human Resources division when I join you June 19.

I look forward to learning the ropes under Jim Millan’s tutelage. Jim and I have already spoken on the phone and I was impressed with the innovative policies he has instituted during his tenure at Arco.

I assure you I will give my best effort in this new position.

Sincerely,

Dismissals — Comments Off on Unsuitable Employees
25
Nov 10

Unsuitable Employees












Guidelines : Unsuitable Employees

Dismissing Unsuitable Employees

Guidelines and Alternate Phrases

  • Begin by summarizing the employee’s history with the organization and state the reason for dismissal. Be truthful, objective, and clear in stating any reasons for dismissal. False or ambiguous statements, even if meant to protect the employee’s ego, may be used against you if your decision is later challenged. If you do not include all the reasons for termination in a letter to the employee, do include a full explanation in your files.
  • Assure the employee your company will release only job titles, salary, and date of employment to prospective employers if it is your company’s policy to withhold other details about performance and reasons for termination.
  • Let me assure you the reason for termination will not be disclosed to future employers.
  • It is our company policy to withhold all details of your employment here except to verify job title and dates of employment.
  • The reason for your termination will be held in confidence inside our organization, so you need have no fear of prospective employers seeing our records.
  • We will not disclose details of your termination with any prospective employer.
  • We can assure you your termination is a confidential, personal matter, and the reason for our decision will not be discussed outside our organization.
  • We, of course, will not be giving the reason for your dismissal to anyone asking for such information. We will verify only….
  • Our company policy is to mention only your job title, salary, and dates of employment to any prospective employers.
  • Avoid a hostile tone; instead show concern for the employee’s future well-being.
  • We hope you find other employment that allows you to use your skills and experience adequately.
  • We wish you success in your future work.
  • We trust you’ll find a satisfying job elsewhere.
  • We hope you find work that more closely matches your desires.
  • We wish you the best in finding work where you can fully use your skills.
  • I wish you the best in locating another job that you enjoy.
  • Best of luck in finding a position more in line with your interests.
  • We hope you’ll find other employment soon. We wish you success in finding other employment that meets your expectations.
  • We hope you find suitable employment immediately and are happy in that situation.
  • We wish you the best in finding another situation that allows you the freedom and flexibility you want.

Example 1: Dismissal letter for unsuitable employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Teitlebaum:

On two previous occasions we have discussed the seriousness of losing your composure when dealing with customers, even those customers who may be angry and discourteous themselves. Customer satisfaction, particularly resolutions to problems with customer orders, has been a top priority with our company; in fact, good customer relations are the keys to our future business. Therefore, because of your explosive temper and abusive language in dealing with customers, we are being forced to terminate your employment, effective immediately.

We are providing two weeks’ salary in lieu of advance notice.

You can rest assured, however, it is our company policy not to release any details about your job performance here or the reason for termination. If prospective employers ask, we will release only name, job title, dates of employment, and salary at the time of termination.

Your have our best wishes in finding suitable employment elsewhere.

Sincerely,

Example 2: Sample of dismissal letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Whitespoon:

You have asked us to review the facts surrounding your termination from Utco, and we have done so. Extensive conversations with various levels of employees were conducted to gain insight into the situation presented by you in your February 6 memo.

Although separation from a company is never easy, it is often the best possible solution for all persons involved. It is our opinion from the information stated in your memo and from that gathered through our own investigation, that such is the case here.

However, let me assure you we will strictly adhere to our policy on giving references in such terminations: that is, we will release only the dates of your employment and your job title and will verify your salary with us if the caller has obtained such salary information from you.

We do wish you success in your future work.

Sincerely,

Example 3: Dismissals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dismissal—Bill Wright

This memo is to document termination of Bill Wright as lab technician effective March 10, 19—. Bill has demonstrated he cannot be dependable in his performance or attendance.

The following incidents have been discussed with Bill on five occasions (each noted in his personnel file) but with no improvement:

Performance Record

October 16, 19— Failure to be in the lab during regular work hours

November 11, 19— Failure to be in the lab during regular work hours

December 21, 19— Violation of safety rules—smoking

January 31, 19— Negligence of assigned responsibility

February 24, 19— Violation of safety rules—smoking

Attendance Record

Fourth Quarter, 19— Five absences and two tardies

First Quarter, 19— Eight absences and four tardies

It has been necessary to pay other personnel overtime to make up for Bill’s absence or lack of performance. His behavior has inhibited smooth operation of research techniques.

Example 4: Employment dismissal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dismissal Investigation

As Martha Greenwall promised you on the phone April 12, we have reviewed the facts with regard to your dismissal from Krantz Industries.

Each of the statements you made in your April 10 memo has been thoroughly investigated; in fact, we have interviewed employees on three levels of the organization to discover and substantiate all facts and evaluations surrounding the situation. After our careful investigation and documentation of the issues, we have decided your termination is the best solution for all concerned.

Let me assure you, however, our policy on giving reference is to release only the dates of your employment, job title, and salary schedule.

We do wish you every success in your future employment.

Example 5: Letter of termination to employee

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wiley:

You have received three disciplinary notices within the past six months in conjunction with our conversations about your behavior. Unfortunately, we see no change in your performance. In the last year you have been late 23 times, absent without excuse on five occasions, and late on all but two project deadlines.

We rely on employees who are punctual and conscientious about attendance and deadlines. Our clients will look elsewhere if we cannot offer them dependable service. You have demonstrated an unacceptable pattern of behavior. Thus, we can no longer continue your employment at Osborne Enterprises.

This decision is effective immediately. You will be paid two weeks salary.

Our policy is to give only title of position and dates of employment to companies seeking references. You can be assured the details of this situation will remain strictly a company matter.

We wish you the best in your future.

Sincerely,

Example 6: Employee termination sample letter

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Ross:

We depend upon a certain level of revenue from each of our salespeople in order to stay competitive. Unfortunately, your performance in the Atlantic market is not what we had expected. Since you took over that region, orders have dropped at least 15 percent.

On several occasions we have discussed our misgivings about your decision to take on freelance work in addition to your position with the Randall Corporation. Despite our concern that you could not afford any distractions from your sales responsibilities, you have continued to pursue outside work. We feel we need to place someone in the Atlantic market who can devote all his or her efforts to bringing revenue up to acceptable levels. Therefore, your position with Randall is terminated effective immediately.

The circumstances of your dismissal will not be released to prospective employers. We will provide only position, salary, and dates of employment.

We hope you find a position that allows you to pursue your interests to the fullest.

Sincerely,

Example 7: Termination letter template

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Green:

I have reviewed the report from your July 19 accident, as well as your safety records for the past two years. A pattern of unsafe activities is evident:

• In 1995 you had three spills requiring a clean-up crew. You were suspended for leaving an open drum of chemicals on the loading dock.

• Last year you had one spill requiring a clean-up crew as well as a report of an unsecured hose on your truck that caused over $1,000 worth of damages to our fill station.

In consideration of your past record and the accident last month, we can no longer justify your employment. In handling dangerous chemicals, we must have drivers who follow safety procedures meticulously. Our first priority is to the safety of our customers and the community. Your dismissal is effective today, August 13.

You will be paid two weeks wages in lieu of advance notice.

You have our best wishes in finding other employment.

Sincerely,

Example 8: Letter for Dismissal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Ellen Geisler—Appeal of Dismissal

Per your appeal, we have investigated the circumstances of your dismissal. We conducted extensive interviews within your department and reviewed your personnel records. We find that your supervisor’s actions were warranted and were fully approved by the director of operations.

In certain difficult circumstances, it is best for both parties involved to go their separate ways. We believe this is one of those instances. Thus, we are upholding your supervisor’s decision to let you go.

We trust you will find another position soon. We wish you the best.

Example 9: Letter to Unsuitable Employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Mark Strugg—Dismissal

As you know, the construction site supervisor position requires exceptional attention to details. We rely on supervisors to carry out a blueprint precisely, directing a crew of between 15 and 30 men. When they cannot build a structure exactly to the architect’s and client’s specifications we often lose substantial time and money. Your difficulty with carrying out details on your first two sites concerns us a great deal. We lost a total of $15,400 in materials and labor costs rebuilding sections of each home. This indicates to us that you are not the type of person we need as a supervisor. We are compelled to render your dismissal effective immediately.

You will receive two weeks salary in lieu of advance notice. You are also eligible for unemployment benefits according to state guidelines.

Our policy on giving references in cases of dismissal is to release only the job title and dates of employment. You can be certain your reason for leaving will remain inside the company.

We hope you find a position that suits your skills and experience.

Example 10: Unsuitable Employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Brenda Banderas—Notice of Dismissal

We have been concerned for the last six months with your design work. After much consideration, we feel your work is not suited to our customer base. Despite our efforts to help you adjust your proposals, you were still unable to produce marketable designs for our company. In fact, we were not able to obtain any contracts based on your proposals.

To us, this is a sign you are not the right fit for Simpson & Allen Advertising. A design can be worthy of hanging in a museum but unsuitable for use in a national ad campaign. Our clients are looking for designs that will garner mass market appeal. We feel the best course of action, for you and for Simpson & Allen, is to end your employment.

Your dismissal goes into effect today. In place of advance notice, we will forward two weeks salary. You are also eligible for unemployment benefits according to state guidelines.

We wish you the best in finding employment that makes full use of your interests and talents.

Dismissals — Comments Off on Sample letters for Dismissals, Termination & layoff of Employees
25
Nov 10

Sample letters for Dismissals, Termination & layoff of Employees

Guidelines : Sample letters for Dismissals, Termination & layoff of Employees

Layoffs
Guidelines and Alternate Phrases

  • Begin with a summary of the situation and the reasons and then announce the layoff. Be truthful, objective, and clear.
  • Whitney Mitchell’s merger with Bromson, Inc., has initiated many staffing changes as we have tried to eliminate duplicate services during the past three months. Your position is one of those now being affected by the changes. Effective May 1, your division will be laid off under the provisions of our workforce-reduction policy.
  • The reality of our business is that we must continually evaluate our needs from all regions of the country. Market demands constantly change. While we have a surplus of technicians in one geographic location, we have a shortage in another. Your area now has the surplus, and we regret your position will be eliminated on May 1.
  • You are a member of a work division that has been determined surplus. In order to help reduce this surplus, the company is eliminating your current position and asking you to accept voluntary early retirement benefits.
  • Certainly, we’ve all watched media reports of the current recession and how it has affected jobs in our local area. The fact is now the recession has spread to our industry and our own corporation. We regret your own plant will close its doors, effective May 1, and your employment with Hemley Corporation will be terminated as part of this plant-closing action.
  • We have today taken difficult but necessary steps to achieve substantial cost reductions required by a continuing decline in advertising revenue. We have found it necessary to terminate 22 full-time and 13 part-time positions. Your position is one that has been eliminated.
  • We have taken steps today to reduce our workforce, steps fully consistent with our mission and its requirements. When times are good, it is easy to forge ahead; the test of a solid company is how well it can manage when times are not so good. We are doing our best to continue to provide quality service for our customers.
  • Show concern for the effect of the layoff on the individuals involved and the larger community. You may want to elaborate on other alternatives, such as early retirement options, that you considered in lieu of the layoff.
  • As you recall, we have tried to reduce our staffing costs by offering two early-retirement options, but the present layoff has become necessary because we did not have sufficient numbers of volunteers who elected to leave the company under the early-retirement plan. We want to make every effort to help you find suitable employment elsewhere.
  • We regret this action has become necessary, but we must also consider what’s best for our shareholders and the future of all our employees and company operations.
  • Your individual efforts have assisted us in reaching organizational goals through the years, and our only regret is we could not reach our cost-reduction goals without this layoff action.
  • Such reductions are always most difficult on those employees terminated, and then also on the community as a whole. We as a community have always rallied around our large corporations as leaders in civic projects that have improved the quality of life for all citizens. Belt-tightening is painful for all of us involved.
  • These terminations were made with great reluctance, and only after other economies, such as holding vacancies and an early-retirement incentive program, failed to yield sufficient savings.
  • Mention any available help the organization can provide, such as outplacement services, referrals, a continuation of benefits for a limited time, and so forth. Give details about continuation or cessation of benefits such as medical coverage or use of company vehicles.
  • We can continue to provide you with an office and a telephone for job-hunting purposes during the next 30 days.
  • We have arranged with Borden Consulting to provide outplacement services.
  • We have circulated a list of names and job titles to our subsidiaries to determine if they have openings where they could use employees being terminated in our area. We encourage you also to make your own inquiries about such unexpected openings in other parts of the country.
  • You will still have available for the next 30 days the company car for your personal use.
  • All your health insurance coverage will still be in force during this transition time. The insurance company will contact you directly to….
  • You, of course, are entitled to unemployment compensation under the regulations and policies of the State.
  • Please be assured we can give you the highest recommendations for jobs you may choose to pursue.
  • To help you in finding another job as soon as possible, we are maintaining three vacant offices (C100-103) for those affected by this layoff to use in telephoning prospective employers, typing résumés, and making copies for mass mailings.
  • End with an expression of appreciation and concern for their future well-being.
  • Thank you for your past achievements with us; we wish you well in your future job.
  • Whatever career plans you may have, we wish you the best.
  • Whatever you ultimately decide about transfers or termination, I want to wish you the best with your plans.
  • We have every confidence in your future with another company.
  • We wish you the best in finding a job that affords you many opportunities for advancement.
  • Thank you for your work here. We know you will find a job you enjoy elsewhere.
  • We have appreciated your patience, support, and cooperation during this difficult time.
  • I would like to thank you for your loyalty and to express our best wishes for a bright and rewarding future.
  • Thank you for your fine work here. Please accept our best wishes for your future employment elsewhere.




Example 1: Sample letters for Dismissals, Termination & layoff of Employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bryan:

As you know, the company has been struggling with the rising costs of production and the falling prices caused by overseas competition. In our efforts to cut overhead and remain profitable, we have streamlined our staff operations at headquarters, and unfortunately, your position is being eliminated, effective October 15.

Rather than finish any pending projects here, your primary concern now should be locating another position within one of our subsidiaries or with another corporation. Please feel free to make use of any contacts or referrals here to search for the job you want.

You will be given four weeks pay in lieu of advance notice, and your insurance will continue under the provisions of COBRA. The insurance company will contact you directly about payments and the filing of claims. We encourage you also to take advantage of our out-placement services here if you are unable to make arrangements for a transfer within Transition. We have people who can help you with the preparation of your résumé, with aptitude testing, and with referrals for interviews.

You’ve been a valuable member of our headquarters team, and we regret the economic downturn has made this workforce reduction necessary. We extend to you our best wishes and have every confidence you will find a position that brings you personal satisfaction and allows you to use your talents effectively.

Sincerely,



Example 2: Sample of layoff letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bob:

Because of the reorganization of our salaried workforce, it has become necessary to eliminate your position. Effective Friday, May 5, you will be placed on a lack-of-work status and laid off with those benefits for which you are eligible.

During the period preceding your last day of work, your primary effort should be in locating a new assignment, either within our company, if openings exist, or outside the company. I will personally help you in your search and will schedule an appointment time for you with Employee Relations for any help they can give.

Attached is an outline of benefits and conversion options available to salaried employees on lack-of-work status.

I regret business conditions require this action. I sincerely hope our combined efforts will be successful in finding a rewarding position that fully uses your capabilities and gives you every opportunity for further advancement.

Sincerely,

Example 3: Layoff letter to employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Stover:

To lower our operating costs, Bettgo management has made the decision to reduce our operating staff, along with certain other organizational changes and functions. Your position is one of those affected by these changes. Your employment with Bettgo will be terminated under the provisions of a reduction in workforce, effective August 14.

You will be paid your salary through the last day worked, including payment for your accrued vacation and two weeks’ pay in lieu of notice. Your insurance coverage is scheduled to expire on September 14. You have two options concerning continuation of this coverage; both are outlined on the attached page. When you have made your decision about this coverage and notified us with the attached form, the insurance company will contact you directly for all necessary details and/or payment.

You may also be eligible for state-administered unemployment benefits, and we encourage you to apply to the appropriate state department.

If you are rehired by Bettgo within one year, you may be reinstated with your former service date and all benefits related to that service date.

I’m sure you will have questions concerning this layoff. Please feel free to phone me or Director of Personnel Mark Harkrider at 444-5555, ext. 1234.

Sincerely,



Example 4: Sample Dismissals letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Frazier:

The corporate division has found it necessary to make further consolidations in its operations. These changes will allow us to operate in the most economical and efficient manner possible.

Your present position is being affected by these changes and will be eliminated on March 15, 19—. However, we are pleased to say that we have identified another position to make available to you. If you choose to accept this new Secretary-III position, on March 16 you will begin reporting to Howard Peyton, manager of our South American operations.

If you should decide not to accept this position, we regret that you will be laid off under the provisions of the Reduction in Force Practices. We must have your decision by March 4 because other employees are involved in these staffing plans.

Please discuss any questions about these changes and new reporting lines with your immediate supervisor. Or perhaps you would prefer to call me at 555-4444, ext. 2588.

Sincerely,

Example 5: Sample Letter for Termination

Memorandum

TO:

FROM:

DATE:

SUBJECT:

Dear Shirley:

As you know, sales have declined steadily over the past 18 months; as of June 30, 19—, we have recorded our lowest earnings in the past eight years. The sluggish economy and increased competition for our market share have forced us to restructure our workforce and eliminate several positions from the middle-management rung. I regret to say that yours has been one of those positions eliminated. Effective Friday, May 15, 19—, you will be laid off with those benefits for which you are now eligible.

During the next three weeks, please feel free to make your primary effort that of locating a new position within Howell-Forrester—if that’s possible in these times—or outside the company. Also, we encourage you to phone Employee Relations Manager Frank Hanover for an appointment to discuss your search for employment.

Attached is an outline of your benefits and conversion options with regard to pension and insurance plans. If there are any questions about these, contact Michael Smith at ext. 3377.

I sincerely regret business conditions require this action, and I offer you my personal help in your efforts to find another position that affords you a much-deserved opportunity to further your career.

Example 6: Sample letters for Dismissals, Termination & layoff of Employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. DiCorpo:

The economic downturn has had a profound impact on our ability to stay competitive in the international market. Revenues have declined for the fifth straight year, and it has become necessary to trim our workforce in order to stay competitive. Unfortunately, your position is one of those affected. Your employment with Freedman Chemicals will be terminated effective March 31.

You will maintain those benefits for which you are now eligible, plus two weeks pay in lieu of advance notice, and vacation time already accrued. I have attached a sheet explaining your health insurance options once your company policy runs out on July 1.

We encourage you to seek another position within the firm or one of our subsidiaries if possible during these difficult times. If not, we hope you will find a position with another firm that is suitable to your talents and experience.

Julie Newberger in the Human Relations Department has offered to consult with you about other employment options. Feel free to call me if you need a recommendation. I’ve also made a list of possible contacts at other companies and would be happy to make some calls on your behalf.

Sincerely,



Example 7: Announce the layoff

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gomez:

Our consolidation with the New York division has been a difficult transition for our entire office. We have been forced to dismiss loyal employees in order to eliminate overlapping positions in both divisions. I am sorry to inform you that yours is one of the positions being eliminated.

Your position will be terminated effective March 31. However you are excused from your accounting responsibilities as of today. I encourage you to use your remaining time to seek a position in another firm. We have retained the services of Allen Wilhelm of Career Consultants to help you find a company worthy of your skills.

You will retain all benefits for which you are now eligible and your insurance coverage will continue for six months after the date of your termination. National Health will be in touch with you about your option to finance your own coverage after the six-month grace period.

We offer our gratitude for your loyal service and wish you the very best in the future.

Sincerely,

Example 8: Employee Termination & Layoffs

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

As you know, this has been a difficult year for our company. It has come to the point where we must begin making personnel cutbacks. Although we loathe to take this step, we can no longer avoid it if the company is to survive. I regret to say that your position is included in the cuts.

I wish I didn’t have to give you such news. You have been a loyal employee for four years, and during that time we have valued your work. Your contributions to our design proposals have been excellent. Unfortunately, we have run out of alternatives.

Your position will be eliminated effective September 31. Your pension plan will remain intact indefinitely and we will apply the week of vacation you have earned plus two weeks pay in lieu of notice. Health benefits will remain in effect for four additional months unless you make arrangements with the carrier to extend them.

Janet MacKenzie in the Employee Relations department is available should you wish to discuss finding a new position, whether it be at one of our other divisions or another company. I would be more than happy to write you a letter of recommendation and suggest some possible contacts.

I am deeply sorry to see you go, Alex. Thank you for your fine work here.

Sincerely,

Example 9: Letter for announce layoffs of employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Janet:

Due to our merger with Lockhart–Mellon we have been faced with eliminating a number of positions with overlapping responsibilities. We felt we could take care of the problem with our early retirement offer. However, too few people chose that option, and we are now forced to eliminate positions. Unfortunately, your position has been terminated, effective immediately.

I have attached a sheet which explains the status of your benefits and vacation time accrued. We will give you two weeks pay in lieu of advance notice.

I am keeping Room 214 open as a resource room for those looking for new positions. You are welcome to use the office, fax machine, and photocopy machine to facilitate your job search. We have also arranged to have Brian Elly from Career Services available for consultation. His number is 555-9039.

We appreciate the fine work you’ve done for us these past six years. It grieves me to have to let you go, but I know your positive attitude and strong work ethic will bring you success wherever you decide to go.

Sincerely,

Example 10: Layoffs

Memorandum

TO:

FROM:

DATE:

SUBJECT:

I am sure you are well aware that we have undertaken a major effort this year to cut costs so we can remain competitive in our swiftly changing market. Part of that effort has been the transfer of 70 percent of our manufacturing to factories abroad. Because the majority of the work is now being done overseas, we are compelled to reduce our staff in Philadelphia to a size appropriate to its decreased scope of responsibility. Regretfully, your position is being eliminated.

This becomes effective March 31. Between now and then, I encourage you to make finding a new position your primary objective. Susan Teasdale in the Human Resources department is available to assist you in your employment search.

You will be paid through March 31 plus vacation time already earned. I have attached a brochure explaining your health insurance and benefits options.

Whether you find a new position within or outside of Lockhart–Mellon, I hope you find something that engages your creativity and your skill with computers. Another company will be fortunate to have you. If you wish, I would be happy to write you a letter of recommendation to all prospective employers.

Thank you for eight years of fine work.

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