Personnel Issues

Appreciation of Award & Bonus — Comments Off on Appreciation on Presentation of Award & Bonus
25
Nov 10

Appreciation on Presentation of Award & Bonus







Guidelines : Appreciation on Presentation of Award & Bonus

Appreciation on Presentation of Awards or Bonuses

Guidelines and Alternate Phrases

  • State what the award or bonus is.
  • Elaborate specifically on what the person has done to earn the award or praise.
  • We appreciate the 60-hour weeks you gave to the project.
  • We know you were “on call” for 24 hours a day for what must have seemed like an eternity to you. But then, that’s the kind of dedication you always bring to such assignments.
  • No detail was too small, you knew exactly who was doing what, when, and where. Such care for the project’s outcome is just something you can’t pay for. Your dedication to the task is so much more than we can have ever hoped for.
  • Express what the award or bonus means in symbolic terms.
  • This award signifies our confidence in you as the leading spokesman for our organization, the pace-setter for us to follow.
  • Your championing our cause gives credibility and focus to the pressing issues at hand.
  • This bonus is a token of the kind of future we think you have with the company.
  • Be warm, informal, and sincere.
  • Again, thanks for your efforts.
  • Thank you for giving us your very best effort—with overwhelming success.
  • You gave it your best shot—and it was right on target.
  • My sincerest appreciation and admiration.

Example 1: Appreciation letter to employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mark:

By now you have certainly read the press releases on the almost unbelievable strides TRB has made this year under your leadership.

As you know, we are asking you to be our guest at the annual dinner meeting December 1, where we can make a formal “Excellence in Leadership” presentation before the entire membership. But before that date, I simply wanted to express my personal gratitude.

I’m sure you’re not the kind of person who sits around and counts his trophies, so I wanted to help you pinpoint your most obvious contributions this year: Under your direction, we have added six new staffers, we have finally escaped the red ink on our financial pages, and we have solicited support for and completed the Build-a-Home project for senior citizens.

In my opinion—and I might add the opinion of all I’ve talked with this year—we couldn’t have chosen a more fine motivator, speaker, creative guru, and general all-around committed colleague to carry the ball for us this year.

Please accept my heartfelt thanks.

With warmest regards,

Example 2: Bonus appreciation letter to colleague

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Gene:

Although you already know you are the guest of honor at the Drivers’ Safety Awards Banquet, I want to extend my congratulations on your stellar safety record this year.

Your attention to safety is an asset to the company. I know you have worked hard to improve your driving year after year. Your spotless record and faithful attendance at safety meetings is an example for every driver to follow. The bonus is a token of our appreciation of your achievement.

I look forward to seeing you and your family at the banquet—they must be very proud of the work you’ve done. Again, congratulations.

Regards,

Example 3: Appreciate employee on bonus

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Julie:

Your company-wide volunteer initiative with St. Sebastian’s hospital has been a great success. I guess I’m not the only one who noticed.

Congratulations on earning the Kreeger Enterprises Award for Service to the Community. The fact that we received nominations for you from your supervisors, your co-workers, and St. Sebastian’s Hospital is a testament to the outstanding work you’ve done on behalf of Kreeger Enterprises. You are an asset to our company and our community.

You truly exemplify our corporate commitment to Roundtree Township. Thank you for representing us so well.

Cordially,

Example 4: Congratulation letter to employee of the month

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sam:

Congratulations employee of the month! The plaque and bonus are tokens of our appreciation for your exemplary work.

I also want to extend my personal congratulations. Your hard work and positive attitude in the midst of this month’s hiring crunch kept us all going. Volunteering to pitch in on Saturday to help us catch up is just one example of your willingness to go the extra mile.

You are a credit to our company.

Yours Truly,

Example 5: Appreciation letter on presentation of award

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sarah:

Your sales this year have been exceptional, and, as you know, you will receive the Salesperson of the Year Award at the company dinner on Friday. Did you also know you are the leading salesperson in the history of the company?

Congratulations, Sarah. The award and bonus are well-deserved. It’s no secret why you are the best. Your spirit and “never say die” attitude set a standard for the entire sales department.

Please accept my gratitude.

Regards,

Announcements — Comments Off on Of New Policy/Procedure
25
Nov 10

Of New Policy/Procedure












Guidelines : Of New Policy/Procedure

Announcing New Policies or Procedures to Employees

Guidelines and Alternate Phrases

  • Summarize the new policy or procedure immediately without getting bogged down in minute details. Include effective dates.
  • Beginning October 1, we will implement a new procedure for shipping library materials to our field training sites. All orders for videos, periodicals, audio series, or other packaged courses must be placed through Jan Graves. After you phone her (ext. 3456) or drop her a note with your order, she will ship your materials to you within 24 hours.
  • Effective immediately, we will stop charging entry fees for the activities provided at the Hayen and Bostonian entertainment centers. All activities at these sites will be completely free to employees and their guests.
  • The board of directors of the Poppercorn Bureau has adopted a resolution to suspend funding of the Poppercorn Bureau and Affiliates’ pension plan as of January 19–. The old plan will be replaced by a money-purchase defined contribution plan.
  • We have finalized plans to computerize all payroll deductions for both hourly and salaried employees. The current pay period will not be affected; rather, all of these changes will go into effect March 15.
  • Effective with our February tours, an LLC representative will meet each group of clients as they begin their tours and will complete a checklist of details to ensure their security and ours while they are on the grounds.
  • Use a positive, upbeat tone (rather than a scolding tone) that makes readers feel as though the change is to their benefit or at least to the benefit of the employees as a whole. Giving adequate explanations goes a long way in helping employees accept changes.
  • This system is currently being used by only 15 percent of our customer base, and the expense of the extra handling negates any profit on these orders.
  • While some of you have enjoyed the convenience of…, we think the added value of…will more than compensate for the extra time required to….
  • Although these new guidelines will not apply to every situation, they will address the majority of your concerns about trades, including client proprietary information, discrepancies in order amounts, and breakage reimbursements.
  • We think after you’ve had time to use the new system, you’ll agree we can offer a much superior service to our customers. And after all, they are our bosses.
  • We know this procedure generates more paperwork, and that takes time. But we also are confident this closer scrutiny of expenses will help us cut production costs in the long run. And, of course, profitability affects all our salaries and benefits.
  • There may be some confusion in the interim period, but we think the changes will be well worth any initial frustration with the learning curve.
  • Address the most obvious concerns with specific details. Then give readers a source for questions that will arise about exceptional situations.
  • Of course, you will have questions about the new commission rates. We’ve provided an attached listing of….
  • The specifications for the new equipment sound restrictive and costly. In fact, they are not. In the chart below, I’ve compared….
  • You may have questions about your benefits, your rights, and even the advantages of staying in such a business partnership. We have prepared a list of key people with their addresses and phone numbers so you can direct your questions to the most knowledgeable source. They are expecting you to call and will be glad to calculate for you….
  • Let us answer your questions fully. Rather than talking to your fellow employees, family members, and other community leaders who may or may not have all the facts of this situation, we encourage you to direct your questions to two top authorities in this field. We have Dr. Tony Gordon and Dr. Marian Harmtle on retainer for the next three months to offer telephone advice and other assistance, as necessary.
  • Express appreciation for their cooperation.
  • You have always been so careful in implementing new procedures we have no concern that you will have difficulty with this ruling.
  • Thank you for your usual cooperative spirit.
  • Thank you for helping us help our customers.
  • We appreciate your willingness to try new ideas we hope will save us all time and money.
  • Once again, we are depending on your willing cooperation on the front lines. You are the ones who make us look good to our customers.
  • With careful attention to detail and a willingness to improve in every phase of our operation, together we can turn this company around.
  • We appreciate your willingness to make changes whenever we receive valuable feedback about how we can run our business more efficiently.
  • Thank you for taking the time to learn this new procedure. We think it’ll make your job easier.
  • Thank you for accepting this new policy as a necessary step in growing a business.
  • With special care and a can-do attitude, we can make the difference in this year’s bottom line.
  • We think this new procedure is just what the doctor ordered for this new product line. Go make your customers well and happy.
  • Thank you for your help in making this work.

Example 1: Example letters for new policies

Memorandum

TO: To All Employees

FROM:

DATE:

SUBJECT: New Parking Arrangement

On March 1, all employees with a Firestone building access card will be eligible to park in the Hyson parking garage after normal working hours. The cost will be only $1 per entrance, billed directly to the company rather than to you as individual employees. Simply turn in your parking tickets to Charon Jones so we may verify accurate billing from the parking garage.

This new parking arrangement covers the following hours:

5:30 p.m. to 7:00 a.m. Monday through Thursday

5:30 p.m. Friday to 7:00 a.m. Monday

We want to remind you also that access cards are to be used only by employees, not guests or family members visiting after hours. Please cooperate with the building guards if they ask anyone entering the building with you after hours for their identification badges.

We are happy to have been able to work out this parking arrangement for those of you working late and on the weekends. Thank you for helping us with the security and billing issues. If any of you have questions about the security provided, please contact the guard on duty (ext. 3456).

Example 2: Company procedures and policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Men and Women of AT&T:

In January 1990, we will begin to offer you one of the nation’s most comprehensive benefit packages supporting work and family matters. The agreement we signed in May with the Communications Workers of America and the International Brotherhood of Electrical Workers broke new ground. Many believe the scope and variety of the initiatives in our Work and Family Program will set new standards for corporate America.

Providing benefits that are responsive to the needs of employees and their families is a tradition at AT&T. The Work and Family Program not only continues that tradition but recognizes the changes in American families that are affecting our lives.

Today many children are living with parents who both work. Many adults are caring for elderly parents. If you face these conditions, you know how tough it is at times to balance work and family. The purpose of this program is simple. We want to make it easier for you to meet your obligations both at AT&T and in your life outside of the workplace.

This booklet describes each of the 10 initiatives that comprise the Work and Family Program. I hope all of you will read it carefully. Even if you don’t have a personal need for the support they provide, they will no doubt apply to your co-workers, your boss, or someone you supervise.

The way we address the family concerns of AT&T people is an important issue for all of us–a competitive issue. Not only will these initiatives benefit you, but they will also benefit our customers and, ultimately, those who invest in our business. The Work and Family Program is an important investment in the future. These initiatives will help us attract and keep the talented workforce we need to win in the marketplace, and they will help all of us maintain a healthy balance between our work and families, so we can concentrate on giving our customers the best we have to offer.

Sincerely,

Bob Allen

Note: Reprinted with permission by courtesy of AT&T.

Example 3: New procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Volunteer Program at St. Sebastian’s Children’s Hospital—Paid Leave

Beginning October first, we will offer all employees one day paid leave per month to volunteer with our corporate charity partner, St. Sebastian’s Children’s Hospital.

Contact our community projects coordinator, Peg Van Dorn, to find out about volunteer opportunities at the hospital. Peg will serve as your liaison with the hospital, registering you with the hospital, placing you in a volunteer assignment, and giving you the proper form for your supervisor’s approval.

We think this program will help the children of Philadelphia and give Freedman Enterprises a more visible presence in the community. For those of you who have always meant to volunteer but haven’t quite gotten around to it, we hope this program provides the incentive you need.

Example 4: New policies procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Annual Safety Week, June 14–19

June 14–19 is Annual Safety Week at the refinery. It is a time for us to reflect on what we could have done better this year and work on improvements. We have planned a series of safety seminars as well as a couple of surprises—emergency safety drills—throughout the week.

The following is a schedule of seminars:

Monday June 14—Emergency Safety Procedures:
9:00 a.m.–10:30 a.m.—Building B, Room 200
Mandatory for all employees

Tuesday June 15—Chemical Storage and Handling:
3:00 p.m.–4:30 p.m.— Building B, Room 218
Mandatory for laboratory technicians

Wednesday June 16-—Pressure and Heat Gauge Safety:
1:00 p.m.–2:00 p.m.— Building A, Main floor
Mandatory for loaders, machine operators, machine technicians

Thursday June 17—Reviewing 1997 Safety Records:
1:00 p.m.–2:00 p.m.—Building B, Room 218
Mandatory for all supervisors and foremen

Friday June 18—Fire and Spill Safety Review:
3:00 p.m.–4:30 p.m.—Building B, Room 218
Mandatory for all supervisors and foremen

Accidents this year are down 25 percent from last year. That is an improvement. However, none of us will be satisfied until we are accident-free. Thank you all in advance for taking time out of your busy schedules to re-focus our attention on safety.

Example 5: New policy letter for company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Copy Machine and Supply Closet Log Books

On Monday, log books will be placed at the copy machine and the supply closet. When you use the copy machine mark the date, time, number of copies made, who the copies were made for, and your name. If you take supplies from the supply closet mark the date, materials taken, who they are for, and your name.

We appreciate your cooperation in using the log books consistently. Once we have a record of where our inter-office resources are going, there will be less chance that we place wasteful or insufficient orders.

Example 6: New policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Spouses Invited to Annual Convention in Palm Springs

We are pleased to make this year’s convention a family affair.

The spouses of those employees going to our annual convention in February are invited to attend. In the past, the attendance of husbands and wives was cost prohibitive. Because of our growth this year and a special arrangement with Palm Hotel, we are pleased to cover air fare and hotel expenses for spouses.

If your spouse plans to attend, notify Jerry Richards before December 20 so he can make reservations under our special rates at Palm Hotel.

Example 7: Sample letters for changing the new plans & procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reserve Parking Lot Area for Customers

We will reserve the first two rows of parking spaces at the west entrance for customers only. This policy will take effect on Monday.

Leaving these parking spaces clear is just part of our effort to provide the best customer service possible. Ultimately, we are the ones who reap the benefits of having happy customers.

Thanks for your cooperation.

Example 8: Notify employees of a new policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Access to Samples and Promotional Materials

It has been reported that some employees are taking product samples and t-shirts for personal use. We are instituting the following policy in order to ensure the effective use of samples and promotional materials. They are designed to solicit and maintain clients’ business. I am sure that’s a goal we all support.

Effective March 30, only sales representatives will be allowed to distribute free samples and promotional materials. Others who wish to distribute such items must receive written authorization from Sarah McMillan, promotional director.

Example 9: Memos for new policy for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Direct Deposit of Paychecks

We are pleased to offer a direct deposit pay option starting the first week of August. Employees who choose direct deposit will have their bank accounts automatically credited with their salary each Friday. Instead of receiving a check in your mailbox, you will receive a deposit slip.

If you would like to be paid by direct deposit, Beverly will give you a form asking for your name, address, the name of you bank, your account number, and account type.

Example 10: New policy inform to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: On-Line Book and Document Requests—Trial Period

On September first, we will begin a two-week trial period of an on-line book and document request system from the law library. During this trial period you are encouraged to make library requests via the Web site created by Dave Kreeger at the retrieval desk. The address is http://www.librequest.org/hogan&pavlanski.

When you go to Dave’s site you will fill-out an electronic order form similar to the paper order forms the library currently uses. Dave will respond via e-mail when the item you requested is ready to pick-up.

Although you can still go to the library and fill out a paper request form during the trial period if you choose, we hope to transfer to an all electronic system by the beginning of October. This system will help us better monitor our library transactions.

Announcements — Comments Off on Of Mergers Acquisitions/Restructuring
25
Nov 10

Of Mergers Acquisitions/Restructuring






Guidelines : Of Mergers Acquisitions/Restructuring

Announcing Mergers, Acquisitions, or Restructuring

Guidelines and Alternate Phrases

  • Announce the merger, acquisition, or restructuring up front.
  • The many rumors you have heard do have some basis in fact–we are pleased to announce that….
  • We have learned today an agreement has been reached for Farmington investors to acquire the stock of Bledson International. Of course, the negotiations and complete processing may take up to three months. In the interim period, we anticipate operating as we do currently; no changes in management have been discussed or approved.
  • Today Universal and Harrington Uptown have reached an agreement to merge and restructure their organizations so both can devote time, resources, and expertise to what they know best in the _____ industry.
  • This week Fullerton, Inc. will begin a major restructuring effort to decentralize our operations and push decision-making lower in the organization. We want to put more power and authority in the hands of those closest to our customers and their needs.
  • Bozell, Inc., has charted a new course through the murky economic waters of the industry downturn. Effective October 1, we will begin to put into effect a restructuring plan that will help us eliminate duplication of efforts in our field operations while preserving the autonomy of individual regions.
  • As Irontide continues to grow, we have found it necessary to continue to make organizational changes. These changes are beneficial for all our employees because we have opened new opportunities for advancement.
  • Address immediate questions employees will have in their mind, such as those about layoffs or new openings, benefits, share values, or market position.
  • I’m sure the question in most minds is that of layoffs. Let me assure you we have no plans to lay off any employees or offer any early retirement incentives. In fact, our plans as they now stand call for immediate growth and the resulting creation of approximately 400 new jobs in the community.
  • Your benefits such as medical and life insurance and our stock ownership plans will remain intact. We anticipate no changes in coverage or costs as a result of this agreement.
  • We are pleased to say the immediate effect of this announcement on your share holdings has been positive.
  • Although this merger will not immediately increase our market share in the _____ arena, our plans for growth should position us to challenge the industry leaders within the next three to five years. We are pleased to say we now have a goal, and we have a plan.
  • Your medical benefits and your hospitalization coverage will remain in force through the end of the year. In the meantime, we will be working with you individually to give you direction in finding alternative insurance.
  • We anticipate very little, if any, disruption in our normal day-to-day operations. You will report to the division directors, who will report to the same regional directors. The only visible change evident immediately will be….
  • This acquisition will, of course, dictate significant restructuring of our marketing division. I’ve outlined below the major reporting changes….
  • Please rest assured your jobs will in no way be affected.
  • Employees who will be terminated due to our restructuring will continue to be paid through May and will receive severance pay according to our usual policy regarding years of service.
  • Our Human Resources office will provide out-placement assistance, including résumé preparation, interview techniques, and aptitude testing.
  • Promise to provide other details as soon as they become available.
  • Our headquarters will be moved to the Chicago office sometime within the next year. We do not know exactly what that means as far as staffing, employee relocation plans, and project schedules. However, as soon as we complete our studies and make these decisions, we will keep you informed.
  • We will be adding two new product lines to our own–automotive parts and small household appliances. Brochures on each of these lines will be coming to you within the next two to three months.
  • Let readers know where they can direct other questions about changes.
  • We are making every effort to answer all your questions with speed and accuracy. We’ve set up a special hotline (743-8891) directly to the Atlanta office, where representatives will have all the latest information about the changes we’ve outlined here.
  • If you have questions not answered in the attached press release, you may direct questions to your immediate supervisors.
  • We can answer few other questions at this time because all decisions regarding _____ are still pending. Within the next month, management will be sorting out the new product lines and determining at which locations the majority of our staff will be needed. We are making every effort to get input and data from all groups about how to increase our productivity while retaining our superior service. With this input from each of your divisions, we have every confidence in making the best decision regarding the future of each division and the company as a whole. Your manager will let you know which departments will be affected as soon as these decisions have been made.
  • We will continue to update you with details of this decision as soon as we ourselves learn of further plans.
  • Be optimistic in tone.
  • Rumor has it most of our employees are quite eager to complete the final transactions that will make us the largest retailer in the state.
  • Keep up the good work. There’s a bright future ahead.
  • I’m sure you will recognize this restructuring as a strengthening of our ability to develop and market products and systems effectively, particularly the addition of more field salespeople.
  • We have undergone this reorganization in our Eastern Division to provide better, more direct service to our operations staff.
  • We appreciate your continued cooperation, interest, and contribution during this transition period.
  • Thank you for your patience in this transition period.
  • We have every confidence you will finally agree this decision was the only sensible one in light of today’s economy.
  • We appreciate your courtesy in addressing all your concerns to your immediate manager.
  • We look forward to a promising future.
  • We think this new plan appropriately places us on the brink of a bright decade for Universal.
  • Thank you for your hard work and past loyalty. This new direction offers an even more promising horizon.
  • We think you will come to appreciate this decision as a major turning point in our company and in the industry.
  • We look forward to increased profitability for all concerned.
  • We’re glad you’re on board for this promising new future.

Example 1: Sample announcements letters of mergers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Hosack Employees:

Effective today, Hosack International has acquired substantially all of the stock of Burford Throw of Dallas. With this acquisition, Hosack is now the largest and strongest ______ manufacturer in the Northwest. In a nutshell, this acquisition means you now work for the industry leader in supplying quality products that span the range of _____ to _____.

Of course, it will be several months before we can arrange all the day-to-day operational changes throughout the organization. As you have questions about job openings, benefits, or insurance coverage, please direct them through the normal channels. Please be patient with us in getting the right answer to you.

We also want you to be part of this exciting opportunity to work out creative solutions to our sudden growth and expanded opportunity. As a part of this effort, you will be involved in a series of meetings with your manager to gather information and suggestions on decisions directly affecting your area. Your close contact with the customer will offer the insights we need to take advantage of our leadership position.

We look forward to your help with our operational plans for growth. All of us have an exciting future around the corner.

Sincerely,

Example 2: Announcing mergers letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To All Employees of Irontide:

Today Grafton, Inc. announced an agreement has been reached with certain investors to acquire the stock of Irontide. This agreement is subject to several conditions that must be met before the acquisition is final, and this negotiation process may require up to five months. Until this agreement is final, there will be no organizational changes within our company.

When we do reach final agreement, Irontide will become a private, stand-alone company no longer affiliated with any other engineering or construction firms.

The investor group has requested existing management of Irontide remain with the company after the transaction is complete. Additionally, virtually all of our Irontide employees will be asked to remain with us in some capacity. Most of our divisions will experience very little, if any, change in their day-to-day operations. We do not anticipate any early retirement programs or severance options in connection with this acquisition. We also expect all benefits to remain as they now are.

The next few weeks will be busy, exciting, and challenging ones. Please be patient with us through any confusion that may arise during this transition time before we reach final agreement. We will keep you informed of all the events and plans as we learn of them ourselves.

Sincerely,

Example 3: Company merger letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Fellow Employees:

We are in the process of making a number of changes in our worldwide manufacturing operations that will require us to establish an after-tax profit reserve of about $555,000,000.

As you can imagine, this decision to establish a restructuring reserve has been given thorough and deliberate consideration by the company’s management. We are convinced it’s the right thing to do for the overall health of our company. As a result of this reserve, we can become more cost competitive and continue to bring innovative products to our customers.

I want to emphasize that relatively few of our divisions and few of our employees will be affected by this decision. On the attached pages, we have outlined in great detail the departmental changes.

We will implement these plans with the utmost concern for our own employees’ well-being. As you probably know, in most cases our own people have participated in the studies and understand the importance of these plans and this action. At the few sites where our studies are still incomplete, we will continue to listen to our own staff and work closely with them, keeping you informed every step of the way.

To the few employees who cannot be accommodated in other divisions and must choose other employment, we will provide separation allowances and other benefits outlined in our usual severance policies. Finally, we pledge those leaving the company every reasonable assistance in finding suitable employment.

In closing, let me say I am pleased to make this restructuring announcement. We have a fine company–a company with people who have the highest values and interest for their colleagues. I’m confident you will come to share my enthusiasm for this decision.

Yours truly,

Example 4: Acquisitions and mergers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Burford-Hymil Organization:

Our company officials and those of Freeman Inc. announced today an agreement has been reached on the merger of our two companies, to be effective May 9. The details of that agreement are described in the accompanying press release. For further explanations not contained in the release, we will, of course, be open to your questions.

I simply want to tell you how pleased I am about this merger. Freeman Inc. is a fine company, a company with values and people similar to our own. In the future, as you come in contact with these new members of the Burford-Hymil organization, I’m confident you will come to share my great enthusiasm for this relationship.

Sincerely,

Announcement of Employee Leaving — Comments Off on Announcement of Employee Leaving
25
Nov 10

Announcement of Employee Leaving

Guidelines : Announcement of Employee Leaving

Announcing Employees Leaving

Guidelines

  • Be sincere; avoid flowery, overblown sentiment.
  • Be informal.
  • Be personal without being too familiar. Comment on pleasant personality traits, contributions to the company, or future plans. Remember, however, that retirement or resignation may not be a pleasant experience for everyone; avoid remarks about age, conflict, illness, or finances.

Example 1: Sample letter for announcement of employee leaving

Memorandum

TO:

FROM:

DATE:

SUBJECT: Retirement of Anna Fitzgerald

Effective February 1, 19—, Anna Fitzgerald will no longer have to trudge through wind and snow to arrive at a paper-covered desk and ringing telephone by 8:30 every morning; she is retiring.

I can’t think of anyone in the department who has done more to lift spirits with her “witticisms for every occasion” than Anna. Certainly, she’s the only one who holds all departmental secrets, such as where to find spare file-cabinet keys, a copy of an annual report from 1945, or the name and phone number of the maintenance manager in Kalamazoo. Let’s hope she doesn’t get an unlisted number and remains available in our inevitable times of crisis.

Join me in congratulating Anna on her richly deserved independence and leisure. We’ll miss you, Anna, but we wish you the best with future plans to travel and show your paintings.



Example 2: Memos for announce an employee’s retirement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation of Max Nicholas

It’s with regret that I announce the resignation of Max Nicholas as Sales Manager, effective September 30, 19—. Since Max joined our staff in 19—, he has hired, trained, and motivated many of you to become top performers in your field. I’m sure you regret his leaving as much as we at headquarters do.

It is with warmest personal regards that we wish Max success as he assumes his new position, Director of Sales for the International Division at Meridian Corporation.

Example 3: Employee resignation announcement

Memorandum

TO:

FROM:

DATE:

SUBJECT: Retirement of Sandy Kaufman

As of March 31, Sandy Kaufman will be hanging up his tool belt to pursue traveling and playing with his grandchildren full-time. Sandy’s retirement comes after 45 years of loyal service as chief technician.

We will not only miss Sandy’s technical expertise but his ever-present good cheer. Join me in wishing him a relaxing and well-deserved retirement. In Sandy’s honor, we will be hosting a barbecue on Saturday, March 5, from 2:00 p.m. – 5:00 p.m. Family members are welcome!



Example 4: Letter for employee leaving

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation of Ann Metzger

Ann Metzger has decided to leave us in order to pursue a new calling. Beginning May 13, she will take care of her son, Max, full-time.

It is with sadness we let you go, Ann. We thank you for spending four years with us. If you ever miss the late nights taking inventory or the three-hour sales associate meetings, you are welcome to come back and join us. The store won’t be the same without you.



Example 5: Announcement of Employee Leaving

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation of Ryan Claycomb

Ryan Claycomb has announced his resignation as senior engineer, effective January 19. His strong leadership skills and sense of humor will be missed. Ryan has spent eight productive years in the engineering department, spearheading our plastics and polymers research.

We are sorry to lose Ryan’s skill and integrity. Freedman Enterprises in Minneapolis is getting a talented engineer. We wish Ryan every success in his new endeavors.

Anniversary of Employee — Comments Off on Anniversary of Employee’s Service to the Company
25
Nov 10

Anniversary of Employee’s Service to the Company












Guidelines : Anniversary of Employee’s Service to the Company

Anniversary Date of Employee’s Service to the Company

Guidelines and Alternate Phrases

  • Commend the employee on the occasion.
  • Thank you, Harvey, for the past 10 years of your life. From what I’ve observed, you’ve probably been as committed to us here at Universal as you have to your own personal goals.
  • For the past 20 years, we’ve profited from your expertise; the time’s past due for us to say a big, special thank you.
  • You have a special occasion on the horizon. As of July 6, you will have been part of the Universal family for 10 years—a productive part, I’ll be quick to add.
  • My, how time flies when you’re having fun. You may not have noticed, but we at Helco have had much pleasure working with you for the last 20 years.
  • You’ve been a real asset to our company since you joined us 10 years ago. In those 10 years, you’ve contributed skill, time, ideas, energy, and loyalty. We’ve noticed and appreciated all these contributions on our behalf.
  • Mention what you plan to do, if anything, to commemorate the occasion such as a luncheon, reception, or gift.
  • We’re planning a departmental reception in your honor on May 2 at 4:00. Would you please invite your family and any special friends to join us all in Conference Room C, where we plan to put our sentiments into words?
  • Shortly, you will be receiving a plaque commemorating the 25 years of loyal service you’ve given to Universal. Display it or put it away with your keepsakes—either way, please accept it as a small gift that represents a big thank-you for your skill and dedication to the company.
  • The enclosed tickets are our way of expressing a heartfelt thank-you for the kind of time and commitment to excellence that can’t be bought with a paycheck. You’re the kind of employee who gives 100 percent to whatever the project at hand; we want to be the kind of employer that shows gratitude for your contribution. Enjoy your trip and the time off.
  • Jill, how about joining us for lunch on Friday, May 6, at 12 noon? Oh, one more thing—you’re the guest of honor! Congratulations on your 20-year anniversary with the company.
  • What do you do when you have an employee who is productive, talented, creative, loyal, and an all-around nice guy? Well, in lieu of a 90-day trip around the world, we offer our heartfelt thanks for the privilege of working with you the last 20 years.
  • Make the letter personal by mentioning specific contributions to the company or department, accomplishments and awards, or even personal attributes or attitudes exhibited during the employee’s tenure. Many writers think vague, global commendations sound better than specific ones. Not so. The more specific, the more sincere the commendation sounds.
  • Your knowledge of the financial world and investment opportunities has contributed most directly to our profitability during the past five years.
  • On several occasions your supervisor has commented he wished he had a dozen employees just like you—conscientious, dedicated, punctual, skilled. You’re the kind of employee who keeps us in business year after year. We try not to forget that.
  • Your ability to identify the root cause and your determination to follow a problem through to resolution are exactly what we’ve needed around here. That insight and conscientiousness provide the framework for everything we do.
  • We really appreciate the long hours, the persistence, the attention to detail, and your usual cooperative attitude about anything we’ve assigned you in these past years. You’ve shown commitment to whatever the goal set in front of you.
  • Your cheerful smile, your focused attention, and your uncanny way in dealing with difficult customers have contributed most directly to all our efforts in the department.
  • Despite what the diplomas from your two universities said about your abilities, we put you to our own tests around here. We’re happy to report our efforts have verified what both universities said long ago—you’re a brilliant and talented engineer. We thank you for proving that to us over and over again.
  • Kevin, we can’t mention your name around the department without the Headstrum project coming to mind. In all the years you’ve worked so diligently around here, that specific contribution has been the cornerstone of our new customer base. We value that contribution as one of the most noteworthy of our company’s history.
  • I sincerely appreciate the long hours, the furrowed brow over projects gone awry, the creativity in problem-solving, and the can-do attitude you have displayed through the ups and downs of these 20 years.
  • We have especially appreciated your willingness to work on any client project that came along. In fact, I can’t think of a single project you refused—and all have been handled with such class!
  • I want to thank you especially for your dedication to the needs of our customers. We’ve noted so many occasions when you’ve stayed after hours to handle a crisis, when you’ve called in from vacation to answer customers’ requests, and when you’ve even driven across the city in a severe thunderstorm to handle an on-site problem.
  • Your telephone skills have created just the impression we have wanted to convey to our clients. In fact, your telephone conversations have often had better response than some of our on-site sales calls! We thank you sincerely.
  • Look forward to their future. Imply you are expecting many more years together in the organization. What kind of achievements or accomplishments do you expect on their behalf?
  • If the past is any indication of the future, we know your contributions will lead us to many more profitable, enjoyable years in the computer industry.
  • Please keep that same congenial spirit as we move into the next decade together.
  • Our thoughts are with you today; employees like you keep us in business.
  • Best wishes for 20 more good ones!
  • We are looking forward to having you with us for years to come.
  • We will continue to count on seeing your smiling face every morning.
  • Best wishes for many more years in the job you enjoy and we appreciate.
  • Let us know how we can help you continue to do the fine job you’re performing for this company.
  • Thank you for such dedication and loyalty. We will be depending on you as we move into the next decade.
  • Your work will continue to be of even more value to us as we make plans to increase market share.
  • We are thinking of you especially today and focusing on your excellent work—what we’ve come to expect from you and will be counting on for many years to come.
  • We value your work; you’re the kind of employee we aim to please.
  • We hope you’ll be with us for many years to come; we have much to gain from your expertise and dedication.
  • Our future looks bright with you in it. Thank you for your commitment.

Example 1: Anniversary of Employee’s Service to the Company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Beverly:

My calendar has a big red mark around August 1, and I’d say it’s been a red-letter year since you joined us. I’ll have us reservations in the Sierra Room of the Fayette Inn at 11:30 a.m. on Tuesday, August 2. Can you join me?

Let me take this opportunity to say how much I’ve appreciated your excellent coordination of this year’s meetings. The two meetings in Baltimore and in Orlando come to mind as being the most “eventful” in terms of weather problems and potential hotel disasters you averted. Thanks to your efforts on those meetings, as well as the many others, our staff and prospective clients both arrived and left in a pleasant frame of mind.

Although I can’t say I’m looking forward to more crises in the years to come, I can assure you my mind is at ease knowing you’re so capably willing to handle whatever crops up. Thank you for your continuing efforts at making us at headquarters look so good.

Sincerely,

Example 2: Sample letters of anniversary of employee’s

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Cheryl:

We are pleased to commemorate your 20 years of service as a part of the Helco team by asking you to be the guest of honor at a May 6 luncheon at the Houstonian, 12 noon.

Our success and expansion into a three-state region is directly attributable to employees like you who have stayed with us through the years, learned our customers’ needs, and then “pulled out all the stops” to see they got what they wanted. Specifically, I recall your invaluable help in getting the media attention we needed to go into the Atlanta market.

You have shown our new employees what continual education means to the business by always being one of the first to avail yourself of new training seminars. We also have appreciated your willingness to offer your time to professional groups outside the organization working to improve the way we do business.

We’re looking forward to the luncheon and more time to express our deepest appreciation for your contribution to the company, as well as your gift of friendship to those of us who work closely with you. Best wishes in the years ahead as you lead the way to more markets and better customer service.

Cordially,

Example 3: Service employee anniversary

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Christine:

It’s an important day for our company—this is your 20th anniversary at Zatarin’s Shoes. Congratulations!

In the twenty years you’ve been with our company, you’ve gone from entry-level engineer to Director of Research and Development— the epicenter of our business. Your leadership has kept us at the top of athletic shoe manufacturers.

One of your most important projects has been to develop an in-line skates series in the early 90’s. Your persistence was nothing short of visionary. Our prominence in the in-line market today can be traced back to your work ten years ago.

To mark the occasion, Dave Nelson and I would like for you to accept the enclosed bonus check. We would be honored if you would join us for lunch tomorrow—to celebrate our good fortune at having such an exceptional colleague.

Sincerely,

Example 4: Employee’s service letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Daniel:

Congratulations! Today marks your 10th anniversary in the design department of Howard & Loew. For the last decade you have been bringing your best to work, gaining positive exposure for our clients and our agency. It is a rare pleasure to have such a dedicated and loyal employee.

Your contributions to our agency have been tremendous, from the late nights you spent on the Freedman campaign to the incredible design you did for Zaps Shoes. The Zaps’ in-line skates campaign was the single most successful advertising campaign in our company’s history. Their name is synonymous with in-line skates due in large part to your efforts.

In order to celebrate this important occasion, the design department will hold a reception in your honor at Benston’s on Friday at noon. Please invite your family to join us.

Thank you for the last ten years, Daniel. We look forward to the next ten.

Sincerely,

Example 5: Congratulation letter on employee service anniversary

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Shannon:

Do you remember where you were fifteen years ago today? According to my calendar, it was your first day of work at Wright Homes. For the past 15 years we have been fortunate to have your expertise, your creativity, your loyalty, and your friendship.

Many people think of you most when they think of our successes: the Gary Library design, the governor’s mansion, the Indiana Architecture Award, and the feature article in Architectural Monthly. I think of you most through the lean years when your refusal to compromise kept us on track. Your creative integrity positioned Wright Homes to gain the national reputation it has today.

Please consider the enclosed tickets a token of our appreciation and esteem. It’s been a pleasure to work with you. You have been a tremendous asset to this company. I know the coming years will be just as fruitful.

Sincerely,

Example 6: Example of anniversary of employee’s service to the company letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ryan:

Ten years ago today I remember a young, bright-eyed new engineer peeking into my office asking for directions to the elevator. Today he is an experienced senior engineer who knows his way around one of the most influential technology corporations in New York.

Happy 10th anniversary, Ryan. We are glad we have been able to keep you here for a decade. Your contributions to Freedman Technologies have been numerous and substantial. From the mini-laser to the X5000 microprocessors, you have led the company forward, keeping us on the leading edge of technology. Innovation and precision are the hallmarks of a Ryan Claycomb project.

The engineering department has planned a celebration in your honor. Would you and your family be able to join us at Gershwin’s on Friday at 7:00 p.m. for dinner?

Thank you for spending ten great years with us. We look forward to the coming years.

Sincerely,

Example 7: Letter for employee service

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Brenda:

How does your schedule look on Friday? I hope you can find time for a very important lunch. Allen and I would like to take you out to celebrate your first anniversary as office manager with Universal Oil.

Since you came to us a year ago, we have noticed changes in the office. The new accounting system has cut our billing errors in half. The office staff has reached new levels of efficiency. Drivers get their dispatch tickets when they walk in the door, and the filing is actually completed before noon.

We appreciate the work you do. Rarely does an employee make such an immediate impact. Your contributions have been exceptional. Your future with Universal looks bright.

Sincerely,

Example 8: Employee Service to the Company

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Maria:

Happy anniversary, Maria! It was five years ago today you joined our company.

In those five years we have come to depend upon your organizational skills, your professionalism, your wit, and your unflappable calm in the midst of crisis. You have kept me on time for appointments, prepared for meetings, and up-to-date on our clients.

We landed the Freedman account due in large part to the extra hours you put in on their proposal. Your quick thinking saved our presentation for Wright Homes, earning us one of the largest contracts in our company’s history. And through it all I haven’t heard a word of complaint from you. Your positive attitude keeps the whole department going.

Thank you, Maria. Please accept these flowers as a sign of our appreciation for all your hard work. I couldn’t ask for a better assistant.

Sincerely,

Example 9: Appreciate letter to employee for work

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear David:

How time has flown! It hardly seems like ten years have passed since you began working at Edge Chemicals. In that time you’ve become an important element in our success.

In 1988, we were a fledgling distributor, struggling for a foothold in the local market. You came on as sales director and spent countless hours on the road building up our customer base. Today, thanks in large part to your efforts, we are the largest chemical distributor in Indiana and growing.

This clock is a symbol of your ten golden years with us and the many years to come. We appreciate your unwavering commitment to Edge. You are a valued colleague and friend.

Sincerely,

Example 10: Congratulation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Kelly:

Writing letters like this is one of the greatest pleasures of my job. I get to let a valued employee know how important she is to our company. Today is your twentieth anniversary at Coleman Electric. Congratulations.

Our maintenance department has thrived under you leadership. We have seen our line crews become safer and more highly skilled as you instituted and expanded a continuing training program. Your preventive maintenance initiative decreased isolated outages by 25 percent. And your can-do attitude has made Coleman Electric a more pleasant place to work. Line technicians tell frequently what a supportive, positive supervisor you are.

We have arranged a party in your honor at 4:00 p.m. on the third of May. I hope you will invite your family and special friends to celebrate this important occasion with us. Thank you for giving us twenty great years, Kelly. We look forward to many more.

Sincerely,

Acknowledging Receipt of Resume — Comments Off on Acknowledging Receipt of Resume
25
Nov 10

Acknowledging Receipt of Resume






Guidelines : Acknowledging Receipt of Resume

Acknowledging Receipt of Résumé

Guidelines and Alternate Phrases

  • Confirm receipt of the résumé and/or letter.
  • We have received your letter expressing an interest in working for HardGlow. Although we have very few openings at the present time, we are enclosing an application for you to complete. After we receive your completed application, we will contact you again if we have an appropriate opening.
  • We have reviewed your résumé along with those of other applicants and have selected for further consideration an applicant whose background more closely matches the job requirements.
  • Thank you for forwarding your résumé. We will review it carefully, and should we have any suitable openings, we will phone you to schedule an interview.
  • Thank you for your well-written letter outlining your qualifications and your interest in a job with Metbar.
  • We have received your résumé; your credentials are impressive.
  • State your intentions with regard to the résumé: Will you file it for future reference? Forward it to someone else? Review and evaluate it with your staff? Call later to arrange an interview if you are interested in talking further?
  • Our plan is to spend the next two weeks reviewing the résumés from the many, many qualified respondents to our ad. If you have not heard from us by March 1, you can assume we have filled the position.
  • We have a number of applicants to consider and will be in touch with you if the situation warrants.
  • We will circulate your résumé to any managers who have openings where your experience is appropriate. They will contact you directly for an interview if they would like to discuss specific possibilities with you.
  • We will be reviewing your résumé along with those of several other candidates in the next few weeks. If we find a suitable match between qualifications and job, we will call you to talk further.
  • We have taken the liberty of forwarding a copy of your application and résumé to our other subsidiaries. Representatives from those companies will contact you if it appears your credentials are what they need.
  • Close with a general goodwill statement. Thank the applicant for his or her interest in your organization.
  • We appreciate your desire to become affiliated with Metbar.
  • Thank you for giving us an opportunity to review your information.
  • Thank you for taking the time to contact us.
  • Best wishes in your job search.

Example 1:Acknowledging receipt of resume templates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Graves:

Thank you for forwarding your résumé to us; we are always pleased to hear from those who have high regard for our organization and consequently seek employment here.

We will be reviewing your résumé, along with several others received after The Wall Street Journal ad appeared last week. If, after our review process, your experience and expectations seem to match those of the position we want to fill, we will call you to discuss the possibility of an interview.

We appreciate your letting us review your résumé.

Sincerely,

Example 2: Acknowledge receipt of CV letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. North:

Thank you for submitting your résumé to ATW in response to our advertisement about the sales representative position.

We have carefully reviewed the information you provided. Although your experience and qualifications are outstanding, there is not a close enough match with our current job opening.

Your résumé will be kept on file for 12 months. Should a suitable position become available in that time, we will contact you again.

Thank you for your interest in ATW.

Sincerely,

Example 3: Letter to applicant acknowledge receipt of cover letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Hargroves:

Your résumé has been received in response to the recent ad about sales representatives. All résumés are currently being reviewed to find appropriate matches in skills, experience, and interest level.

We will contact you again in 30 days if there is a further desire to discuss employment possibilities.

Thank you for your fast response to our ad and for your interest in working at Metbar.

Sincerely,

Example 4: Letter to applicant

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Herrington:

We have received your résumé for the consulting assignment in South Africa. As our plan now stands, we will be forwarding résumés of all those who have expressed interest in the project to our Boston office, where they will select those they wish to interview.

If there is further interest from them, Martin Cardwell from that office will contact you directly. Thank you for taking the time to prepare a résumé for us.

Sincerely,

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