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Example 1: Sample letters for employee benefit programs
Memorandum
TO:
FROM:
DATE:
SUBJECT: Change in Insurance Provider
Because of our growing concern about the stability of Fortune Life Insurance Company and the rising costs of coverage, we have made arrangements to place our insurance with a new organization, Belton Mutual Benefit. You should benefit two ways from this change: the monthly premiums for the dependents you now carry should be an average of five percent lower and the deductibles will be $300 per family rather than the current $500. There are no requirements for health exams; all who are now covered will be eligible for coverage under this new arrangement.
We will be mailing to each of you a brochure that overviews the program and answers most questions about coverage. Of course, as with any change, there will be questions about atypical situations. For those questions or situations not addressed in that brochure, please call Helen Dolittle at Ext. 3469. She is well-versed in the insurance field and will be happy to talk with you about your unique situation.
Although many organizations around the nation are now asking their employees to share in assuming the cost of health insurance, we are happy to continue to provide this coverage at no cost to you. We care about your peace of mind. Thank you for your continued fine work on behalf of the company and your cooperation during this changeover.
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Example 2: Employee benefits letters
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
To All Employees:
We are pleased to announce our board of directors has voted to change the eligibility requirements for participation in the Employee Stock Purchase Plan. Effective January 1, all employees who have completed one year of service with the company will be eligible to join the plan. Previously, employees had to complete two years of service before being eligible to enrol.
The Employee Stock Purchase Plan is an effective savings plan you may wish to consider joining if you’re not already participating. You may be interested to know there has been a 62 percent increase in employee participation during the last two years. Currently, 2,446 employees are enrolled in the plan.
Enrollment cards are available from Doris Dubai at Ext. 2345. Please refer any questions to her.
We’re happy to make this plan available to you, and we thank you for making our company a success.
Sincerely,
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Example 3: Employee Benefit Programs
Memorandum
TO:
FROM:
DATE:
SUBJECT: Parking garage
No more walking in the rain. On February 1, the new parking garage will be completed and ready for use. All Denver employees will be allowed to park on the upper five levels without charge.
To enter the garage, you must have a windshield parking sticker or a red temporary parking permit displayed on your vehicle. All the green, restricted permits will expire on February 1.
Both the Hilton and the Rusk entrances will be open during normal work hours. The exits are activated automatically at any time.
We think you will enjoy the convenience of this new parking facility.
Sincerely,
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Example 4: Equal Employment Opportunity Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Equal Employment Opportunity Policy
B & B Advertising maintains a non-discrimination policy in every stage of employment and fully complies with all non-discrimination laws. Performance in this area will be continually monitored and modified where necessary. In order to maintain our non-discrimination policy adhere to the following guidelines:
1. Advertise, recruit, hire, transfer, and promote without regard to race, religion, color, national origin, physical handicap, sex, age, or any other legally protected classification.
2. All decisions relating to personnel, particularly promotions, are to be based solely on the individual’s qualifications.
3. Every employee is required to follow these guidelines. A team of inspectors has been established to monitor the compliance of these polices.
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Example 5: Ethics and Personal Conduct Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Ethics and Personal Conduct Policy
Sylvan Communications expects all of our employees to conduct themselves in an appropriate manner. Every employee is expected to refrain from any activity which creates a conflict of interest with their job responsibilities, any of our clients, or normal working operations. These include, but are not limited to:
• Legal Requirements — employees can not violate any local, state, or federal law in the course of conducting business
• Fairness — when conducting business with dealers and suppliers, employees will always act in a fair and ethical manner.
• Outside Employment and Outside Business Interests — employees cannot engage in any type of employment or business dealings with a competitor or supplier.
• Gifts and Entertainment — employees cannot accept any gifts over a $25 value from any individual or company who does or wishes to do business with Sylvan Communication.
Any violation of this policy could result in disciplinary action or termination.
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Example 6: Grievance Procedures
Memorandum
TO:
FROM:
DATE:
SUBJECT: Grievance Procedures
Hanford Consulting has established a set grievance procedures for the employee’s protection. By following set steps the employee can take their grievance to their supervisor, Human Resources Department, and finally the Employee Grievance Board. The steps are as follows:
• Bring your grievance to the attention of your supervisor within 48 hours of the incident in question. If the employee is not satisfied with the response they can move to the next existing supervisory level.
• If the grievance is not settled in step one, the employee can submit a written complaint to the Human Resources Department. If within a week the grievance has not been settled you may request a hearing before the Employee Grievance Board.
• With 7 days of your request a randomly chosen Employee Grievance Board will meet to hear and rule on your grievance. The decision of the Board will be final.
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Example 7: Employee benefit plan
Memorandum
TO:
FROM:
DATE:
SUBJECT: Housekeeping Policy
In order to maintain a high level of safety, organization, and a pleasant atmosphere, Brown Industries requires that all employees be responsible for keeping their work areas clean and neat at all times. In this way we can reduce waste and raise productivity.
Supervisors may assign clean up duties as needed to comply with this policy.
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Example 8: Employee benefits service
Memorandum
TO:
FROM:
DATE:
SUBJECT: Jury Duty Policy
When an employee of Moyer Investment Group is called for jury duty, the employee will be released for the length of time necessary to fulfil that obligation.
The employee will be paid any difference between the amount received for jury duty and the employee’s normal salary. In return for the partial salary, all employees serving jury duty are expected to return to work if dismissed or released early.
This policy applies only in cases of jury duty. Moyer Investment Group is not obligated to make special exceptions for employees to attend to other personal legal matters.
After receiving a call to jury duty, the employee should notify his/her, department manager, as soon as possible and submit a copy of the jury duty notice to the Human Resources Department.
Supervisors are responsible for arranging the employee’s salary reimbursement and any necessary temporary help through the Human Resources Department.
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Example 9: Leave of Absence Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Leave of Absence Policy
B&B Consulting will award employees a non-paid leave of absence for any reasons the company deems acceptable. To obtain leave, employees must submit the Leave of Absence form on file in the Personnel Department at least three months prior to the desired leave time.
Leaves of absence will not be awarded to employees who are leaving the company and do not intend to return. In granting leave, we will consider:
• length of time employed with B & B Consulting
• the employee’s record with the company
• the length of the leave
• the reason for the leave
• the department’s ability to complete the employee’s work in his absence
In most cases, leaves of absence are granted without pay, although seniority and benefits remain intact. A maximum of four months leave will be enforced except in cases where the vice president authorizes an exception.
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Example 10: Management rights letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Management Rights
Within its sole discretion and without advance notice or statement of cause, Brown Industries retains the right to change or suspend any of its personnel policies. This provision includes but is not limited to rates of pay, benefits, and other forms of compensation.
All employment agreements must be signed by the employee and CEO in order to be binding. No decisions on personnel policies will be enforced retroactively to the detriment of employee salary, benefits, or other forms of compensation.
As a condition of their employment all employees must recognize these rights of Brown Industries.
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Example 11: Policy letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Maternity Leave Policy
In cases of pregnancy, childbirth, and other related medical conditions, Tate Consulting will provide temporary maternity leave. The length of leave time will be determined by supervisors in consultation with the Personnel Department, the employee, and the employee’s physician. The maximum maternity leave any employee can take is 12 months. Those on maternity leave are entitled to full pay and employment benefits.
All applicable local, state and federal laws apply to Tate’s maternity leave policy. If any part of the policy is found to be inconsistent with these laws, the laws will prevail.
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Example 12: Military Leave Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Military Leave Policy
Brown Industries will grant military leaves of absence as required by law so as to help meet the needs of employees enlisted in military service. The following policies apply.
1. A military leave of absence for the duration of the service required, will be granted to any permanent full-time employees called to active military service. The leave will be cancelled in the event of re-enlistment or other voluntary extensions of duty.
2. All employees granted a military leave of absence will be given two weeks base pay.
3. Conditions for reinstatement of employment at Brown Industries include:
• receipt of an application for reinstatement within one month of the conclusion of military service
• completion of service and credible military record
• physically qualified
Upon reinstatement, the employee will be given their former job or one similar in terms of salary and position as is available.
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