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

Offering(On a Negative Departure)








Guidelines : On a Negative Departure

Offering Resignation on a Negative Departure

Guidelines and Alternate Phrases

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

Be brief.

Example 1: Sample of resignations letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Salinas:

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

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

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

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

Sincerely,

Example 2: Resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Weimeyer:

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

Sincerely,

Example 3: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Sherbon:

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

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

Respectfully,

Example 4: Serious resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Barry:

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

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

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

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

Sincerely,

Example 5: Resign letters with negative reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Howard:

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

Sincerely,

Example 6: Offering Resignation on a Negative Departure

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

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

Resignations — Comments Off on Accepting
27
Nov 10

Accepting






Guidelines : Accepting

Accepting Resignations

Guidelines and Alternate Phrases

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

Example 1: Sample letter for accepting resignation letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Byron:

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

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

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

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

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

Sincerely,

Example 2: Accept employee resign

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

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

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

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

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

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

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

Sincerely,

Example 3: Letter for acceptance of employee resignation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bryant:

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

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

With best personal regards,

Example 4: Accepting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dave:

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

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

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

Cordially,

Reprimands — Comments Off on Reprimands
27
Nov 10

Reprimands











Guidelines : Reprimands

Reprimands

Guidelines and Alternate Phrases

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

Example 1: Sample letters of reprimand

Memorandum

TO: Harold Springer

FROM:

DATE:

SUBJECT: Kitchen Requirements Planning

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

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

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

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

Example 2: Letter of reprimand example

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Max,

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

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

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

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

Sincerely,

T.H. Hill

Example 3: Reprimands

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Harriet:

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

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

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

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

Sincerely,

Example 4: Reprimands letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Montgomery:

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

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

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

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

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

Sincerely,

Example 5: Example of Reprimands Letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Supervisory Approval on Change in Assigned Work

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

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

Example 6: Sample of reprisals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Improper Safety Glasses

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

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

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

Example 7: Warning letter for violation of company policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Sick-Leave Restriction

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

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

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

Example 8: Reprisals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Meeting Report Deadlines

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

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

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

Example 9: Sample letter disciplinary action

Memorandum

TO:

FROM:

DATE:

SUBJECT: Proper Handling of Customer Complaints

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

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

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

Reorganizations — Comments Off on Reorganizations
27
Nov 10

Reorganizations












Guidelines : Reorganizations

Reorganizations

Guidelines

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

Example 1: Reorganization letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Companywide Reorganization

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

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

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

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

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

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

Example 2: Reorganization letter to employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Payroll and Benefits Departments Consolidation

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

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

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

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

Example 3: Reorganization letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Canadian Sales Region Reorganization

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

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

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

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

Example 4: Example of restructuring company plan

Memorandum

TO:

FROM:

DATE:

SUBJECT: Formation of a Distribution Department

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

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

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

Example 5: Rearrangement of company policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Central Texas Service Center Reorganization

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

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

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

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

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

Example 6: Reorganizations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Creedmore and Westlake Plants Reorganization

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

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

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

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

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

Example 7: Business reorganization

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reorganization of West Coast Stores

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

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

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

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

Example 8: Reorganizations

Memorandum

TO:

FROM:

DATE:

SUBJECT: Budget and Personnel Changes in Defense and Aerospace Divisions

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

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

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

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

Example 9: Office reorganization template

Memorandum

TO:

FROM:

DATE:

SUBJECT: Office Reorganization

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

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

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

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

Example 10: Line of work

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reorganization—Team-Based Structure

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

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

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

Team leaders’ responsibilities are as follows:

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

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

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

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

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

Requesting for Verification of Employee





Guidelines : Requesting for Verification of Employee

Request for Verification of Employment

Guidelines

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

Example 1: Sample request an employment verification letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Schwartz:

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

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

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

Thank you for your time in this matter.

Sincerely,

Example 2: Requesting letter for verification of employee

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Lovecraft:

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

1. Dates of employment

2. Job title

3. Brief description of job duties

4. Strengths in job performance

5. Areas in need of improvement

6. Attendance and punctuality record

7. Ability to work independently

8. Reason for leaving

9. Would you re-employ this person?

Thank you for your time and attention in this matter.

Yours Truly,

Example 3: Letter of request for verification of employee

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Goretti:

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

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

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

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

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

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

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

• Would you re-employee Mr. Delgardo?

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

Yours truly,

References — Comments Off on Declining to Give
27
Nov 10

Declining to Give







Guidelines : Declining to Give

Declining to Give References

Guidelines and Alternate Phrases

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

Example 1: Decline to give job reference

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jack:

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

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

Best wishes in your job search.

Sincerely,

Example 2: Letter for declining to give references

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

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

I do hope you find a job you enjoy.

Sincerely,

Example 3: Samples of refusing to give a reference letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Bono:

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

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

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

Sincerely,

Example 4: Letter for decline to give recommendation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Juniper:

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

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

Good luck with this new opportunity.

Yours Truly,

Example 5: Decline employment refernce letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Elena:

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

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

I wish you well in your future teaching endeavors.

Sincerely,

References — Comments Off on Supply
27
Nov 10

Supply





Guidelines : For an Unsuitable Employee

Supplying References for Unsuitable Employees

Guidelines and Alternate Phrases

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

Example 1: Sample letter of recommendation for unsuitable employees

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Slaughterbaugh:

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

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

Sincerely,

Example 2: Sample references letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reference for John Guerierre

Bill,

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

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

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

If you have other specific questions, please phone.

Example 3: Reference letter for an unsuitable employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Smith:

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

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

Sincerely,

References — Comments Off on Supply
27
Nov 10

Supply








Guidelines : For a Suitable Employee

Supplying References for Suitable Employees

Guidelines and Alternate Phrases

  • Recommend the person immediately.
  • I am pleased to offer you my highest recommendation for Bill Eaton.
  • For approximately 22 months I’ve had the privilege of working beside Bill Eaton, and I can heartily recommend him to you.
  • Without reservation, I highly recommend Bill Eaton to you for any engineering position.
  • I’m thrilled to be asked to write this recommendation for Bill Eaton.
  • As Bill Eaton’s immediate supervisor for the past six years, I can offer only the highest recommendation for his experience, his skill, and his personal integrity.
  • It is a pleasure to recommend Bill to you.
  • With eagerness and all sincerity, we can recommend to you Gerald Forde for the position as geologist.
  • We can offer only the highest recommendation for accountant Carol Lyons, who was previously employed at our firm for six years.
  • I heartily recommend Bill Frazier to you. We would eagerly rehire him if a vacancy developed.
  • Detail the individual’s association with your organization–length of employment, skills displayed on the job, and personal attributes that will contribute to his or her success. The more specific your comments are, the more helpful and more credible the recommendation. If you don’t know the individual well or can’t offer a high recommendation, you may choose to comment only vaguely.
  • Bill’s loyalty and integrity have been above reproach. Bill’s commitment to helping people has been in the highest tradition of the social work profession.
  • Bill’s willingness to work long hours and his ability to manage time extremely well allowed him to run the department almost single-handedly.
  • Bill proved to be a capable engineer and was able to diagnose and solve mechanical problems with ease.
  • Charles has been active in the community, participating frequently in civic fund-raisers with great success.
  • Bill was career-motivated and self-motivated in achieving the goals he set for himself as well as those we set for him.
  • Bill was loyal to the company and his superiors.
  • Bill has a gentle but persuasive management style that motivates employees, but he can be firm and straightforward in difficult employee situations.
  • Bill understands budgeting and can live within the budget guidelines set for him.
  • Bill communicates well–he was very effective with both customers and with new employees who looked to him for training.
  • Bill was very gracious in accepting different shifts when such scheduling became necessary.
  • Bill’s technical skill and judgment are thorough and sound.
  • I find Ms. Tate to be friendly, reliable, and diligent.
  • While he was with us, Mr. Baubaum carried out his responsibilities in a very forthright manner. He met our deadlines and easily achieved and exceeded the goals we set for him.
  • She handles customers well–on the phone, in person, and in writing.
  • Bryan has a fine family and is quite well known in financial circles because of his successful CPA practice here.
  • Clair is amiable and completely trustworthy.
  • Mr. Jones has now moved into a new line of sales, and we are no longer able to use his products or services. However, we are happy to recommend him and his new firm to you.
  • Her sales skills would be enviable among the most successful in the nation.
  • Bob is a responsible, conscientious employee.
  • Tom performed satisfactorily while he was with us.
  • Verify the reason for the termination.
  • Bill resigned his position as a manager, giving appropriate notice and leaving us with a trained replacement.
  • Bill left his employment here to accompany his wife to a new job.
  • Bill left his employment here to accept a position with Highland Corporation.
  • Bill’s employment here terminated as part of a major staffing reduction of almost 40 percent.
  • Due to the economic situation in our industry, we had to lay off several of our valued employees such as Bill.
  • Donna simply outperformed the job. Not even six months after we hired her, we realized her skills far exceeded the requirements of the job. We hated to lose her but didn’t want to stand in the way of her advancement.
  • We had to eliminate Sharon’s department altogether as one of the economic realities of our declining market share.
  • Ms. Jones left our company to accept a position with a larger CPA firm.
  • Our records show Ms. Michaels left her engineering position here to move to California to be nearer her family.
  • Close with a summary of your opinion of how the new employee will work out in the position.
  • Bill will make a valuable contribution to your organization.
  • If past performance is any indication of future success, Bill will be a superb employee in your organization. Bill will succeed anywhere he chooses to work.
  • Bill has been and will continue to be a valuable employee–the kind that keeps customers and clients coming back.
  • In my opinion, you will be lucky indeed if Bill chooses to accept a position with your company.
  • Bill will be an asset wherever he is hired.
  • Bill has my highest regard both personally and professionally.
  • Bill should prove to be an excellent manager with your organization.
  • Given Bill’s outstanding record here, we would not hesitate to rehire him. You will have made an excellent decision, should you offer him a position with your firm.
  • Best wishes in filling the new position.
  • We think Joan will prove to be a valuable asset to your organization.
  • Don has my highest regard. You will be very lucky to have such an employee.
  • We think you’ll be very pleased to see how Don James performs.

Example 1: Sample Letter of recommendation

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reference for Henry Malone

Yes, I’d be happy to recommend Henry Malone as a member of your legal staff in Chicago. He has worked with me since June 19– and has provided legal opinions on just about every governmental regulation we’ve encountered. He’s self-motivated, thorough in his research, and knowledgeable in all aspects. Although not particularly articulate, Henry does communicate effectively in writing. I only wish there was a way to give him the promotion here he deserves; I hate to lose him.

I wish both of you the best when his transfer is approved.

Example 2: Sample references letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Weldon:

I am pleased to write to you concerning Dianna Frazier’s work history here at Fornsbury and Associates. From March 19– to June 19– she did a splendid job as administrative assistant to me, owner of the firm, and to our vice president.

To be honest, I’d have to say she was more than an assistant. In many cases, she managed the entire office of 23 professionals and kept us all free to deal with clients while she took on the problems of day-to-day operations. Specifically, she coordinated travel arrangements for 12 to 15 of us, selected and purchased office equipment, maintained our inventory of manuals and videos, prepared financial reports, and supervised a staff of three clerical support people. Dianna required very little direction in these duties and no day-to-day supervision, because she approached the job as if she were the owner and as if every problem client signed her paycheck.

Dianna resigned her position here to move to Miami to care for her elderly parents. However, if she ever returned to the area, we would be most eager to have her rejoin us.

I highly recommend Dianna to you and know, without a doubt, she will handle any administrative assistant or office manager position with great success.

Sincerely,

Example 3: Reference letter for an employee character

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Sheraton:

I am eager to comment on Sharon Tatum’s performance as a senior professional in the training industry.

Sharon joined MacIntosh Company in May 19– to plan and implement a number of resource and organizational development programs, which were badly needed. After two successful years in that capacity, she was promoted to training manager, a new position established under the operations division. She served in that capacity until June 19–.

The continuing recession in the energy-services industry forced us to reduce our critical support functions to lower our operating costs; thus, Sharon was terminated during these staffing cuts.

I have worked closely with Sharon since she joined our company and have the highest respect for her, both personally and professionally. She is highly self-disciplined and dedicated to her work. Additionally, she always supports the goals and principles of the organization.

Under Sharon’s leadership and direction, MacIntosh’s training programs have been substantially improved despite limited resources. Some of her most noteworthy programs include the establishment of a highly successful new performance-appraisal system and the development of a skills inventory for managers.

I highly recommend Sharon for any position in the training field.

Sincerely,

Example 4: Personal reference letters,

Company Name or Letterhead
Address
City, State Zip

Date

Letter of Reference

This letter will introduce Donna Stewart, a senior human resources professional. Donna joined Hammerly Inc. (a chain of 34 retail outlets across six states) in October 19–, as a human resources representative. She has been under my supervision since that time.

Donna has been actively involved in all human resources activities. She has demonstrated particular strengths in workers’ compensation and unemployment insurance activities, group health administration, selection interviewing, and forms/policy development. She is completely knowledgeable of COBRA, as well as the provisions of work eligibility verification. During the 10-month expansion that added 28 stores and more than 400 employees to Hammerly, she frequently supervised all human resource functions while I was traveling.

I have the highest personal and professional regard for Donna. She is a unique blend of natural ability, directness, common sense, congeniality, and sincerity. She is completely loyal and totally trustworthy. She smiles readily and interacts effectively at all levels.

Upon the occasion of my resignation, I recommended Donna assume all of my duties and responsibilities. I did so because of her demonstrated competence, her dedication, and her desire to assume additional responsibilities.

Without reservation or qualification, I recommend that Donna receive every consideration for any position in the human resource field.

Sincerely,

Example 5: Employer reference letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To Whom It May Concern:

Efficient in adminstrative tasks. Knowledgeable. Excellent people skills. If these attributes are important to you in your business, I highly recommend Jean King.

Ms. King has worked for me since 19–, first as my secretary while I was comptroller at Hrogon Company and most recently on a contract basis at my CPA firm. During this time, she has continuously exhibited the qualities noted above. She is thoroughly familiar with computer software such as LOTUS 1-2-3, Multi-Mate, and Wordstar. She is particularly adept at typing and putting together lengthy reports with complex attachments and compiling slides and other graphic presentations for proposals to clients.

If you’d like to discuss her credentials in more detail, please feel free to call me at 713-344-5995.

Sincerely,

Example 6: Reference letter for a suitable employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Ladies or Gentlemen:

I have known Henry Appleby for nearly 20 years, during which time he has served as general counsel for Blayton Associates. Mr. Appleby has represented the company in all legal actions before various courts and other tribunals, and he has advised on and handled the day-to-day legal matters that have arisen in the company.

In my opinion, he has advised and represented us well, and I can recommend him to you wholeheartedly.

Sincerely,

References — Comments Off on Requesting
27
Nov 10

Requesting







Guidelines : Requesting

Requesting References

Guidelines and Alternate Phrases

  • Mention the reason for your request for reference.
  • Would you do me the favor of supplying a reference?
  • May I ask a favor? I need a reference letter covering the period I worked for your organization (May 19– to September 19–).
  • I’m considering an engineering position with Dalton Services and need a reference letter about my work with your organization.
  • Dalton Services, an engineering firm in Atlanta, is considering me for an accounting position, and I’m writing to ask you for a letter of reference.
  • Recall the dates of previous employment, if applicable, so the reader can immediately check past records.
  • Overview the new job responsibilities so the reader can comment appropriately about experience, skills, or personal qualities that would make you (or the individual you’re inquiring about) successful. The more specific you can be in your request, the more appropriately the recipient can focus on the job in question.
  • The job will require the ability to get along well with people and an even temperament in handling dissatisfied customers.
  • The job will require travel and flexibility in week-to-week scheduling.
  • Attention to detail and punctuality, as you can imagine, will be extremely important in such a job.
  • Tenacity and determination are key ingredients for the successful person who accepts this position.
  • Extensive knowledge of desktop publishing packages is a real plus in the job.
  • As with many jobs, sound judgment and the ability to make quick decisions will be qualities uppermost in the prospective employer’s mind when filling this position.
  • Communication skills–both verbal and written–will be of utmost importance in this particular assignment.
  • My extensive experience in sales will certainly come in handy as a springboard for this managerial job.
  • Although this may sound trite, the prospective employer is looking for someone who really cares about doing a good job–who cares as much as if the business were his or her own to run.
  • Extensive computer experience is a must in the new job, along with the natural curiosity that spurs one to continue to look for ways to improve the current program or process.
  • The job will require excellent communication skills.
  • I’d appreciate your offering an opinion on my management philosophy and the way I interacted with senior management to “sell” our departmental ideas.
  • Punctuality, dependability, and a pleasing disposition are of prime importance in this job. In your opinion, does John have these attributes?
  • We expect the person we hire to have good analytical skills and to be self-motivated on long-term projects.
  • Assure the reader of confidentiality if you are asking for a reference on a prospective employee.
  • Of course, we appreciate your frankness and will hold the information in confidence.
  • We can assure you your opinions will be kept confidential.
  • This information, of course, will be only for our own use.
  • Thank the reader for her efforts. Remember this request, often considered a personal rather than business matter, takes time away (from your reader) from other more important tasks.
  • Thank you for your trouble.
  • Thank you for providing this help. We’ll be happy to return the favor for you if we are ever in a position to do so.
  • Please let us know when we can provide you with a similar reference.
  • John, please know how very much I appreciate your giving this reference for me. I want this job very much.
  • Thank you so much for your help in this way.
  • I appreciate your time in doing this favor.
  • I appreciate so much your help in securing this position.
  • Thank you for helping me land this new assignment.
  • This job will mean a great deal to me. Thank you for helping with this reference.
  • Thank you for your comments; they will be highly beneficial as we try to match the position with the most suitable candidate.
  • I appreciate your honesty in helping us determine how successful and happy Bob would be in this job.
  • My thanks for writing on my behalf.

Example 1: Sample request for recommendation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davenport:

I’m currently seeking employment with Bledson Healthcare Services and need a letter of reference from you. If you recall, while employed by your firm, I worked on long-term assignments with elderly patients (Ms. Elma Scott and Mr. Todd Forenzon) from March 19– to April of 19–.

This new job will require experience and temperament quite similar to that I had with your organization. I’ll be administrator for all nursing services provided to home-bound patients. As administrator, I’ll need to evaluate what the individual can do for himself or herself and what kinds of services the situation warrants. Then, I’ll match nurse to patient according to personalities. The job will require interaction with the public (family members and those of the medical community) and extensive knowledge about government-assisted medical aid and all the administrative paperwork required by law. Finally, the job requires someone who can work alone with very little supervision because Bledson’s headquarters are in Atlanta.

If you can comment on my experience in getting along with both patients and family members, my self-motivation, and my attention to the detail and the technicalities of the medical and legal fields, that should give my prospective employer great insight into how successful I might be in this new job. Thank you for taking the time to prepare this reference. The job means a great deal to me.

Sincerely,

Example 2: Requesting recommendation letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Murphy:

Ms. Carol Meyers, one of your former engineers, has applied for an engineering position in our Atlanta office and has given your name as a reference.

Would you be so kind as to complete the attached form, commenting on her ability to work with little supervision, and her ability and willingness to work under pressure with sometimes short deadlines?

Of course, we will hold your comments in the strictest confidence. If you’d rather respond by phone, please call me collect at 123-456-6789. Thank you for any help you can give.

Sincerely,

Example 3: Requesting letter for character references

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Tartar:

Our conference has been asked to prepare the required character report on Ralph Schell, a member of the bars of New York and Pennsylvania, who is now applying for admission to the bar of Texas.

We wish to verify the positions Mr. Schell has held as vice president and general counsel with your organization. We also will appreciate any facts and opinions concerning Mr. Schell’s qualifications for being admitted to the Texas bar.

Thank you for your assistance in verifying the information supplied to us by Mr. Schell.

Sincerely,

Example 4: Letter for requesting references

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Fred:

I have recently applied for a consulting position with Barker Management Consultants and am hoping to begin developing some performance-appraisal video programs and some negotiation-skills packages.

Would you please write a letter of reference for me about the work I did while under your supervision (June 19– to August 19–)?

Let me outline briefly what the new job entails so you can comment appropriately on those qualities and skills that will have a bearing on my new situation. In this position I’ll be interacting with clients to analyze their needs and then turning my research into a training product. Additionally, I’ll have to work well both independently and also with several team members to coordinate the video and print components of the packages. Finally, my organizational skills will be of paramount importance in writing these programs.

Thank you for taking the time from your always busy schedule to help me in this way. I will appreciate it most sincerely.

Cordially,

Example 5: Requesting reference letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reference Request for Sales Rep Transfer

As I mentioned to you during our phone conversation last month, I have had my eye open for a sales job for some time. At last, I have had the opportunity to interview with Martin Waggoner for such an opening in the western division and have given your name as a reference.

Should he contact you about previous work under your supervision (February 19– to June 19–), I’d appreciate any comments you can make about my interpersonal skills in dealing with customers there in the office and about my product knowledge gained in relaying such information from headquarters to field personnel. The sales rep job, of course, heavily depends on skills in these areas, as well as initiative and organizational ability in handling a larger territory.

Thanks so much for any help you can give in arranging this transfer.

Recruitment Letters — Comments Off on Recruitment Letters
27
Nov 10

Recruitment Letters












Guidelines : Recruitment Letters

Recruitment Letters

Guidelines and Alternate Phrases

  • Mention your recruiting efforts, being as specific as possible about any current openings. If there has been some previous contact, refer to that person, occasion, announcement, or ad.
  • Richard Marun gave me your name as an employee facing a possible change in careers because of RTW’s downsizing plans. Therefore, I was writing to let you know of our interest in talking with you about the research opportunities at our laboratories.
  • We were intrigued by your recent advertisement in The Wall Street Journal about your employment goals in the Far East. We have just the position we think you might be interested in–director of communications for our Tokyo office.
  • In reviewing the academic records of students who have contacted the USC placement office, we see your achievements are quite impressive. We’re wondering if you may be interested in discussing a programmer/analyst position with our company.
  • We saw a recent article in the latest ASTD journal, highlighting your work at Rocco. As a result, our vice president has asked me to let you know of our interest in visiting with you about working with us to achieve some of the same results with our engineering staff.
  • Overview the opportunities with your organization. Suggest the next action.
  • If you will be in the area in the near future, please call us, and we’ll see about scheduling time to visit with you further.
  • If you’re interested in pursuing this opportunity, would you write or phone us?
  • Please let us hear from you if you have any inclination toward putting your legal background to use in this type of position.
  • We look forward to hearing from you about your plans upon graduation.
  • We look forward to hearing about your career-change plans.
  • If we can provide further insights about exactly what type of individual we’re looking for, give us a call at 345-9902.
  • If you should be interested in interviewing for this position, please call Dave Gowers at ext. 345 to schedule a convenient time the week of August 5.
  • Please forward a complete résumé to my attention if this position interests you.
  • Please write us again, if you will, providing the information I’ve highlighted here in my letter.

Example 1: Recruitment Letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear James:

I was on campus last week and came across your records in the Placement Office. You have the kind of academic record that impresses us here at National Engineering, and I want to take this opportunity to invite you for an interview when we return for our fall recruiting visit.

We will be back on campus October 12-14 with the SRT team, scheduling our interviews in the Placement Office. If you are interested in discussing employment with us, please phone me (306-222-4468) any time before that date or drop by the Placement Office during October 12-14 and sign up for an appointment time then.

As you may know, our SRT team is a subsidiary of Packard, with primary responsibilities involving security and energy research for various federal agencies. We employ a technical and support staff of about 6,800. As one of only a few nuclear-research laboratories, we have traditionally emphasized engineering research and development, with strong supporting activities in the physical sciences.

In recent years, our mission has expanded to include energy research that complements our weapons technologies. We now play a major role in the national effort to develop new or improved sources of energy.

If you are interested in pursuing employment opportunities with our organization, we look forward to meeting with you on our next visit to your campus.

Sincerely,

Example 2: Sample letter for recruitment

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Henderson:

I was recently speaking with your supervisor, Kyle Walters, and he expressed regret at the prospect of losing you due to restructuring of your ward. I was wondering if you would like to discuss the possibility of working in a similar closed ward at our psychiatric unit in Willow Falls?

As you may know, Willow Falls is a private institution run by a non-profit organization. We currently have openings for a closed ward staff psychologist. This ward specializes in working with patients who hallucinate auditorally and/or visually. Several of the staff, including

Dr. Joy Speeler, have written case studies based on their observations of the patients. The available position would be under Dr. Speeler’s direct supervision. As Kyle tells me, you have great respect for Speeler and her theories and approaches.

The available position entails immediate responsibility for seven cases, and keeping a minute record for the purposes of ongoing studies of the senior staff. Dr. Speeler also encourages beginning staff to submit proposals for research and publication of their own.

If you are interested in the employment possibility with us, please call me at 562-8954, Ext. 221. I am looking forward to the opportunity to speak with you.

Yours Truly,

Example 3: Recruitment letter templates

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Capello:

We recently discovered your resume that you listed with the AEA, and were impressed with your academic credentials, and the research that you were involved in during your various internships. Your knowledge in advance design work is impressive, and we at GS&L would like to invite you to visit our office to discuss employment possibilities with our company.

As you know, GS&L has been moving to the forefront of the aerospace program for some years now, and we currently have contracts to design seven new systems for various military and space related projects. We are looking for people with bold, innovative ideas to work on our design teams.

GS&L is unique in the industry; we are the fastest growing company with the most new contracts, but we are still small enough that our employees and management team are on a first name basis. Teamwork is not an empty motivational phrase here, it permeates everything we do. Our company’s mission is to keep it that way, no matter how large we grow.

Please feel free to call the GS&L offices if you are interested in discussing our company further. I hope to hear from you soon.

Regards,

Example 4: Interview invitation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Michael,

Our software company, DataOffice, has located your Web page and was impressed with the resume you had posted on it, as well as with the page itself—your graphics and links were exceptional. It is this sort of talent we are always on the lookout for, and we would like the opportunity to discuss the possibilities available at our company.

DataOffice has specialized in designing “designer friendly” software packages for people who want to create their own Web pages. To make such a product appeal to the mass market, we know people who are proficient in building and can explain things clearly. We know that you are a top notch designer, and judging from your text, can explain things succinctly as well.

Should you be interested in learning more about our design team, please e-mail me at torello.dataoffice@wol.com. I am looking forward to the opportunity to talk with you in real time.

Yours Truly,

Example 5: Recruitment letter samples

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Mumphries:

We have heard the rumors circulating once again about the upheaval your team’s coaching staff is undergoing. If you will remember, we spoke to you a year ago and were interested in you for the position of Assistant Head Coach.

We would like to invite you to Atlanta to meet with our coaching staff, team owners, and some of the players. We will of course pay for all travel and hotel expenses, and would be delighted to give you an extensive tour of our city.

As you know, our staff has an enviable reputation for working well together and having an exceptional relationship with the managers and team owners. And, there is the opportunity to work with several of the hottest up and coming players in the league.

I think you will agree there are some real possibilities with us, and we are still very interested in talking to you about our organization. Give Hank a call.

Sincerely,

Example 6: Example of recruitment letters

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Lightfoot:

I was recently speaking with a professor of yours, Dr. Aaron Twill, and he mentioned the sociological experiments that you have been a part of during your graduate work. I was impressed by the caliber of the studies you have worked on, and remember reading several of the journal articles that you have written.

I am currently in the process of assembling a team of researchers for a five-year sociological/anthropological study of indian tribes in the Northwest Territories of Canada. We would be gathering both historical data and current observations of the groups for a comparative study. I would like to talk with you about the possibilities of joining our research team. The project is scheduled to begin the summer after you graduate—perfect timing, if you’re interested!

I’ll be on campus visiting Dr. Twill all of next week, and would love the opportunity to speak with you further. Please give me a ring.

Cordially,

Example 7: Letter for hiring candidate

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Dr. Shearer:

Congratulations on completing your residency with Johns Hopkins. Your achievements there in opthamological surgery are well-known. The Fresno Clinic would be honored, therefore, if you would consider becoming the fourth partner in our practice.

We are proud to have a reputation for being the leading ophthalmologists in the country. As you may know, our staff includes Dr. Harvey Tate, leader in laser surgery; Dr. Dorcas Jared, respected scholar and author of several of your college textbooks; and Dr. Phillip Graham, a leader in glaucoma research. We feel your talents would complement the abilities of the other staff physicians.

We would like to fly you out to meet with us and tour our facilities and the city. We will make arrangements for accommodations during your stay. Please call our executive assistant, Sherry Nougent, and give her your reply.

We look forward to hearing from you.

Sincerely,

Example 8: Hiring candidate

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Medoff:

I have been a regular attendee of The Old Towne Theatre for the past six months, and have been impressed with the quality of the sets you design. In talking with your production manager, Stella Newcombe, I have been told you have the vision necessary for work on a much larger stage. She has told me that you always submit two designs for the sets, one for your smaller theater and one that you’d “love the chance to do.”

I am interested in possibly offering you that chance. I work with the National Theatre for the Deaf (NTD), and we will soon be going into rehearsal for a year long tour of the United States. Our set designer has retired, and we are looking for someone with a solid combination of artistic vision and practical building skills, especially as this set will have to be torn down and moved from location to location. According to Stella, you possess both of those qualities.

NTD has a long and prestigious history—we have performed in some of the finest theatres in the world. I realize that you do not know sign language, but I would urge you not to let that deter you. We always have two actors in the troupe who can both sign and speak, and have several crew members who are also bilingual. And trust me, you will pick up the language quickly yourself, particularly at rehearsals.

We will be at the Conventional Hall Theatre rehearsing tomorrow from 10:00 a.m. – 8:00 p.m. with a 1-hour lunch break and a 2-hour early dinner break. I would be pleased if you could stop by at some point during the day to discuss the possibility of designing sets for us.

Cordially,

Example 9: Recruitment letters example

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Pruett:

We recently read the article, The Top Students in Research Chemistry in the United States, and were quite impressed with the credentials you accumulated in the area of pharmaceutical research while still a graduate student. Your interview proved even more enlightening. It is obvious you possess the questioning nature that is at the heart of all outstanding research. We would be pleased to meet with you and discuss the career possibilities her at Connor Pharmaceuticals.

As the leading pharmaceutical developer in the United States, Connor offers you an almost unlimited array of departments and projects to become involved in. We are committed to providing quality pharmaceuticals, both over the counter and prescription, to the American public. We are currently doing research on medications for AIDS, cancer, and heart disease, just to name our largest projects. We also have dozens of new fields we are exploring.

We would be delighted in if you will allow us to fly you to our Baltimore offices and meet with the Research Coordinator, Deanna Cherico. Our number is (809) 962-5837. Deanna will be expecting your call.

Sincerely,

Example 10: Recruitment Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Applebee:

I recently had lunch with Barney Fisk, your previous supervisor at Hatfield’s. He said that you had taken an early “retirement” but told him you had become somewhat restless. After talking with Barney about your abilities as a Financial Consultant and hearing of your phenomenal achievements while at Hatfield’s, I would like to offer you the opportunity to visit us at Barlow & Straker’s Financial Consulting.

Although Barlow & Straker is new to the South, we are the oldest financial consulting business in New England, and have obtained a reputation for excellence and honesty in our business practices. Barlow & Straker is on solid enough ground to expand, and we regard Savannah as the perfect place for such expansion.

Our offices are downtown on 4th and Howard— at the old Stouffer’s Hotel. Please feel free to drop in any time, no appointment is necessary. Just present my enclosed card to the receptionist. I hope to get the chance to meet with you soon.

Sincerely,

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