Employment Offers — Comments Off on Offering Job
25
Nov 10

Offering Job












Guidelines : Offering Job

Making Job Offers

Guidelines and Alternate Phrases

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

Example 1: Sample letter for job offering

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hyde:

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

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

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

Sincerely,

Example 2: Example of job offer letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sarah:

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

As we discussed, your primary responsibilities will be to:

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

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

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

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

Cordially,

Example 3: Job offer letter to candidate

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Foster:

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

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

Cordially,

Example 4: Job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Doug:

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

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

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

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

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

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

Cordially,

Example 5: Employment offers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wentworth:

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

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

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

• Development of research plans for the semiconductors division.

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

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

• Contribute to semiconductor research.

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

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

Sincerely,

Example 6: Company job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Vidal:

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

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

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

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

Sincerely,

Example 7: Offering Job Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Morton:

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

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

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

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

Please notify me of your decision by May 30.

Sincerely,

Example 8: Offering Job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. White:

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

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

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

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

Sincerely,

Example 9: Company jobs offer letter format,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Urbanski:

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

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

The responsibilities of the supervisor are:

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

2. Write daily reports tracking production.

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

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

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

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

Sincerely,

Example 10: Job offer letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Yates:

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

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

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

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

Please let me know what you decide by November 21.

Sincerely,

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

Invitation to Interview







Guidelines : Invitation to Interview

Invitation to Interview

Guidelines

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

Example 1: Sample letter of invitation for interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Koslowski:

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

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

Please call my assistant to confirm the appointment.

Sincerely,

Example 2: Invitation for an interview

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Keaton:

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

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

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

Sincerely,

Example 3: Interview calling letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Jordan:

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

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

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

Sincerely,

Example 4: Letter to candidates

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Streets:

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

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

Sincerely,

Example 5: Invite to interview letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Techmeyer:

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

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

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

Sincerely,

Employment Offers — Comments Off on Declining Job
25
Nov 10

Declining Job







Guidelines : Declining Job

Declining Job Offers

Guidelines and Alternate Phrases

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

Example 1: Sample letters decline job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Foy:

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

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

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

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

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

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

Thank you,

Example 2: Letter to decline job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Worthers:

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

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

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

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

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

Sincerely,

Example 3: Refusing letter job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Allen:

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

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

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

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

Cordially,

Example 4: Job declined samples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Simon:

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

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

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

Sincerely,

Example 5: Decline job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Joyner:

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

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

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

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

Sincerely,

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

Announcement of Job Offering







Guidelines : Announcement of Job Offering

Announcement of Job Openings

Guidelines

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

Example 1: Sample letter for job offering

Memorandum

TO:

FROM:

DATE:

SUBJECT: Job Opening —Smelting Plant Foreman

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

Description:

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

Requirements:

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

Salary and Benefits:

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

Example 2: Company jobs letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Development Coordinator Job

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

Description:

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

Requirements:

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

Salary and Benefits:

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

To Apply:

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

Example 3: Announcement of jobs in company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Position Available — Site Selector

Description:

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

Requirements:

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

Compensation:

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

Applications:

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

Example 4: Offer letter employment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Boy’s Clothing Senior Buyer Position

Description of Position:

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

Qualifications:

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

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

Example 5: Announcement of new job letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Position — Promotions Coordinator

Summary:

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

Responsibilities:

1. Organize game night promotions with sponsors.

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

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

4. Coordinate souvenir sales at Wizards’ events.

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

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

Qualifications:

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

Compensation:

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

To Apply:

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

Employment Offers — Comments Off on Accepting Job
25
Nov 10

Accepting Job











Guidelines : Accepting Job

Accepting Job Offers

Guidelines and Alternate Phrases

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

Example 1: Sample letter for accepting job,

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bob:

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

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

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

Cordially,

Example 2: Job acceptance

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hogan:

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

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

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

Sincerely,

Example 3: Job acceptance letter example

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Deborah:

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

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

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

Cordially,

Example 4: Offer acceptance letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Andrews:

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

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

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

Sincerely,

Example 5: Accepting job offer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jollet:

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

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

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

Sincerely,

Example 6: Letter for accepting job

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Edwards:

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

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

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

Sincerely,

Example 7: Acceptance letter for employment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jason:

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

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

You can rely on my total commitment to your team.

Cordially,

Example 8: Confirmation job accepted letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Glass:

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

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

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

Sincerely,

Example 9: Accepting job offer letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Justice:

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

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

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

Sincerely,

Dismissals — Comments Off on Unsuitable Employees
25
Nov 10

Unsuitable Employees












Guidelines : Unsuitable Employees

Dismissing Unsuitable Employees

Guidelines and Alternate Phrases

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

Example 1: Dismissal letter for unsuitable employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Teitlebaum:

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

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

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

Your have our best wishes in finding suitable employment elsewhere.

Sincerely,

Example 2: Sample of dismissal letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Whitespoon:

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

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

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

We do wish you success in your future work.

Sincerely,

Example 3: Dismissals letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dismissal—Bill Wright

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

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

Performance Record

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

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

December 21, 19— Violation of safety rules—smoking

January 31, 19— Negligence of assigned responsibility

February 24, 19— Violation of safety rules—smoking

Attendance Record

Fourth Quarter, 19— Five absences and two tardies

First Quarter, 19— Eight absences and four tardies

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

Example 4: Employment dismissal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Dismissal Investigation

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

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

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

We do wish you every success in your future employment.

Example 5: Letter of termination to employee

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wiley:

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

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

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

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

We wish you the best in your future.

Sincerely,

Example 6: Employee termination sample letter

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Ross:

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

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

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

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

Sincerely,

Example 7: Termination letter template

Company Name of Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Green:

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

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

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

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

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

You have our best wishes in finding other employment.

Sincerely,

Example 8: Letter for Dismissal

Memorandum

TO:

FROM:

DATE:

SUBJECT: Ellen Geisler—Appeal of Dismissal

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

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

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

Example 9: Letter to Unsuitable Employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Mark Strugg—Dismissal

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

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

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

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

Example 10: Unsuitable Employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Brenda Banderas—Notice of Dismissal

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

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

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

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

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

Sample letters for Dismissals, Termination & layoff of Employees

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

Layoffs
Guidelines and Alternate Phrases

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




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

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bryan:

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

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

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

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

Sincerely,



Example 2: Sample of layoff letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bob:

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

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

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

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

Sincerely,

Example 3: Layoff letter to employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Stover:

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

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

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

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

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

Sincerely,



Example 4: Sample Dismissals letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Frazier:

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

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

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

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

Sincerely,

Example 5: Sample Letter for Termination

Memorandum

TO:

FROM:

DATE:

SUBJECT:

Dear Shirley:

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

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

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

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

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

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. DiCorpo:

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

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

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

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

Sincerely,



Example 7: Announce the layoff

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gomez:

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

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

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

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

Sincerely,

Example 8: Employee Termination & Layoffs

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

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

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

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

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

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

Sincerely,

Example 9: Letter for announce layoffs of employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Janet:

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

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

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

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

Sincerely,

Example 10: Layoffs

Memorandum

TO:

FROM:

DATE:

SUBJECT:

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

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

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

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

Thank you for eight years of fine work.

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

Appreciation on Presentation of Award & Bonus







Guidelines : Appreciation on Presentation of Award & Bonus

Appreciation on Presentation of Awards or Bonuses

Guidelines and Alternate Phrases

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

Example 1: Appreciation letter to employee

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mark:

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

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

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

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

Please accept my heartfelt thanks.

With warmest regards,

Example 2: Bonus appreciation letter to colleague

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Gene:

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

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

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

Regards,

Example 3: Appreciate employee on bonus

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Julie:

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

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

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

Cordially,

Example 4: Congratulation letter to employee of the month

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sam:

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

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

You are a credit to our company.

Yours Truly,

Example 5: Appreciation letter on presentation of award

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Sarah:

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

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

Please accept my gratitude.

Regards,

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

Of New Policy/Procedure












Guidelines : Of New Policy/Procedure

Announcing New Policies or Procedures to Employees

Guidelines and Alternate Phrases

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

Example 1: Example letters for new policies

Memorandum

TO: To All Employees

FROM:

DATE:

SUBJECT: New Parking Arrangement

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

This new parking arrangement covers the following hours:

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

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

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

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

Example 2: Company procedures and policies

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Men and Women of AT&T:

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

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

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

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

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

Sincerely,

Bob Allen

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

Example 3: New procedures

Memorandum

TO:

FROM:

DATE:

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

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

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

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

Example 4: New policies procedures

Memorandum

TO:

FROM:

DATE:

SUBJECT: Annual Safety Week, June 14–19

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

The following is a schedule of seminars:

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

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

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

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

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

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

Example 5: New policy letter for company

Memorandum

TO:

FROM:

DATE:

SUBJECT: Copy Machine and Supply Closet Log Books

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

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

Example 6: New policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Spouses Invited to Annual Convention in Palm Springs

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

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

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

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

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reserve Parking Lot Area for Customers

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

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

Thanks for your cooperation.

Example 8: Notify employees of a new policy

Memorandum

TO:

FROM:

DATE:

SUBJECT: Access to Samples and Promotional Materials

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

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

Example 9: Memos for new policy for employees

Memorandum

TO:

FROM:

DATE:

SUBJECT: Direct Deposit of Paychecks

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

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

Example 10: New policy inform to employee

Memorandum

TO:

FROM:

DATE:

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

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

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

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

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

Of Mergers Acquisitions/Restructuring






Guidelines : Of Mergers Acquisitions/Restructuring

Announcing Mergers, Acquisitions, or Restructuring

Guidelines and Alternate Phrases

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

Example 1: Sample announcements letters of mergers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Hosack Employees:

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

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

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

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

Sincerely,

Example 2: Announcing mergers letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To All Employees of Irontide:

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

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

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

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

Sincerely,

Example 3: Company merger letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Fellow Employees:

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

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

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

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

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

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

Yours truly,

Example 4: Acquisitions and mergers

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To the Burford-Hymil Organization:

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

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

Sincerely,

← Older Entries
Newer Entries →