Example 1: Announce the new policy letter
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
To All Employees:
As a result of our excellent earnings, Hayden Inc. has become more newsworthy to financial and trade publication reporters. This increased interest should be good for Hayden if we present our story comprehensively and competently.
However, as most of you know, a few reporters are more interested in sensational reporting than inaccurate reporting. Obviously, we must be prepared to prevent this kind of misrepresentation in the press.
With this caution in mind, we have a new policy that requires approval from the third-level manager to handle such media inquiries. This approval policy applies to both foreign and domestic inquiries. Therefore, effective immediately, if you have any media questions, please refer them to our senior vice president, or to my office in her absence.
We have recently experienced an incident in which the media put Hayden in an embarrassing position with possibly serious detrimental effects. We cannot afford a repetition of this kind, and, therefore, we must handle press inquiries more carefully.
Thank you for your cooperation in putting our best side to the cameras and the papers.
Sincerely,
Example 2: Change in policy letter
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
To All Employees:
The Graham Group plans to continue its long-standing support of after-hours recreational activities for its employees. Lasting relationships between employees are often formed, and we view these as just one of the many positive benefits for both the employees and the company.
We have made one change: effective immediately, the procedure for handling expenses for medical treatment due to injuries suffered while voluntarily participating in a company-sponsored recreational activity should be the same as handling other off-duty injuries. That is, employees should submit expenses for reimbursement through the medical benefits plan just as they would for any other non-work-related illness or injury.
Call Joan Rivers at 444-6788 with any further questions. Thank you.
Cordially,
Example 3: Policy letter examples
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
To Operations Managers:
We have a good opportunity to reduce our travel budget expenditures, and your units will benefit to the extent you participate in our new travel agency plans.
Effective immediately, please have our travel agent in Hudson City use “Flyer Opportunity Certificates” when making your airline reservations. The value of these certificates ranges from $50 to $100, depending on the regular cost of the tickets.
Of course, some restrictions do apply to these discounted tickets, and these restrictions will appear on the tickets and/or the itineraries. If you have specific questions about any limitations, call Rebecca Greenfield at ext. 4446.
Please plan accordingly, and let’s save ourselves some money. Thanks.
Sincerely,
Example 4: Policies for company memos
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
To All Shop Managers:
The news you have been waiting for is finally here–and it’s good: Effective immediately, the Weekly Sales Activity Report is no longer required. We will move to a monthly reporting system.
We thank you for your past cooperation in supplying information. We hope it has helped you plan your daily sales calls with specific objectives in mind. In fact, we hope you continue to do such planning, even though you’re not reporting such activity to us. Planning your calls is the very best way for each of you to stay competitive.
Keep up the good work.
Regards,
Example 5: New policy examples
Memorandum
TO:
FROM:
DATE:
SUBJECT: Change in Eligibility Requirements for Employee Stock Purchase Plan
At the November board meeting, the directors of Forbes Manufacturing approved a change in the eligibility requirements for participation in the Employee Stock-Purchase Plan. Effective with the fiscal quarter beginning January 1, 19–, all employees who have completed one year of service with the company (a prior policy called for two years of service) will be eligible to join the plan.
The Employee Stock-Purchase Plan is an effective savings plan in which 1,200 Forbes Manufacturing employees are now enrolled. In fact, during the past fiscal year, enrollment has increased by 46 percent.
New enrollments for each quarter must be received by the 10th day of the new quarter. Should you have questions about “joining the bandwagon” or if you want to get an enrollment form, contact Liz Smith (ext. 282).
Example 6: Policies letter
Memorandum
TO:
FROM:
DATE:
SUBJECT: Overtime Policy
The following policies apply to all overtime work at Luster Plastics Company:
• Non-exempt employees may work overtime only if authorized by their immediate supervisors.
• When requesting overtime, supervisors must give at least four hours notice before the end of scheduled work hours.
• No employee who is working on a continuously moving line or operating a machine can be requested or allowed to work more than 12 hours in one day.
• All reported overtime will be reviewed by the supervisors.
• Work at home can qualify as overtime only with a supervisor’s express written permission.
Example 7: Parking Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: New Parking Policy
Effective December 13, all employees are required to park in the east lot. The south and west lots of the building are reserved for visitors and clients only.
We understand nobody wants to walk any further in the snow than they have to, but this policy is another step toward our goal of putting clients first. Thanks for helping us implement this policy with your usual cooperative spirit.
Example 8: Performance reviews letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Performance Reviews
Performance reviews will be conducted by an employee’s supervisor six month’s after initial employment and then on an annual basis. The employee will be rated in the following areas:
• Effectiveness
• Dependability
• Initiative
• Communication
• Knowledge
• Personal development
A guideline for the supervisor is provided on the review form. Please direct any questions or concerns to the Human Resources Department.
Example 9: Official policy memos
Memorandum
TO:
FROM:
DATE:
SUBJECT: Personnel Records Access
In order to guarantee that information contained in a personnel file is protected and accessed by only the appropriate people, the following policies concerning access have been instituted:
• Employees are permitted to view the contents of their personnel folders only in the presence of a designated official.
• A formal request is required to make any changes to the personnel records.
• Management will be allowed to review only that information that pertains to an individual’s job qualifications and performance and will be permitted only on a need-to-know basis only.
• Outside parties wishing to view personnel records must first gain the written permission of the employee.
Example 10: Employee medical policy letters
Memorandum
TO:
FROM:
DATE:
SUBJECT: Employee Medical Policy
Because we want to create a healthy work environment, Davis Aerospace Technologies has established the following policies regarding employee health:
Prospective Employees
Effective March 11, prospective employees of Davis Aerospace Technologies are required to undergo a pre-employment medical exam as a condition of employment. The exam will be paid for by the company and conducted by a physician designated by the company. Prospective employees must also complete a medical history questionnaire. Giving false health information is grounds for dismissal.
Medical conditions which may impair the performance of a position applied for will be considered in hiring decisions.
Current Employees
Current employees of Davis Aerospace Technologies are required to undergo a physical examination conducted by a company-designated physician bi-annually. Employees working in jobs that require moderate to strenuous physical activity as described in the employment agreement must undergo a physical examination yearly.
Employees will receive notice from the Personnel Office when they are required to have a physical. Except when granted an exception in writing, employees must carry out the required medical examination within two months.
Medical records resulting from company-sponsored physicals and medical history questionnaires are company property. They will be released to employees, physicians, or others only when required by law.
Example 11: Schedule of Holidays
Memorandum
TO:
FROM:
DATE:
SUBJECT: Schedule of Holidays
Hall Insurance Group is awarding a paid holiday for the following:
• New Year’s Day
• Martin Luther King Day
• President’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• The Friday following Thanksgiving
• Christmas Day
Paid holidays will be granted for other religious holidays when employees submit a written request 10 days before the holiday and the supervisor grants written permission.
In order to receive a paid holiday, all employees must be present the day before and the day following the holiday. Exceptions can be made for valid reasons such as vacation or illness. Holidays which fall on Saturday will be observed the preceding Friday, and holidays which fall on Sunday will be observed on the following Monday.
Example 12: Sexual Harassment Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Sexual Harassment Policy
Brown Distributors will not tolerate sexual harassment of any kind from any employee. Sexual harassment is defined as uninvited and or unwelcome verbal or physical conduct directed at an employee because of his or her sex under the following condition:
• When it is either stated or suggested that submission to the conduct is a condition of the individual’s employment.
• The conduct creates a work environment that is offensive, intimidating, or hostile, or if it unreasonably interferes with the individual’s job performance.
• The submission or refusal of the contact affects an employment decision pertaining to that individual.
Any employee found in violation of this policy will be subject to disciplinary action or termination.
Example 13: Sick Leave Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Sick Leave Policy
Any employee of Green Leasing who is absent due to a non-work-related illness or injury will continue to receive the normal base pay.
Employees must report the illness or other reasons for absence to the supervisor in order to receive payment authorization from that supervisor. The maximum paid sick leave allowed will be determined according to the length of employment and individual circumstances.
Example 14: Smoking Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Smoking Policy
In an effort to protect the rights of both the smoking and non-smoking employees of Walton Productions, we have developed a company policy that permits smoking only in designated locations. This policy applies to both employees and visitors to our office.
Designated smoking locations include the third-floor break room and outside the east and south entrances. Departmental managers may also designate smoking areas at their discretion as long as they do not become an inconvenience to non-smoking employees.
Example 15: Telephone use Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Telephone Use Policy
The main purpose of the telephones at Inter Laboratories is to conduct business. We do understand that occasional personal calls are necessary, and each employee is allowed a reasonable amount of these. However, personal calls should be kept to a minimum. If a supervisor deems an employee’s personal calls are excessive or interfere with business, that employee will lose the privilege to make such calls.
Employees may not make personal long-distance calls from Inter Laboratories telephones. Pay telephones are available in the break room for long-distance calls.
This policy may be waived in case of an emergency.
Example 16: Termination Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Termination Policy
Rollins Steel wishes to retain the services of all employees who perform their duties efficiently and effectively. However, it may be necessary to terminate employment for the good of the employee and/or the company. There are five types of termination:
1. Layoff
2. Discharge for performance reasons
3. Discharge for disciplinary reasons
4. Retirement
5. Resignation
6. Requested resignation
Discharge for performance reasons, discharge for disciplinary reasons, and requested resignation are categories under which the company has initiated termination. In these cases, the supervisor must give the employee two weeks notice or the equivalent salary in lieu of two weeks notice. Except in special cases, employees terminated under these categories are not eligible for continuing salary and benefits.
Discharge for retirement, layoff, and resignation are entitled to receive full or partial salary and/or benefits including severance pay. In cases of retirement, health and pension benefits remain intact. Those laid off receive only health benefits during the non-working period but are entitled to full pay and benefits upon reinstatement. Those who resign are entitled to health benefits for a period of four months after the last day worked plus pension benefits accrued.
Example 17: Time Card Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Time Card Policy
Traders Industries utilizes electronic time cards at all of our facilities. Employees must swipe their cards through the reader machine at the beginning and end of each shift. The policies applying to the use of time cards are as follows:
1. Supervisors post employees’ scheduled work times weekly. Supervisors must record any variation on the time card with their initials.
2. No employee may record the time of another employee.
3. Employees are not allowed to work more than 20 minutes prior to or after their shift unless otherwise directed by their supervisor.
4. Employees are not required to record normal breaks.
All questions regarding this policy should be directed to the Payroll Department.
Example 18: Transfer & Relocation Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Transfer and Relocation Policy
Upon relocation, the employees of Foley Distributors are eligible for certain benefits that will assist them in the transition. These benefits are:
• 100percent of moving cost
• Career counselling and employment search for an employed spouse
• Legal and real estate costs incurred in moving
• Cost of living differential according to the most recent figures released by the Department of Commerce but not to exceed 12 percent.
Employees must submit receipts detailing these expenses to the Human Resources Department of the office where they have relocated within two months of beginning employment at the new location.
Example 19: Vacation Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Vacation Policy
As part of the benefits package, each Holly Systems employee is eligible for a certain number of paid vacation days each calendar year. The amount of vacation the employee is entitled to depends upon how long they have worked for our company.
• Six months to two years — one week paid vacation
• Two to five years — two weeks paid vacation
• Five to ten years — three weeks paid vacation
• Ten years or more — four weeks paid vacation
Scheduling Vacations
Requests for vacation days must be made at least two weeks in advance of the planned vacation time except in cases of emergency. Supervisors will attempt to accommodate requested vacation schedules providing they do not cause an unreasonable disruption in company business.
Vacation time does not roll over into new calendar years. The previous year’s vacation days not used by December 31 will be considered lost vacation time.
Vacation in Cases of Termination
Employees who terminate employment by retirement or resignation are entitled to receive payment for any unused vacation time. However, those who are dismissed with a cause or who retire or resign without due notice are not entitled to pay for unused vacation time.
Example 20: Memorandum regarding company policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Wage Garnishment Policy
Tops Plumbing will comply with all applicable laws governing the garnishment of wages. Wage garnishment occurs in cases where a court order requires an employer to withhold a certain amount of money from an employees wages to pay debts, taxes, or other legal obligations
Deductions – The “disposable income” is the amount left after income and Social Security taxes have been deducted. It is from this amount that garnishments will be withheld according to the following schedule:
• Total amount of a federal tax levy
• Non-support order by the court
• Other types of garnishments
Employee’s status
• No employee can be discharged on the basis of a garnishment connected with a single debt
• In the case of multiple debts, disciplinary action is based solely on whether an inadequate sense of responsibility is affecting the employee’s work performance
• Before any disciplinary action is taken, it must be assured that the garnishments are from multiple debts and not the repeated claim of only one
• All employees subject to garnishment will be advised of local credit services
Legal considerations – If any provision of this policy is contrary to applicable local, state, or federal law, Tops Plumbing will comply with the law.
Example 21: Safety and Health Policy
Memorandum
TO:
FROM:
DATE:
SUBJECT: Safety and Health Policies
All Wallace Manufacturing employees are responsible for observing safe working practices, policy rules, and all applicable laws and regulations.
Medical Examinations
• All pre-employment medical exams will be performed by a physician chosen and paid for by the company
• All medical history forms must be completed completely and honestly. Withholding information could result in termination
• Physical exams could be required due to a transfer, promotion, declining performance, or increased absenteeism
• If any employee is impaired due to prescribed medication, they must report it to their supervisor prior to arriving at work
• Any employee with a drug or alcohol problem will be encouraged to seek treatment; however, such treatment does not preclude appropriate action by the company if work performance is affected
Accidents and Injuries
• Following any work-related injury, an employee must undergo a medical exam and drug test with 24 hours or face disciplinary action
• All work-related illnesses or injuries must be immediately reported to the supervisor
• Following treatment for injury or illness, all employees must:
1. Complete a Worker’s Compensation Report
2. Keep scheduled medical appointments
3. Return to work when cleared by a physician
• Company may offer modified duty on a temporary basis
• Employee may be granted a medical leave of absence if more than two weeks is required
Safety Rules – Each department head or supervisor is responsible for establishing necessary safety rules and posting them accordingly. Failure to comply with these rules will result in disciplinary action.
Hiring and Orientation – No employee shall be hired to do a job he or she is not physically or mentally able to perform in a safe and effective manner.
Training and Education – Managers and supervisors are responsible for recognizing the need for training or educational classes or materials which can improve safety. Human Resources will supply approved materials.
Accident Reports – All accidents reported within a department must be relayed to the Human Resources Department.
Facilities and Inspections – Wallace Manufacturing shall maintain all safety and health facilities to meet all applicable standards. Inspections will be conducted on a regular basis to maintain standards.
