Sample - Memorandum to Staff to Keep Supply Room Clean
M E M O R A N D U M
To: ALL STAFF
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
I have recently noticed that it is becoming increasingly difficult to maintain cleanliness and order in the supply room.
It is in everyone's interest to keep the supply room neat and tidy. I would like to remind all staff that when using the supply room, it is your obligation to ensure that the room is left in the same state of cleanliness as when you entered it.
Your anticipated co-operation is greatly appreciated.
Showing posts with label Memorandum to Employee. Show all posts
Showing posts with label Memorandum to Employee. Show all posts
SAMPLE - MEMORANDUM TO STAFF REGARDING RECYCLING CONTAINERS
Sample - Memorandum to Staff Regarding Recycling Containers
M E M O R A N D U M
To: ALL STAFF
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: RECYCLING CONTAINERS
There are now two recycling bins in our offices. A blue box is located in the kitchen for bottles and cans. A second bin is in the supply room located and can be used to recycle pulp and paper products (ie. scrap paper, notes, memos, etc.).
Please make an effort to use both bins in order to cut down on our waste within the office.
Your anticipated co-operation is greatly appreciated.
M E M O R A N D U M
To: ALL STAFF
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: RECYCLING CONTAINERS
There are now two recycling bins in our offices. A blue box is located in the kitchen for bottles and cans. A second bin is in the supply room located and can be used to recycle pulp and paper products (ie. scrap paper, notes, memos, etc.).
Please make an effort to use both bins in order to cut down on our waste within the office.
Your anticipated co-operation is greatly appreciated.
SAMPLE - TERMINATING EMPLOYEE DUE TO BAD PERFORMANCE
Sample Letter Terminating Employee as a Result of Bad Performance
I regret that [STATE GOAL NOT MET, ex. the cost overruns at your division have reached unacceptable levels]. As I mentioned in my memorandums of [DATE, ex. April 5] and [DATE, ex. May 10], and at our meeting of [DATE, ex. May 20], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
I am forced, therefore, to terminate your employment as of [DATE]. [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.] I regret that matters could not have been redressed in a more amicable manner.
Sincerely,
I regret that [STATE GOAL NOT MET, ex. the cost overruns at your division have reached unacceptable levels]. As I mentioned in my memorandums of [DATE, ex. April 5] and [DATE, ex. May 10], and at our meeting of [DATE, ex. May 20], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
I am forced, therefore, to terminate your employment as of [DATE]. [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.] I regret that matters could not have been redressed in a more amicable manner.
Sincerely,
SAMPLE - LETTER WARNING #2: BAD PERFORMANCE
SAMPLE - Second Warning to Employee Regarding Bad Performance
[FIRST NAME, ex. John], I am truly becoming concerned about [STATE NATURE OF BAD PERFORMANCE, ex. the cost overruns at your division]. As we discussed when we hired you, and as I mentioned in my memorandum of [DATE], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
It is for this reason, [FIRST NAME, ex. John], that I want to get together with you to discuss and delineate a plan to [GOAL, ex. turn this plant around]. I want to keep you as a valued employee; that’s why I sincerely hope we can accomplish this goal together.
Please contact me at your earliest convenience.
[FIRST NAME, ex. John], I am truly becoming concerned about [STATE NATURE OF BAD PERFORMANCE, ex. the cost overruns at your division]. As we discussed when we hired you, and as I mentioned in my memorandum of [DATE], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
It is for this reason, [FIRST NAME, ex. John], that I want to get together with you to discuss and delineate a plan to [GOAL, ex. turn this plant around]. I want to keep you as a valued employee; that’s why I sincerely hope we can accomplish this goal together.
Please contact me at your earliest convenience.
SAMPLE - LETTER WARNING #1: BAD PERFORMANCE
SAMPLE - Initial Warning to Employee Regarding Bad Performance
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE], our chief objective is to [GOAL NOT MET, ex. reduce costs at our Western Division Plant]. Indeed, this is precisely why we procured your expertise.
You will understand, hence, that I become concerned when I hear of [STATE NATURE OF BAD PERFORMANCE, ex. significant cost overruns in that division]. I know you to be an extremely skilled, able and experienced individual. For this reason, I am completely confident in your ability to [GOAL, ex. turn this plant around and eliminate the cost overruns].
[FIRST NAME, ex. John], I understand the nature of your work is not easy. In fact, we hired you exactly because we knew of you abilities to handle tough situations. I want you to know that I will stand behind you and aid you in any way I can.
Please contact me if there is something I can do for you.
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE], our chief objective is to [GOAL NOT MET, ex. reduce costs at our Western Division Plant]. Indeed, this is precisely why we procured your expertise.
You will understand, hence, that I become concerned when I hear of [STATE NATURE OF BAD PERFORMANCE, ex. significant cost overruns in that division]. I know you to be an extremely skilled, able and experienced individual. For this reason, I am completely confident in your ability to [GOAL, ex. turn this plant around and eliminate the cost overruns].
[FIRST NAME, ex. John], I understand the nature of your work is not easy. In fact, we hired you exactly because we knew of you abilities to handle tough situations. I want you to know that I will stand behind you and aid you in any way I can.
Please contact me if there is something I can do for you.
SAMPLE - INTEROFFICE MEMORANDUM, APOLOGY, BAD ATTITUDE
SAMPLE - INTEROFFICE MEMORANDUM, APOLOGY, BAD ATTITUDE
In reaching for the gold, challenging circumstances can bring out the darker side of people. We can become so focused on a single goal that we treat normal everyday tasks as annoying interruptions. Although the [ DESCRIBE THE LEGITIMATE NEW TASK YOU HAVE BEEN ASSIGNED] has been a welcome professional challenge, I recognize that it has caused changes in my normal demeanor.
Have confidence that my acknowledgment of this atypical behavior will have a positive effect. From this point forward, I promise to pay special attention to meeting the challenge with utmost enthusiasm.Thank you for understanding.
In reaching for the gold, challenging circumstances can bring out the darker side of people. We can become so focused on a single goal that we treat normal everyday tasks as annoying interruptions. Although the [ DESCRIBE THE LEGITIMATE NEW TASK YOU HAVE BEEN ASSIGNED] has been a welcome professional challenge, I recognize that it has caused changes in my normal demeanor.
Have confidence that my acknowledgment of this atypical behavior will have a positive effect. From this point forward, I promise to pay special attention to meeting the challenge with utmost enthusiasm.Thank you for understanding.
SAMPLE - NOTIFY EMPLOYEE OF RAISE
Sample - Memorandum to Employee Notifying Him or Her of Raise
It is my pleasure to inform you that your salary will be raised by [AMOUNT, ex. 5%] to $[AMOUNT]. [STATE REASON(S), This raise reflects your outstanding performance in the past two years.] Congratulations!
We are happy to have you with us. Please call me if there is anything I can do for you.
Sincerely,
It is my pleasure to inform you that your salary will be raised by [AMOUNT, ex. 5%] to $[AMOUNT]. [STATE REASON(S), This raise reflects your outstanding performance in the past two years.] Congratulations!
We are happy to have you with us. Please call me if there is anything I can do for you.
Sincerely,
SAMPLE - ENCOURAGE SUGGESTIONS FROM EMPLOYEES
Sample - Memorandum to Employees Encouraging Submission of Suggestions for Improvement
I have a request.
As you know, we are always looking for opportunities--they are the blood of our business. Whether it’s an opportunity to better serve our customers, to make working here easier for you, or to expand into a new market, they are all highly valued.
I am writing because I know that your are often in a better position to perceive these opportunities than I am. I encourage you, thus, to voice your suggestions. [STATE HOW SUGGESTIONS SHOULD BE SUBMITTED, ex. I will indeed be delighted to hear them at your convenience.] {MENTION INCENTIVE, IF ANY, ex. We will be awarding a “Best Suggestion” award on a yearly basis, with this year’s winner receiving a weekend vacation to Lake Havasu.}
I have a request.
As you know, we are always looking for opportunities--they are the blood of our business. Whether it’s an opportunity to better serve our customers, to make working here easier for you, or to expand into a new market, they are all highly valued.
I am writing because I know that your are often in a better position to perceive these opportunities than I am. I encourage you, thus, to voice your suggestions. [STATE HOW SUGGESTIONS SHOULD BE SUBMITTED, ex. I will indeed be delighted to hear them at your convenience.] {MENTION INCENTIVE, IF ANY, ex. We will be awarding a “Best Suggestion” award on a yearly basis, with this year’s winner receiving a weekend vacation to Lake Havasu.}
SAMPLE - TERMINATING EMPLOYEE DUE TO BAD BEHAVIOR
Sample - Letter Terminating Employee as a Result of Poor Conduct or Behaviour
[STATE CONTEXT AND NATURE OF BAD PERFORMANCE, CITING ALL WARNINGS GIVEN, ex. As you know, customer relations is key to the survival of our business. It thus alarms me when I receive several complaints from key customers which involve impoliteness and rudeness on your part. You will recall my letter of June 1 and our meeting last week in which I informed you that this type of behavior is unacceptable and urged you to changed your behavior. Unfortunately, however, I have continued to receive such complaints.]
I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 2___]. [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.] I regret that matters could not have been redressed in a more amicable manner.
Sincerely,
[STATE CONTEXT AND NATURE OF BAD PERFORMANCE, CITING ALL WARNINGS GIVEN, ex. As you know, customer relations is key to the survival of our business. It thus alarms me when I receive several complaints from key customers which involve impoliteness and rudeness on your part. You will recall my letter of June 1 and our meeting last week in which I informed you that this type of behavior is unacceptable and urged you to changed your behavior. Unfortunately, however, I have continued to receive such complaints.]
I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 2___]. [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.] I regret that matters could not have been redressed in a more amicable manner.
Sincerely,
SAMPLE - WARNING #2: BAD BEHAVIOR
Sample - Second Warning to Employee Regarding Poor Conduct or Behaviour
[NAME, ex. John], unfortunately, it has again come to my attention [STATE NATURE OF BAD BEHAVIOR, ex. that customers are complaining of rudeness on your part]. You know the importance of [VALUE VIOLATED, ex. customer satisfaction] to our firm. As I mentioned in my memorandum of [DATE, ex. June 15, 2___] to you, this type of behavior is simply unacceptable.
[FIRST NAME, ex. John], if there is something that is troubling you, please contact me and we will deal with it together. I want to keep you as a valued employee; that’s why I sincerely hope this type of incident does not recur.
Please contact me, [FIRST NAME, ex. John], so that we can discuss this matter.
[NAME, ex. John], unfortunately, it has again come to my attention [STATE NATURE OF BAD BEHAVIOR, ex. that customers are complaining of rudeness on your part]. You know the importance of [VALUE VIOLATED, ex. customer satisfaction] to our firm. As I mentioned in my memorandum of [DATE, ex. June 15, 2___] to you, this type of behavior is simply unacceptable.
[FIRST NAME, ex. John], if there is something that is troubling you, please contact me and we will deal with it together. I want to keep you as a valued employee; that’s why I sincerely hope this type of incident does not recur.
Please contact me, [FIRST NAME, ex. John], so that we can discuss this matter.
SAMPLE - WARNING #1: BAD BEHAVIOR
Sample - Initial Warning to Employee Regarding Poor Conduct or Behaviour
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company greatly values [VALUE VIOLATED, ex. customer relations]. Since I personally know you to be a conscientious, courteous and friendly individual, it came as a surprise to me to hear [NATURE/CIRCUMSTANCE OF BAD BEHAVIOR, ex. of the incident yesterday; Mrs. Johnson, one of our largest customers, had complained of rudeness on your part.]
I understand that the nature of work these days is often frustrating. However, as you know, we simply can’t afford [RESULT OF BAD BEHAVIOR, ex. to have dissatisfied customers]. Nonetheless, [NAME, ex. John], I am confident that this is merely an extraordinary circumstance, which is not in accord with your friendly character. I cite your past history of exceptional performance as proof.
Please contact me if there is something I can do for you.
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company greatly values [VALUE VIOLATED, ex. customer relations]. Since I personally know you to be a conscientious, courteous and friendly individual, it came as a surprise to me to hear [NATURE/CIRCUMSTANCE OF BAD BEHAVIOR, ex. of the incident yesterday; Mrs. Johnson, one of our largest customers, had complained of rudeness on your part.]
I understand that the nature of work these days is often frustrating. However, as you know, we simply can’t afford [RESULT OF BAD BEHAVIOR, ex. to have dissatisfied customers]. Nonetheless, [NAME, ex. John], I am confident that this is merely an extraordinary circumstance, which is not in accord with your friendly character. I cite your past history of exceptional performance as proof.
Please contact me if there is something I can do for you.
SAMPLE - EXCESSIVE USE OF EXPENSE ACCOUNT
Sample - Memorandum to Employee Informing Him or Her of Excessive use of Expense Account
I am writing this letter following our discussion on [DATE, ex. June 10, 2____]. It is due to your loyal performance that we provide an expense account for your use. We hope its use has better enabled you to provide the services your position at our firm involves. Equally, we hope that this privilege has saved you the time and the hassle of reimbursement.
Unfortunately, your expense account balances have exceeded ordinarily reasonable limits in the past [NUMBER OF MONTHS, ex. three] months: $[X] in [MONTH, ex. January], $[Y] in [MONTH, ex. February] and $[Z] in [MONTH, ex. May]. The reason I am alarmed is that employees in similar positions in our firm roughly incur only $[AVERAGE AMOUNT] in expenses per month.
If an extraordinary circumstance or situation is the cause of my concern, please notify me immediately and we will attempt to remedy the situation. Otherwise, I am confident that you will redress this matter in the quick and exceptional nature which is characteristic of your historical performance at our firm.
Sincerely,
I am writing this letter following our discussion on [DATE, ex. June 10, 2____]. It is due to your loyal performance that we provide an expense account for your use. We hope its use has better enabled you to provide the services your position at our firm involves. Equally, we hope that this privilege has saved you the time and the hassle of reimbursement.
Unfortunately, your expense account balances have exceeded ordinarily reasonable limits in the past [NUMBER OF MONTHS, ex. three] months: $[X] in [MONTH, ex. January], $[Y] in [MONTH, ex. February] and $[Z] in [MONTH, ex. May]. The reason I am alarmed is that employees in similar positions in our firm roughly incur only $[AVERAGE AMOUNT] in expenses per month.
If an extraordinary circumstance or situation is the cause of my concern, please notify me immediately and we will attempt to remedy the situation. Otherwise, I am confident that you will redress this matter in the quick and exceptional nature which is characteristic of your historical performance at our firm.
Sincerely,
SAMPLE - SICK DAY ABUSE
Sample - Memorandum to Employee Informing Him or Her of Abuse of Sick Day Policy
It is reasonable to expect our employees to fall ill occasionally and be unable to arrive at work. It is for this reason we extend [X] sick day leaves per year to each of our employees. Unfortunately, you have missed work for a total of [Y] days this year: [LIST DATES, ex. January 2, 12, 13, February 2, 3, 4, and March 1, 2, and 3].
This excessive use of sick leave days blemishes you history of good performance. Accordingly, additional sick leave this year will be unpaid.
If there exists a situation or underlying problem which we must discuss, I urge you to bring it to my attention so we can act accordingly. Otherwise, please contact me as soon as possible so that we may discuss the situation.
Sincerely,
It is reasonable to expect our employees to fall ill occasionally and be unable to arrive at work. It is for this reason we extend [X] sick day leaves per year to each of our employees. Unfortunately, you have missed work for a total of [Y] days this year: [LIST DATES, ex. January 2, 12, 13, February 2, 3, 4, and March 1, 2, and 3].
This excessive use of sick leave days blemishes you history of good performance. Accordingly, additional sick leave this year will be unpaid.
If there exists a situation or underlying problem which we must discuss, I urge you to bring it to my attention so we can act accordingly. Otherwise, please contact me as soon as possible so that we may discuss the situation.
Sincerely,
SAMPLE - EXCESSIVE LONG DISTANCE CALLS MADE WITH COMPANY PHONES CALLS
Sample - Memorandum to Employee Informing Him or Her of Excessive Long Distance Charges Made with Company Telephones
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company must closely watch its costs. It is for this reason that I am concerned about the level of long-distance charges made on our company telephone lines.
In the course of business, I do understand that long-distance calls must be made to maintain relations with our customers and suppliers. However, our long-distance bills for the past [X] months have totaled $[AMOUNT]. Unfortunately, I am unable to reconcile this figure with my expectations. I ask, therefore, that you keep track of such calls and attempt to keep them to a minimum by eliminated all unnecessary calls.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which warrants such quantity of calls, please notify me. Otherwise, I am confident that the matter will be immediately resolved.
Sincerely,
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company must closely watch its costs. It is for this reason that I am concerned about the level of long-distance charges made on our company telephone lines.
In the course of business, I do understand that long-distance calls must be made to maintain relations with our customers and suppliers. However, our long-distance bills for the past [X] months have totaled $[AMOUNT]. Unfortunately, I am unable to reconcile this figure with my expectations. I ask, therefore, that you keep track of such calls and attempt to keep them to a minimum by eliminated all unnecessary calls.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which warrants such quantity of calls, please notify me. Otherwise, I am confident that the matter will be immediately resolved.
Sincerely,
SAMPLE - EXCESSIVE USE OF COMPANY PHONES FOR PERSONAL CALLS
Sample - Memorandum to Employee Informing Him or Her of Excessive Personal Use of Company Telephones
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company greatly values your time. Excessive use of the company phone for personal calls not only robs us of your valued time, but also ties our lines and may prevent important business calls from coming through.
I do understand that, on occasion, every employee has important personal matters to which he or she must attend while on the job. Unfortunately, however, your excessive use is unacceptable.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Sincerely,
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2___], the company greatly values your time. Excessive use of the company phone for personal calls not only robs us of your valued time, but also ties our lines and may prevent important business calls from coming through.
I do understand that, on occasion, every employee has important personal matters to which he or she must attend while on the job. Unfortunately, however, your excessive use is unacceptable.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Sincerely,
SAMPLE - EXCESSIVE PROLONGED LUNCH BREAKS
Sample - Memorandum to Employee Informing Him or Her of Excessive Lunch Breaks and Requesting Improvement in Punctuality
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2____], the company greatly values your time; indeed, we need you in the office as much as possible! It is for this reason that prolonged lunch breaks blemish the quality of the service you provide.
I do understand that breaks are often needed from your hectic schedule. Unfortunately, however, you have extended your lunch break from [X] to [Y] minutes on each of [Z] occasions during the past month. Regrettably, this is unacceptable.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from taking prolonged lunch breaks, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Sincerely,
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2____], the company greatly values your time; indeed, we need you in the office as much as possible! It is for this reason that prolonged lunch breaks blemish the quality of the service you provide.
I do understand that breaks are often needed from your hectic schedule. Unfortunately, however, you have extended your lunch break from [X] to [Y] minutes on each of [Z] occasions during the past month. Regrettably, this is unacceptable.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from taking prolonged lunch breaks, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Sincerely,
SAMPLE - TARDY EMPLOYEE
Sample - Memorandum to Employee Informing Him or Her of Tardiness at Meetings and Requesting Improvement in Punctuality
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2____], the company greatly values your time. For this reason, late arrivals at the office blemish the quality of the service you provide.
With city congestion and the difficulties of transportation, occasional lateness is indeed reasonable to expect. Unfortunately, however, you have been [X] to [Y] minutes late, on each of [Z] occasions during the past month. Regrettably, this is unacceptable. If you are late more than once in the next month, I will be forced to review your employment with our firm.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from arriving at the office on time, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Please contact me at your earliest convenience.
Sincerely,
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE, ex. June 10, 2____], the company greatly values your time. For this reason, late arrivals at the office blemish the quality of the service you provide.
With city congestion and the difficulties of transportation, occasional lateness is indeed reasonable to expect. Unfortunately, however, you have been [X] to [Y] minutes late, on each of [Z] occasions during the past month. Regrettably, this is unacceptable. If you are late more than once in the next month, I will be forced to review your employment with our firm.
[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from arriving at the office on time, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.
Please contact me at your earliest convenience.
Sincerely,
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