Letters to Individual Employees
Acknowledging letter of resignation
From Human Resources or Employment Office to employee
We have accepted your letter of resignation, effective June 1.
You have been a valued member of the Consolidated Intergalactic team, and we wish you the best of luck in your next endeavor.
You will continue to receive your salary through your last day of employment. Your final paycheck will also include the cash value of any accrued and unused vacation time, following the provisions of the employee manual.
If you have any questions about your final paycheck or the exit process, please contact Human Resources as soon as possible.
Acknowledging letter of resignation, without comment
From Human Resources or Employment Office to employee
We have accepted your letter of resignation, effective June 1.
If you have any questions about your final paycheck or the exit process, please contact Human Resources as soon as possible.
Accept resignation, offer praise and reference
From Human Resources to employee
It is with regret that we accept your resignation from employment with Consolidated Intergalactic.
On behalf of everyone at CI, we wish you well in your new job in Chicago. We are certain you will be as successful in your new position as you were here in Lumbertown; if you ever require a job or personal reference, please feel free to request one.
Notification of change in job status (part-time to full-time)
From Human Resources or Employment Office to employee
We are pleased to inform you that we are able to change your employment status from part-time to full-time, effective June 15.
Your job description as a nonexempt employee and hourly pay rate will not change. However, you are now eligible for various health, vacation, and retirement benefits as described in the attached memo.
Please make an appointment to visit Human Resources before June 15 to sign up for benefits and make other changes to employment records.
Welcome to new employee
From Human Resources or Employment Office to employee
On behalf of the management and staff of Consolidated Intergalactic, we wish to welcome you as a new employee. We are very proud of our company and especially our workforce. We wish you every personal and professional success as a member of the team.
Please feel free to call or visit Human Resources with any questions about your job, benefits, or the company.
Commendation on employment milestone
From Human Resources or Executive Office to employees
Please join me in congratulating John Stone on reaching his twenty-fifth anniversary of employment here at Consolidated Intergalactic. John joined the company as a filing clerk and, as most of you know, is currently executive assistant to the chief financial officer.
John is the longest-serving employee of the company and was honored as part of the celebration of the company’s twenty-fifth anniversary in June.
We will have an informal reception honoring John this Friday at 4 P.M. in Conference Room B. If you have the chance, please come by to applaud his service.
Acknowledgment of referral of new hire
From Human Resources or Employment Office to employee
Thank you for your recent referral of a job applicant. We greatly appreciate your assistance in helping us find more of a very rare type of person: someone with the dedication and skills to work at Consolidated Intergalactic
As part of our Employee Referral Bonus Program, you are eligible to receive a $1,000 bonus once the new hire has successfully completed six months of continuous employment. A copy of the referral form and a reference number is attached for your files.
Acknowledgment of payment of retention bonus
From Human Resources or Employment Office to employee
Congratulations on reaching your sixth anniversary with Consolidated Intergalactic. As a quality control engineer you are eligible for an annual Retention Bonus.
After two years, the bonus begins at 5 percent and increases by 1 percent on each anniversary.
Your bonus, which will be included in your paycheck in the first week of June, is 9 percent of your base annual salary (before overtime). Please note that the bonus is considered ordinary income for income tax purposes.
Offer of promotion
From departmental head, Human Resources, or Employment Office to employee
I am pleased to offer you a promotion to the position of senior benefits analyst in Human Resources.
The job description and details of the salary and other benefits are attached to this letter.
We have been very pleased with your work in the Benefits Department over the past two years, as reflected in your performance evaluations and recommendations from your supervisors.
We hope you will accept this job and continue to have success here at Consolidated Intergalactic. Please advise me by letter of your intentions by August 19.
Offer of transfer
From departmental head, Human Resources, or Employment Office to employee
As you know, it is the corporate policy of Consolidated Intergalactic to seek to promote from within whenever possible.
We would like to offer you a promotion to a new position as director of Customer Service in our Columbus office. The job description and details of salary and benefits (including assistance in relocation and associated expenses) are attached.
Your supervisors recommended you very highly for this opportunity. This would be a significant advancement in your career here at CI, and we hope you will accept the offer.
If you have any questions about the job or the transfer process, please give me a call.
Decline offer to transfer instead of termination
From Human Resources to employee
We regret to inform you that we are unable to offer you a job in Cincinnati, as you requested in your letter of May 4. There are no available and appropriate positions in our office there at this time.
Accordingly, we must accept your resignation effective May 30. We wish you well in your job search in Cincinnati.
If you require a job or personal reference, please feel free to request one.
Notice of layoff
From Human Resources or Employment Office to employee
It is with deep regret that we must formally notify you of your layoff effective July 15.
As you were informed by your supervisor earlier today, we had hoped to be able to retain all of our employees even as the company underwent financial reorganization. Unfortunately, additional downturns in orders in this difficult economic environment have made that impossible.
You will be contacted by Human Resources within the next three days to schedule an appointment to review your available benefits, eligibility for severance pay, accrued vacation time, and assistance offered by the company in seeking other employment.
We appreciate your efforts on behalf of Consolidated Intergalactic during your employment here; once again, we apologize for this unfortunate turn of events. Please accept our best wishes for your future.
Notice of termination
From Human Resources or Employment Office to employee (NOTE: Review with your in-house or outside legal counsel)
This is to inform you that your employment with Consolidated Intergalactic has been terminated, effective immediately.
You are terminated, with cause, for violation of elements of the employee manual.
Please accompany Mr. Byron to Human Resources immediately. There you will receive information on any benefits for which you may be eligible. You will be expected to vacate your work station after the end of the appointment at Human Resources.
Request for resignation to avoid termination
From Human Resources to employee
(NOTE: Consult your human resources office or legal department to be sure you follow applicable labor laws including those regarding unemployment insurance)
As you know, we are not satisfied with your performance as a Customer Service representative at Consolidated Intergalactic and have warned you of the possibility that we will be forced to terminate your employment.
Unfortunately, we are now convinced that you are not going to be able to show the improvements we asked to see. At this time, we would like to offer you the option of resigning from your position with CI effective immediately; doing so would allow you to avoid having a termination in your job history.
If you choose to resign at this time, we will pay you for any accrued vacation and overtime hours and offer you one week of severance pay.
If you do not accept this offer, we will terminate your employment for cause effective immediately.
Please contact the Human Resources Office before noon today to advise them of your decision.
Requiring return of laptop computer from departing employee
From Human Resources to departing employee
According to our records, you are in possession of a laptop computer owned by the company.
Please arrange to return the laptop computer, along with all power cords, cables, software, carrying cases, and other accessories to the Office Services Department at least one business day before your last day of employment.
In keeping with company policy, we will not issue a final paycheck to departing employees until all such loaned equipment is returned.
Withholding final paycheck for employee until equipment is returned
From Human Resources to departing employee
Your final paycheck is ready to be issued by Payroll Services, but in accordance with company policy it is being withheld until all loaned equipment has been returned.
According to our records, you still have a company-issued cell phone and a set of precision power tools owned by the company. Service to the cell phone has been discontinued, but the device must be returned.
Please arrange to return the loaned equipment to the Office Services department as soon as possible.
Regarding request for change from full-time to part-time status
From Human Resources to employee
We have received your request to change your job as a Customer Service agent from permanent fulltime to permanent part-time status effective August 1, with a work schedule of twenty hours per week. Your schedule, subject to approval by your department head, would be weekdays from 8:30 A.M. to 12:30 P.M.
Before this change is put into effect, we want to advise you of the following conditions that will apply:
• As a permanent part-time employee you are not eligible for fully subsidized health insurance coverage under our company policy. You will be given the option to purchase health coverage through the Benefits Office, or you may choose to obtain coverage through a policy offered to your spouse or domestic partner. Please consult with Terry Omson at extension 3253 to discuss available options.
• As a permanent part-time employee, you will accrue personal days, sick days, and vacation time at a rate proportional to the number of hours you work. Since you will be working twenty hours per week, half of the number of hours of a full-time employee, you will accrue time off at 50 percent of the full-time rate.
• Bonuses, company pension contributions, and other such benefits from the company will also be paid at a rate proportional to the number of hours you work.
• As a permanent part-time employee, you are not guaranteed the annual raises, promotions, and job transfers that are offered to permanent full-time employees.
Please consider this information carefully and contact me no later than July 15 to discuss your plans to return to the workforce on August 1.
Denying request for change from full-time to part-time status
From Human Resources to employee
(NOTE: Consult your human resources office or legal counsel if you have any doubts about the appropriateness of this letter in your state.)
We have received your request to change your job as a Customer Service agent from permanent fulltime to permanent part-time status effective August 1, with a work schedule of twenty hours per week.
We regret to inform you that we will be unable to accommodate you in this manner. Our present staffing needs are for a permanent full-time Customer Service representative, and that job slot has been held open for you.
Please advise me, at extension 2442, of your plans at your earliest convenience.
Suggesting job-sharing for part-time employee
From Human Resources to employee
We have received your request to change your job as a Customer Service agent from permanent full-time to permanent part-time status effective August 1, with a work schedule of twenty hours per week. Your schedule, subject to approval by your department head, would be weekdays from 8:30 A.M. to 12:30 P.M.
As you know, part-time workers are not eligible for company-subsidized health insurance and certain other benefits including pension contributions and bonuses.
Before we make your requested change, we would like to suggest that you consider engaging in a formal job-sharing contract with another employee. We can help pair you with another staffer in your department or with a similar job description.
Under a job-sharing agreement, two employees agree to provide the company with forty hours per week of labor, with time divided in any reasonable manner. (For simplicity and to assist the company in planning, we encourage 50/50 time splits.)
As an incentive for engaging in a job-sharing agreement, Consolidated Intergalactic provides the following special benefits to permanent part-time employees:
• The company will provide a subsidy equal to 50 percent of the cost of the same health insurance plan each employee would receive as a permanent full-time employee.
• Personal days, sick days, and vacation days will accrue at a rate proportionate to the number of hours worked each week by each partner in the plan, plus an additional annual bonus equal to 25 percent of time that would have been earned by a permanent full-time employee.
If you are interested in engaging in a job-sharing agreement, please contact me no later than July 15 to discuss your plans to return to the workforce on August 1.
Offer of assistance to family of ill employee
From Human Resources or Benefits Office to employee
(NOTE: Review with your in-house or outside legal counsel)
On behalf of all of us at Consolidated Intergalactic, we want to wish you a speedy and full recovery from your illness.
As you already know, you are covered under the terms of the federal Family and Medical Leave Act which allows as much as twelve workweeks of unpaid leave during any twelve-month period when an employee is unable to work because of a serious health condition.
In addition, our corporate benefits package includes a short-term disability insurance plan that will replace lost income.
It is also our standard practice to offer any employee who misses more than six weeks of work for covered medical reasons the assistance of our Human Resources Department in handling medical claims and special services. Please contact John Kelby to learn about how we might assist you.
Offer of assistance to employee with ill family member
From Executive Office, Human Resources, or Benefits Office to employee
We have been informed that you have requested an unpaid leave from work so that you can assist an ill member of your family.
On behalf of Consolidated Intergalactic, please allow me to offer you and your family our best wishes in this difficult time.
We would like to inform you of some additional benefits that we offer to valued employees in this time of need. Please contact Human Resources to schedule an appointment to discuss extended services that may help you take care of your family or return to work earlier; these include subsidized or discounted home nursing care, assistance in coordination of health care benefits, and counseling offered by our health insurance provider.
Introductions, References, and Recommendations
Letter of introduction for former employee leaving company
From Human Resources, Executive Office, or department head to outside organization
Frank Benson was a valued employee of Consolidated Intergalactic for more than fifteen years, most recently as director of our Quality Control Department.
I would be happy to provide additional information about Mr. Benson’s abilities and performance. Consolidated Intergalactic policy does not permit disclosure of salary, health, or other private matters.
General letter of recommendation for former employee
From Human Resources, Executive Office, or department head to outside organization
To Whom It May Concern,
Frank Benson was a valued employee of Consolidated Intergalactic for more than fifteen years. He was a skilled technician, heading up our Quality Control Department.
Under his leadership, our customer satisfaction ratings improved significantly and our costs for repair and replacement of failed products declined by an average of 10 percent per year.
We were sorry to lose him when family obligations forced him to move from our area. In my opinion, any company that hires him will be adding a great asset to their team.
Specific letter of recommendation for former employee
From Human Resources, Executive Office, or department head to outside organization
Regarding your inquiry about Frank Benson, I can tell you that Mr. Benson was a valued employee of Consolidated Intergalactic for more than fifteen years, most recently as director of our Quality Control Department.
Mr. Benson had an exemplary career here at CI, demonstrating a strong commitment to our company and customers.
You asked whether he would be an appropriate candidate to manage a department of thirty engineers. In my personal opinion, Mr. Benson has already shown such capabilities here at CI.
General letter of recommendation for employee applying to college
From Human Resources, Executive Office, or department head to educational institution
To Whom It May Concern,
I am writing to recommend Janet Gould for acceptance to college as a business major.
Janet has worked as my assistant here in the Marketing Department of Consolidated Intergalactic for the past two years and shown remarkable abilities and initiative. She has taken on assignments well beyond those of her entry-level job description and has twice been rewarded with promotions.
Although we will miss her very much here at the company, we hope she will consider returning to CI as a young executive after graduation. I am certain she will be a success in any business environment she chooses.
Sincerely,
Specific letter of recommendation for employee applying to college
From Human Resources, Executive Office, or department head to educational institution
I am writing to offer my full recommendation of Janet Gould as a candidate for the M.B.A. program at Lumbertown Community College.
Ms. Gould has already demonstrated exceptional skills in marketing and financial analysis as my assistant. She is a very quick learner, and has taken advantage of several in-house training seminars to improve her skills.
It is my opinion that Ms. Gould is destined to become a senior executive in business and will reflect well upon Consolidated Intergalactic and Lumbertown Community College in all that she does.
Decline to offer letter of recommendation for former employee, company policy
From Human Resources, Executive Office, or department head to outside organization
I have received your request for a letter of reference for Donald Jones, a former employee of Consolidated Intergalactic.
Company policy at Consolidated Intergalactic does not permit qualitative letters of reference for any former employee.
I can confirm that Mr. Jones worked for CI for twelve years, from 1993 to 2005. His job title at the time he departed was senior financial analyst.
Decline to offer letter of recommendation for former employee
From Human Resources, Executive Office, department head to outside organization
I have received your request for a letter of reference for Donald Jones, a former employee of Consolidated Intergalactic.
Unfortunately, I do not feel it would be appropriate for me to comment on Mr. Jones’s employment record or his qualifications for a job with your company.
Commendation to file
From Human Resources or departmental head, memo to file
Ms. Preston has demonstrated exceptional commitment to company goals in performance of her duties in the Shipping Department.
During the holiday period just ended, in addition to accepting all requests for overtime, Ms. Preston helped develop a system to organize products in a way that allowed for more efficient matching of destination to shipping carrier. As a result, our customers received their orders faster and the company was able to reduce shipping costs by at least 6 percent.
Reprimand to file
From Human Resources or departmental head, memo to file
According to his supervisor, Mr. Silver has been late for his assigned shift on twelve of the past twenty work days, resulting in lost productivity and inconvenience to other staffers.
With this memo to file, he is advised that a continuation of such inattention to company rules may result in his termination from employment. His attendance record will be reviewed two weeks from today.
Commendation to employee for exceptional service to customer
From Human Resources, Executive Office, Customer Service, or department head to employee
I want to thank you for your exceptional service to Parsifal Products as a sales representative for Consolidated Intergalactic. We have received several calls and notes from different departments at that important customer praising your work, most recently for your extra effort in helping them quickly alter and improve their manufacturing line using CI products to meet a major new order.
I have said many times that Consolidated Intergalactic’s most important product is our staff. They are the face of our company. They go into the offices and factories of our customers before our machines are shipped.
As chairman of CI, I want you to know that your work is appreciated and we look forward to your future successes as part of the team.