Employee Performance Review and Planning Sessions
Dear Employee,
Our supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees after six months of service. Supervisors may conduct informal performance reviews and planning sessions more often if they choose.
Performance reviews and planning sessions are designed for the supervisor and the employee to discuss his/her current job tasks, to encourage and recognize attributes, and to discuss positive, purposeful approaches for meeting work-related goals. Together, our employees and supervisor will discuss ways in which our employees can accomplish goals or learn new skills. The planning sessions are designed for the employee and supervisor to make and agree on new goals, skills, and areas for improvement.
The company directly links wage and salary increases with performance. Your performance review and planning sessions will have a direct effect on any changes in your compensation. For this reason among others, it is important to prepare for these reviews carefully, and participate in them fully.
New employees will be reviewed at the end of their probationary periods. After the initial review, the employee will be reviewed according to the regular semi-annual schedule.
Yours sincerely,
Employment Applications
Dear Employee,
We wish to inform you that we rely upon the accuracy of the information contained in your employment application and the accuracy of any other data presented throughout the hiring process and employment.
Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of you being further considered for employment or, if you have been hired, will result in the termination of your employment.
Yours sincerely,
Health-Related Issues
Dear Employee,
Any employee who is aware of any health-related issue, including pregnancy, should notify their supervisor and Human Resources representative of their health status. This policy has been instituted strictly to protect the employee.
A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.
A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor and Human Resources representative.
Yours sincerely,
New Employee Orientation
Dear Employee,
Our orientation program is a formal welcoming process that is designed to make our new employees feel comfortable, give information about the company, and prepare for their new position. Our new employee orientation is conducted by a Human Resources representative, and includes an overview of the company history, an explanation of the company core values and company's goals and objectives. In addition, the new employee will be given a overview of benefits, tax, and legal issues, as well as completing any necessary paperwork.
Our employees are presented with all codes, keys, and procedures needed to navigate within the workplace. The supervisor will introduce the new employee to all members of staff throughout the company and help the new employees get started on specific functions.
Yours sincerely,
Termination of Employment
Dear Employee,
When a non-exempt employee intends to terminate his/her employment with our company, he/she shall give the company at least two (2) weeks written notice. Exempt employees shall give at least four (4) weeks written notice.
Since employment with our company is based on mutual consent, both the employee and the company have the right to terminate employment at will, with or without cause during the introductory or probationary period for New Employees.
Any employee who terminates employment with the company shall return all files, records, keys, and any other materials that are property of the company. No final settlement of an employee?s pay will be made until all items are returned in required condition. The cost of replacing non-returned items will be deducted from the employee?s final paycheck. Furthermore, any outstanding financial obligations owed will also be deducted from the employee?s final check.
Employee?s benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee?s expense if the employee so chooses. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations.
The above conditions apply to resignation, termination or layoff by the company.
Yours sincerely,
Tuition Reimbursement Policy
Dear Employee,
Our company provides Tuition Reimbursement for approved educational activities.
The purpose of the Tuition Reimbursement program is to provide opportunities for the employees of our company to improve their skills and knowledge through personal career development.
In order to be eligible for reimbursement, the following criteria must be met:
Worker must have worked for the company for at least 90 days.
Full-time employees will be reimbursed for approved tuition expenses at (**)percent.
In order to qualify for reimbursement, the employee must receive a grade of (**) or higher.
Tuition for part-time employees will be reimbursed at the following rate: (**) percent.
All coursework is subject to approval and should meet the following guidelines:
Classes must be work-related, or business related.
The company reimburses employees for tuition expenses only. The employee is responsible for related expenses such as books, fees, and parking.
Before enrolling in a class, the employee must fill out a Tuition Reimbursement Request and have it approved by the Program Administrator.
Upon completion of the class, the employee must turn in proof that he or she paid for the class, and after an official copy of the grade is received by the Program Administrator, the employee will be reimbursed for the qualified tuition expenses.
Yours sincerely,
Employment Reference Letter
Dear___,
I confirm that (name) was employed as (position) with this organization from (date) to (date), and was paid (salary, plus bonus and benefits as applicable).
His/Her job of (position) carries the following responsibilities (describe briefly the job). (Name) is skilled in (details of skills) and is also reliable,dependable and a good communicator.
I would happily re-employ (name) as I consider him/her to be a valuable member of the team, who consistently achieved good results and delivers all expectations.
Yours faithfully,
Letter of Recommendation
Dear ___,
I am writing in order to recommend Jane Smith for the job position offered by your Company. I am gratified to know that she will be putting her many skills to use for your Company.
Jane is hard-working and highly enthusiastic. She always tackles any problem with confidence. Clients and colleagues have complimented upon the strong work-ethic and tenacity of Jane on numerous occasions.
Without any hesitation, I fully recommend Jane to this coveted position, and know that she will make a fine addition to your working environment.
Please feel free to contact me with any other questions.
Yours sincerely,
Letter of Reference
Dear ___,
I have been Jane Smith's manager for over five years. While I wish her only the best and fully understand that she must advance her career, I'm truly sorry to see her go. It has been a pleasure having her on my team.
Jane is a professional technical writer of the highest caliber, who meticulously researches, formats, edits and proofs her documents. I've received many compliments from customers who rely on Jane's documentation. Management and personnel in tech support, engineering, technical training, and other departments praise her work.
Jane is an innovative self-starter, who rarely needs supervision. She is punctual and typically exceeds expectations. She handles pressure well, and will voluntarily work overtime. Jane's superior skills and admirable work ethics will be sorely missed.
Jane is an invaluable asset to any technical communications department, and I highly recommend hiring her. If you'd like to discuss her attributes in more detail, please don't hesitate to contact me.
Sincerely,
Manager, Technical Communications
Phone Number & Email Address
Character Reference Letter by Acquaintance
Dear ___,
I have known Jane Doe in a variety of capacities for many years. She has been my daughter's instructor for the past several years. In addition, she is my partner in a small business where she is responsible for writing and editing articles and website content.
Jane is organized, efficient, extremely competent, and has an excellent rapport with people of all ages. Her communication skills, both written and verbal, are excellent.
In summary, I highly recommend Jane for any position or endeavor that she may seek to pursue. She will be a valuable asset for any organization.
If you have any questions, please do not hesitate to contact me.
Sincerely,
John Smith
Request for Employee Reference Letter
Dear ___,
We have received an application for employment from the above named applicant, seeking a position with our firm.
We understand the applicant was previously employed by your firm.
Accordingly, we would appreciate a reference on the individual, including confirmation of the dates of employment with you, performance evaluation and reasons for termination.
Please advise whether your reference should be held confidential.
Thank you for your anticipated cooperation.
Yours sincerely,
Verification of Employment Letter
Dear___,
Pursuant to your request for verification of employment for (employee's name), our files indicate that he was employed by our company from (date) to __________
(Employee's name) job title was ____________.
I hope that this information is of use to you. Due to company policy that limits the amount of information released publicly regarding our employees, this is all that I may relay to you.
If I may be of any more assistance, please contact me.
Yours sincerely,
Employment Requests
Pay Raise Letter
Dear ___,
I am pleased for this chance to work for you and I enjoy doing so. I hope you will agree that, in the year I have worked for you I have become an integral member of your team and accomplished a great deal. For example, in the last six months alone I've completed (list of major accomplishments).
However, I'm still working for the initial salary on which we agreed a year ago.
I would like to take this opportunity to discuss an increase in salary and would appreciate it if we could arrange a meeting in this regard.
I look forward to continuing to be a key player on your team in a mutually-rewarding relationship.
Sincerely,
Commendation and Refusal of Request for Raise
Dear ___,
This is to acknowledge your letter of today’s date. You are definitely to be commended for your progress during the past two months.
I do believe, however, that your recent request for a raise is premature. I would suggest that it would be more appropriate to discuss a salary increase after you have worked here for six months.
If you continue on the same path, I am certain that your timely request will be given careful consideration.
You are doing a fine job, keep up the good work!
Sincerely,
Request for Leave of Absence
.Dear ___,
As you may have heard, I am getting married on the 27th of April, 2011. It is with this in mind that I am requesting a thirty (30) day leave of absence.
I will be back at my desk, with my full attention to the sales department, as always, on the 28th of May, 201
If you need any additional information, please contact me in the sales department.
Sincerely,
Letter Requesting Reference
Dear ___,
I am applying for the position of (position). I would appreciate it if you could write a letter of recommendation for me.
Enclosed is a form that outlines what the recommendation should include, my resume, and a self-addressed stamped envelope in which to send your recommendation.
I appreciate you taking the time to do this for me. If for some reason you are unable to complete the recommendation for me, please let me know via email or phone.
Thank you,
Yours sincerely,
Request for a Meeting Regarding Pay Raise
Dear ___,
I would like to thank you for granting me my new responsibilities, I appreciate the opportunity. I'd like to schedule a meeting with you, if possible, to further discuss these changes and the possibility of a pay raise. Once again, thank you for this opportunity.
Best regards,
Request for Paid and/or Unpaid Medical Leave
Dear ___,:
I am sorry to hear that your health condition may require additional continuous absence from work. I am sending you this letter to provide information regarding benefit resources and your employment status during leave. At the same time, the attached 'medical leave' form must be filled out by your treating health practitioner and returned to the company.
Let me first explain to you that we are faced with a problem. During the first year of employment, this insurance applies for a maximum period of ( ) weeks leave per annum.
During your absence I encourage you to remain in a paid status if you have the necessary accruals. You may use accrued sick leave or if necessary, vacation accruals. If your sick and vacation accruals are near exhaustion, or in this case, due to minimum time at this office, I still need your health practitioner to complete a brief form (herewith attached) for submission to the office.
If you need to continue to be absent and do not have paid leave, (e.g., accruals are exhausted); our department will authorize unpaid leave. The duration of authorized unpaid medical leave is according to the period necessary for recovery and may be authorized for up to a () month period.
The information on the attached "Sick Leave Form" is required from the treating health practitioner for the department to authorize leave. As mentioned earlier, the completed form must be returned to me by DATE (set date to obtain the completed form no less than one week from date of letter). The period of the leave requested by the treating health practitioner should correlate to your medical recovery requirements.
If you have any questions, you can contact me at any time at the office or at home.
We wish you back to health very soon.
Sincerely,
Request for a Salary Increase
Dear ___,
I wish to thank you for granting me more responsibilities this past year. I believe that I have contributed much to this company during that time.
My skills have been put to use in the completion of many projects. In addition, you have commented upon the positive feedback you have received from colleagues and associates.
Taking this into consideration, I would like to discuss a salary increase. Please let me know of a convenient time on your part.
Thank you very much for your consideration.
Sincerely,
Request to Schedule an Interview
Dear ___,
Pursuant to receiving your application materials concerning the position, we would like invite you to take our Employment Tests. Please be at our offices next Tuesday. Your appointment is scheduled for 9.00 a.m. and you will be meeting with the Manager.
If you have any requirements to allow you to participate fully in the interview please let us know. If you are unable to attend this meeting, please contact us immediately upon receipt of this letter.
We look forward to seeing you.
Best regards,
Hiring and Termination
Dismissal and Rejection
Acknowledgment of Job Application
Dear ___,
We appreciate your interest in being employed by our firm.
We regret to inform you, however, that the available position has been filled, and we cannot give your application further consideration at the present time.
Your application will be kept on file for future reference should an opening arise.
Best regards,
Confirmation of Job Dismissal
Dear ___,
Further to our meeting on (DATE), I regretfully confirm that your employment with us is terminated as of (DATE) with immediate effect.
This is due to the fact that your position is no longer needed, and in no way reflects your performance in your job, which has been entirely satisfactory.
As stated at our meeting, the terms of your termination are as follows:
Details of notice period and the termination settlement. .
Requirements regarding return of documentation, equipment, car, submission of final expenses claims, and any other leaving administration issues.
Leaving date, requirement or otherwise to serve period of notice, holiday pay, and other pay and pension details.
We admire your work ethics, your ability to work independently, your initiative and contribution to the company. We will gladly give you references when and if you require. If, by any chance, the position becomes actual in the future, you will be our first consideration for the job.
We thank you for your understanding and wish you all the best in the future.
Yours sincerely,
Final Warning before Dismissal
To: (Employee)
We have been previously notified of certain problems in your performance as an employee, which appear to continue.
Any further violations of company policy or failure to perform in accordance with our standards shall result in immediate dismissal without further warning.
Regards,
Job Rejection Letter
Dear ___,
Thank you for your employment offer for the position of (POSITION) within your company. I am unable to accept the offer since I have accepted a similar position with another company.
Thank you for providing the opportunity to interview with you, to discuss career possibilities, and to learn about the work of your organization. Best wishes for your company's continued success.
Yours faithfully,
Job Rejection Letter
Dear ___,
Thank you for your generous job offer.
I thoroughly enjoyed meeting you and your staff, however, I have decided to accept a position out of state and will not be joining your company. It was a very difficult decision for me to make. Thank you for understanding. I do hope that our paths cross again in the future.
Sincerely,
Rejection of Job Offer
.
Dear ___,
Thank you for offering me the position of (****) Manager with your organization.
I appreciate your confidence in my ability to handle the many challenges of the position. The position is indeed a challenging one which would make good use of my education and experience while allowing me to enhance and strengthen my overall skills and qualifications.
However, after careful consideration, I have decided to pursue other options which will more closely match my long-range career goals.
Again, thank you for your time and consideration. It was a pleasure meeting you and learning more about your organization and marketing strategies.
Sincerely,
Hiring Employees
Employment Letters
Employment Letter
Dear ___,
We are pleased to confirm your employment by our firm for the job of _________. You will report directly to _______________, commencing with the start of your employment on _______.
Your salary shall be $_____ per ______. You will also be covered by the standard group benefit plans and fringe benefits explained to you. For the first year, vacation time shall be pro-rated, so you will be entitled to ___ days vacation for this year.
If you agree, please sign the enclosed copy and return for our files.
We look forward to your joining the company.
Yours sincerely,
Introduction of New Employee
Dear ___,
It is with great pleasure that I am writing to inform you that John Smith has joined our company.
John brings with him many experiences and impressive qualifications.
We are certain that he will greatly impact the quality of our work. We are delighted that he has joined us.
Wishing everyone a very productive week,
Sincerely,
Letter for Assistant Professor
Dear ___,
I am very pleased to offer you, with the approval of the Dean, an appointment as an Assistant Professor in the Department of (name) at the University of XYZ, College Park. On behalf of my colleagues in the department and with the enthusiastic support of Dean (Name), I would like to express our excitement at the prospect of your joining our faculty. The specific details of your appointments are as follows.
Your academic appointment is as Assistant Professor in the Department of (Name) within the College of (Name). This is a three-year, full-time, tenure-track position. The appointment is effective as of (date).
Since the University is required by the Board of Regents policy to verify that new tenure-track faculty have received the highest degree appropriate to their field, you will need to provide either an official transcript with a seal showing that the degree was awarded, or a letter from the Registrar, on the stationary of the degree-granting institution, showing which degree was awarded and the date it was conferred.
The appointment is renewable for up to an additional three years, based on a favorable evaluation completed during the third year of the initial appointment. Under normal circumstances, you will be considered for tenure during the sixth year of your appointment. Should tenure not be granted, you will be offered a terminal one-year appointment.
The appointment is on a 9-month basis at a base salary rate of (salary). Your base salary rate may be adjusted annually thereafter in accordance with University salary guidelines and appropriations, and in response to your annual performance review. Typically these salary appropriations are received by the University through its annual budget process, and may include merit and cost-of-living allocations.
The University has a workload policy of five three-hour course equivalents per year for regular faculty. However, for faculty in this department who are active in research and involved with student research advising, this load reduces to (number) courses per year. Nevertheless, you will not be required to teach any formal courses during the first year of your appointment. In addition, all faculty contribute service to the College and Campus, and I expect that you will participate in these activities as required.
This offer will remain open for (number)days, during which time you should sign the enclosed contract and return it to me.
I speak for many colleagues when I say that we are truly enthusiastic about your appointment here. I believe we can provide support for your academic career by offering a stimulating intellectual environment and engagement with a talented and diverse student body. We look forward to working with you as our colleague.
Yours sincerely,
Chair's Name
Chair
Letter for Tenure-Track Associate Professor/Senior Agent Hires
Dear ___,
I am very pleased to offer you an appointment as a tenure-track Associate Professor/Senior Agent in the Department of (Name) at the University of (name). This offer is made with the approval of the Dean of the (Name) and is subject to the final approval of the Provost and President.
On behalf of my colleagues, and with the enthusiastic support of Dean (Name), I would like to express our excitement at the prospect of your joining our faculty. Your leadership and energy will help us in advancing the Department of (Name) to the top ten ranking to which we aspire.
The specific details of your appointments are as follows:
This is a three-year, full-time, tenure-track position. The appointment is effective (date). Under normal circumstances, you will be considered for tenure during the second year of your appointment. Should tenure not be granted, you will be offered a terminal one-year appointment. The appointment is effective (date).
The appointment is on a 9-month basis at a base salary rate of (salary). Your base salary rate may be adjusted annually thereafter in accordance with University salary guidelines and appropriations, and in response to your annual performance review. Typically these salary appropriations are received by the University through its annual budget process, and may include merit and cost-of-living allocations.
The University has a workload policy of five three-hour course equivalents per year for regular faculty, though for faculty in this department who are active in research and involved with student research advising, this load reduces to (number) courses per year. However, you will not be required to teach any formal courses during the first year of your appointment. In addition, all faculty contribute service to the College and Campus, and I expect that you will participate in these activities as required.
I will inform you when the offer has received final approval. At that point, the offer will remain open for (number) days, giving you time to sign the enclosed contract and return it to me.
I speak for many colleagues when I say that we are truly enthusiastic about your appointment here. I believe we can provide support for your academic career by offering a stimulating, intellectual environment and an engagement with a talented and diverse student body. We look forward to working with you as our colleague.
Yours sincerely,
Chair's Name
Chair
Offer of Employment
Dear ___,
Further to our recent discussions regarding employment with our Company, we are pleased to make a formal offer of employment to you on the terms and conditions set out in this letter.
We are prepared to offer you the position of Manager working in the Local Division of the Company. Your responsibilities will include the effective running of the office, along with such further duties and requirements as we may reasonably request from you from time to time.
Please note that all Company employees are subject to a three (3) month probationary period.
We look forward to your written acceptance of this offer.
If you have any further questions regarding the above, please contact us immediately.
Regards,
Request For Employment Test
Dear ___,
Pursuant to receiving your application materials concerning the (title of job position), we would like invite you to take our Employment Tests.
Please be at our office at (time) on (date). You will be meeting with (individual conducting the meeting).
If you are unable to attend this meeting, please contact me at (phone number).
Thank you for your cooperation, we look forward to seeing you.
Sincerely,
Job Acceptance
Accept or Decline Job Offer
Dear ___,
We are pleased to offer you the position of Computer Analyst at our company. We trust that your knowledge, skills and experience will be among our most valuable assets.
Should you accept this job offer, the following details will be determined:
Salary
Performance Bonuses
Stock Options
Benefits
We hope you choose to accept our offer and look forward to welcoming you aboard.
Sincerely,
Accept Job Offer
By signing below, I hereby accept this job offer of Computer Analyst
Signature: _________________________________ Date:_____________
Decline Job Offer
By signing below, I hereby decline this job offer of Computer Analyst
Signature: _________________________________ Date:_____________
Job Acceptance Letter
Dear ___,
I would like to take this opportunity to thank you for accepting me for the position of (TITLE).
I am certain that I will be able to contribute much to the company’s working environment and to the ongoing progression of the company’s goals and objectives.
Thank you again for this wonderful opportunity. I am looking forward to joining your team and contributing as best as I possibly can.
Best regards,
Job Acceptance Letter
Dear ___,
I am pleased to inform you I will accept the Graphic Designer position you have offered. Thank you for choosing me for this position.
I will follow-up with a phone call to discuss other issues related to this job, such as when you will need me to start, salary, and accommodations while I am relocating. Please keep in mind that I will need adequate time to resign from my current job.
I am excited about starting at (COMPANY NAME) and I look forward to speaking with you again. If you need to contact me for any reason, please feel free to call, fax, or email me. Thank you again for this opportunity.
Sincerely,
Job Offer Acceptance
Dear ___,
I would like to take this opportunity to thank you for granting me this job position. I am certain that I will be able to contribute much to the Company’s working environment and to the ongoing progression of your Company’s goals and objectives.
During the interview and company tour last week, I was very impressed with the company's strong marketing plans and strategies.
Thank you again for this wonderful opportunity. I look forward to becoming part of the team and contributing as best as I possibly can.
Best regards,
Thank You Letters
Thank You Letter After Interview
Dear ___,
It was a pleasure visiting you last week and meeting the members of your staff. I enjoyed the opportunity to get a closer look at the Company / Organization and to hear of the many ventures being undertaken.
I was most impressed with your organization. As I understand, you will contact me within a month regarding further consideration. I look forward to hearing from you soon. Thank you again for the interview.
Sincerely,
Thank you to Applicant for Testing
Dear ___,
Thank you for taking the time yesterday to be tested for employment at our main offices.
We will be giving your application full consideration and will do our best to provide you with a decision within two weeks.
If, for some reason, we are unable to offer you a position at this time, we will keep your application and aptitude test in our files for future openings.
We would like to thank you again for your time and consideration and will be in touch with you as soon as we have some definitive information for you.
Sincerely,
Hiring and Termination
Acceptance of Employee's Resignation
Dear ___,
It is with deep regret that we accept your request for resignation from your current position as _____________.
We have truly appreciated your work efforts and drive for excellence since joining this company.
We wish you only the best of luck in your future endeavors.
Sincerely,
Termination Notice
Dear ___,
It is with regret that we inform you that your employment at (COMPANY) is hereby terminated, effective as of (DATE). Please return all company property to (LOCATION/DEPARTMENT).
We wish you the best of luck in your future endeavors.
Regards,
Job Resignation letter
Dear ___,
Please accept this letter as my formal notice of resignation from the position of __________________, effective as of (ENTER DATE). I will surely keep my time and endeavors spent with you and my fellow colleagues in mind as I strive for other career pursuits. My experience with the company has been a rewarding one and I appreciate the opportunities I've had to grow, both on a professional and on a personal level.
Thank you again for your support and understanding with regards to my decision. I will definitely be available to interview and train prospective candidates, and of course, will fulfill any other responsibilities and deadlines before my departure.
I wish you and the company continued success.
Yours sincerely,
Personnel Office
Notice of Decision to Reprimand
1. This is an official notification of your reprimand for the reason(s) stated below:
a. Reason(s): *describe the delinquency or misconduct*
b. Specification(s): *provide brief but specific details*
We have carefully and impartially considered the reasons and specifications stated above and find that the incidents described are fully supported by reliable evidence and are therefore sustained, warranting your reprimand. You are, therefore, reprimanded for *restate reason above verbatim*.
2. This reprimand is effective immediately upon your receiving this letter. It is intended to emphasize to you the seriousness of your misconduct and to encourage you *indicate what corrective action/behavior you wish to elicit*. This reprimand will be retained in your Official Personnel Folder for a period of two years from the date of this notice. Further incidents of this nature could result in more severe disciplinary action, including removal.
If you wish, you have the right to have your case reviewed under the Administrative Grievance Procedures. Should you submit a grievance using this process, you must do so in writing no later than 15 calendar days after the effective date of the final written decision. You may represent yourself or elect to have someone represent you. If you elect a representative, you must designate this person in writing at the time you present your grievance. Your grievance should be presented to the servicing personnel office or deciding official.
If you wish to read regulations pertinent to this decision or obtain further information about your procedural rights, you may contact *ABC, point of contact *, telephone number-------.
*Supervisor's Signature*
*Signature Block*
Employee's Initials and Date of Receipt
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