Post on 23-Jan-2016
description
ContentsIntroduction................................................................................................................................................1
Who Writes Letters Anymore?...............................................................................................................1
Chapter 1: The Executive Office: Intraoffice................................................................................................1
Overview.................................................................................................................................................1
Notification of calendar for coming year.............................................................................................2
Announcing company-wide meeting...................................................................................................2
Soliciting suggestions for topics for company-wide meeting...............................................................2
Introducing Employee of Month program...........................................................................................3
Announcement of Employee of Month...............................................................................................3
Congratulations to Employee of Month..............................................................................................4
Response to widespread rumor, closing of plant.................................................................................4
Response to widespread rumor, sale of company...............................................................................4
Announcement of opening of new sales office....................................................................................5
General announcement to staff of closing of sales office....................................................................5
Update to employee manual policy on confidential information........................................................6
Invitation to anniversary reception.....................................................................................................6
Announcing a special anniversary bonus to employees......................................................................6
Seeking greeters for open house.........................................................................................................7
Announcement of foreign visitors touring company...........................................................................7
Announcement to general staff about foreign visitors touring company............................................7
Invitation to lunch with foreign visitors...............................................................................................8
Policy on accepting gifts......................................................................................................................8
Year-end statement, good year...........................................................................................................8
Year-end statement, difficult year.......................................................................................................9
Statement on death of former executive............................................................................................9
Announcement of memorial for deceased employee.........................................................................9
Announcement of memorial scholarship for deceased employee....................................................10
Letters of Congratulations and Thanks..................................................................................................10
Holiday greetings to employees........................................................................................................10
Letter of thanks for community service.............................................................................................10
Letter of thanks for appearance at community function...................................................................11
Thanks for involvement in community campaign..............................................................................11
Congratulations to employee on publication of book or article........................................................11
Compliments to speaker and thanks for presentation......................................................................11
Congratulations to recipient of community service award................................................................11
Congratulations to business acquaintance on publication of book or article....................................12
Thanks for speech, donation in appreciation.....................................................................................12
Thanks to employee accepting honorary or voluntary position........................................................12
Personal letter of thanks and condolence to family of former employee..........................................12
Chapter 2: The Executive Office: To the Community.................................................................................13
Letter of appreciation for assistance from area company.....................................................................13
Nomination of employee for industry or association award.................................................................13
Nomination of employee for community service award.......................................................................13
Invitation to serve in honorary or voluntary position with community organization............................14
Policy on matching contributions to community organizations.............................................................14
Request for approval of participation in donation matching program..................................................14
Announcement of matching program...................................................................................................15
Announcing criteria for matching grant program..................................................................................15
Nomination of former employee for scholarship..................................................................................15
Nomination of employee for grant........................................................................................................16
Nomination of employee for internal award.........................................................................................16
Chapter 3: Employment Office: To Applicants and Other Organizations...................................................16
Letters from the Employment Office.....................................................................................................16
Acknowledging job application..........................................................................................................17
Providing information about open job positions...............................................................................17
Invitation to travel to company for interview....................................................................................17
Invitation for job interview and explanation of reimbursement for travel........................................17
Requesting more information from job applicant.............................................................................18
Requesting permission to contact references, employers.................................................................18
Seeking clarification of educational credentials.................................................................................18
Requesting authorization to verify educational credentials..............................................................19
Requesting authorization to verify licensure and certification..........................................................19
Requesting clarification of licensure and certification.......................................................................19
Requesting job applicant make appointment for interview..............................................................20
Notification of required aptitude test for employment.....................................................................20
Notification of physical aptitude test for employment......................................................................20
Notification of required visual aptitude test for employment...........................................................21
Notification of required criminal record and background check for employment.............................21
Notification of required drug testing for employment......................................................................22
Notification of required physical for employment.............................................................................22
Follow-up after job interview............................................................................................................22
Offers of Employment and Negotiations...............................................................................................22
Offer of employment.........................................................................................................................22
Responding to counterproposal on job offer.....................................................................................23
Conditional offer of employment......................................................................................................24
Cover letter providing employee manual to new hire.......................................................................24
Acknowledgment of receipt of employee manual.............................................................................25
Rejecting job application, general......................................................................................................25
Rejecting application, job already filled.............................................................................................25
Rejecting application, applicant does not indicate required qualifications.......................................26
Responding to job application, no jobs available...............................................................................26
Notification that applicant will not be offered job.............................................................................26
Rejecting job application, but advising of other openings.................................................................26
Response to application for a summer internship.............................................................................27
Offer of summer internship job.........................................................................................................27
Declining to offer summer internship job..........................................................................................27
Advisory of seasonal job openings.....................................................................................................28
Letters from Employment Office to Other Organizations......................................................................28
Letter of verification of former employment (general)......................................................................28
Letter of verification of former employment (detailed)....................................................................28
Policy on letters of verification of former employment.....................................................................29
Response to request for confirmation of current employment.........................................................29
Alerting college placement office of available jobs............................................................................29
Alerting college placement office of available internships................................................................29
Alerting union apprenticeship program of available jobs..................................................................30
Announcing job fair...........................................................................................................................30
Responding to request for participation in job fair............................................................................31
Notice of seasonal job openings........................................................................................................31
Chapter 4: Employment Office: From Applicants......................................................................................31
Application for specific job....................................................................................................................31
Detailed letter of application for specific job.........................................................................................32
Cover letter for general application for employment............................................................................32
Letter to follow up on telephone conversation about employment......................................................32
Submission of job application based on referral..................................................................................33
Submission of resume and general inquiry about employment............................................................34
General inquiry about available jobs in department.............................................................................34
Submitting resume to be kept on file in Human Resources...................................................................34
Responding to request for specific details or documents about prior employment.............................35
Requesting further information about advertised job...........................................................................35
Requesting update on hiring process....................................................................................................36
Offering thanks for opportunity to interview for job.............................................................................36
Request for update on hiring status......................................................................................................36
Asking consideration for future job openings........................................................................................37
Withdrawing application for a job.........................................................................................................37
Accepting a job based on stated details................................................................................................37
Making counterproposal on job offer....................................................................................................38
Qualified acceptance of job offer..........................................................................................................38
Confirming acceptance of job offer made by telephone.......................................................................38
Requesting information about job benefits and employee handbook..................................................39
Turning down a job offer, without explanation.....................................................................................39
Turning down a job offer, with details...................................................................................................39
Application for summer internship........................................................................................................40
Thanks to reference for employment....................................................................................................40
Chapter 5: Human Resources: To All Employees.......................................................................................40
Holidays, Social Events, and Personal Interests.....................................................................................40
Veterans Day observance..................................................................................................................41
Invitation to retirement party............................................................................................................41
Policy on office parties and other social events in the workplace.....................................................41
Policy on holiday parties and other social events in the workplace..................................................41
Announcing annual company-wide holiday party.............................................................................42
Amendment to employee handbook regarding dress code...............................................................42
Amendment to employee handbook regarding dress code and casual days.....................................43
Company policy on display of political material................................................................................43
Company policy on religious activities in the workplace...................................................................43
Company policy on solicitation for charities at the workplace..........................................................44
From Human Resources to Staff............................................................................................................44
Internal announcement of new executive.........................................................................................44
Announcement of informal meet-and-greet for new executive........................................................45
Announcement to affected staff of closing of sales office.................................................................45
Internal announcement of promotion...............................................................................................45
Internal announcement of retirement...............................................................................................46
Notification of company policy banning drug and alcohol use and possession.................................46
Notification of company policy banning tobacco use in workplace...................................................47
Notification of company policy completely banning tobacco use by employees..............................47
Notification to staff of new hire.........................................................................................................48
Letter to managers involved in hiring about equal opportunity policy..............................................48
Offering training on hiring and promotion........................................................................................49
Internal job posting, notification of job availability...........................................................................49
Notification of policy on recommendations and verification of employment...................................50
Sample letter of recommendation.....................................................................................................50
Company policy regarding confirmation of current employment.....................................................51
Company policy regarding references and confirmation for prior employment...............................51
Policy on confidentiality of payroll information.................................................................................52
Requirement of notification of personal relationships in workplace.................................................52
Introduction of employee referral bonus program............................................................................52
Introduction of employee retention bonus program.........................................................................53
Policy regarding jury duty..................................................................................................................53
Policy on military leave of absence....................................................................................................54
Policy on bereavement leave.............................................................................................................54
Flextime offered to reduce traffic problems......................................................................................55
Ban on personal music devices..........................................................................................................55
Policy on accepting gifts....................................................................................................................55
Policy on accepting meals and entertainment...................................................................................56
Policy on accepting gifts within company..........................................................................................56
Commendation to departments for exceptional service to customer...............................................57
Requesting participation in employee survey....................................................................................57
Requesting participation in employee focus group...........................................................................58
Chapter 6: Human Resources: To Individual Employees............................................................................58
Letters to Individual Employees.............................................................................................................58
Acknowledging letter of resignation..................................................................................................58
Acknowledging letter of resignation, without comment...................................................................59
Accept resignation, offer praise and reference..................................................................................59
Notification of change in job status (part-time to full-time)..............................................................59
Welcome to new employee...............................................................................................................59
Commendation on employment milestone.......................................................................................59
Acknowledgment of referral of new hire...........................................................................................60
Acknowledgment of payment of retention bonus.............................................................................60
Offer of promotion............................................................................................................................60
Offer of transfer.................................................................................................................................61
Decline offer to transfer instead of termination................................................................................61
Notice of layoff..................................................................................................................................61
Notice of termination........................................................................................................................62
Request for resignation to avoid termination....................................................................................62
Requiring return of laptop computer from departing employee.......................................................62
Withholding final paycheck for employee until equipment is returned............................................63
Regarding request for change from full-time to part-time status......................................................63
Denying request for change from full-time to part-time status.........................................................64
Suggesting job-sharing for part-time employee................................................................................64
Offer of assistance to family of ill employee......................................................................................65
Offer of assistance to employee with ill family member...................................................................65
Introductions, References, and Recommendations...............................................................................66
Letter of introduction for former employee leaving company..........................................................66
General letter of recommendation for former employee..................................................................66
Specific letter of recommendation for former employee..................................................................66
General letter of recommendation for employee applying to college...............................................66
Specific letter of recommendation for employee applying to college...............................................67
Decline to offer letter of recommendation for former employee, company policy...........................67
Decline to offer letter of recommendation for former employee.....................................................67
Commendation to file........................................................................................................................68
Reprimand to file...............................................................................................................................68
Commendation to employee for exceptional service to customer....................................................68
Chapter 7: Human Resources: From Employees........................................................................................69
Letter of resignation (simple)................................................................................................................69
Letter of resignation (to take a new job)...............................................................................................69
Notification of intent to retire...............................................................................................................69
Recommending employee for promotion.............................................................................................70
Objecting to proposed promotion for employee...................................................................................70
Acceptance of promotion......................................................................................................................70
Acceptance of transfer..........................................................................................................................70
Declining promotion..............................................................................................................................71
Request for transfer from one department to another.........................................................................71
Declining promotion with transfer........................................................................................................71
Request to be considered for internal job opening...............................................................................72
Notification of legal name change.........................................................................................................72
Notification of legal name change, reverting to maiden name..............................................................72
Notification of change of address..........................................................................................................73
Notification of change of marital status................................................................................................73
Request for clarification of vacation policy............................................................................................73
Request for clarification of holiday schedule.........................................................................................74
Request for clarification of overtime policy.........................................................................................74
Request for clarification of use of accrued vacation time......................................................................74
Request for clarification of vacation policy, half-day vacation..............................................................75
Request for flextime..............................................................................................................................75
Request for bereavement leave............................................................................................................75
Waiver of confidentiality for employment details.................................................................................75
Requesting change from full-time to part-time status..........................................................................76
Chapter 8: Employee Evaluations..............................................................................................................76
Advisory about performance evaluation...............................................................................................76
Confirmation of performance evaluation meeting................................................................................77
Notification of memo to personnel file..................................................................................................77
Notification of special training schedule, result of performance evaluation.........................................77
Commendation for extra effort.............................................................................................................78
Employee evaluation: chronic tardiness................................................................................................78
Employee evaluation: violation of lunch break rules.............................................................................79
Employee evaluation: violation of sick day policy..................................................................................79
Employee evaluation: lack of availability for overtime..........................................................................80
Employee evaluation: absence from meetings......................................................................................80
Employee evaluation: failure to meet deadlines...................................................................................81
Employee evaluation: inability to stay within financial plan..................................................................81
Employee evaluation: inability to meet sales goals...............................................................................82
Employee evaluation: failure to meet quality standards for service.....................................................82
Employee evaluation: violation of health and safety rules....................................................................82
Employee evaluation: violation of computer security rules..................................................................83
Employee evaluation: violation of rules on use of computer for personal purposes............................83
Employee evaluation: improper personal conduct................................................................................84
Chapter 9: Benefits Office Announcements..............................................................................................84
Announcements from Benefits Office to Employees.............................................................................84
Notice of annual bonus......................................................................................................................84
Notification of holiday policy.............................................................................................................85
Notification of change to sick leave policy.........................................................................................86
Policy statement on benefits for domestic partners..........................................................................86
Optional training seminar on benefits...............................................................................................87
Announcement of seminar on new health insurance plan................................................................87
Notice of increase in health insurance costs......................................................................................87
Amendment to employee handbook regarding health insurance.....................................................88
Announcement of explanatory session on employee stock purchase plan.......................................88
Announcement of explanatory session on 401(k) and other retirement programs..........................88
Notice of policy change on vacation day accrual...............................................................................89
Announcement of new on-site gym benefit......................................................................................90
Announcement of new childcare benefit..........................................................................................90
Announcement of new health club benefit.......................................................................................90
Announcement of tuition reimbursement program..........................................................................90
Recommended courses for tuition reimbursement program............................................................91
Posting of car pool match list............................................................................................................91
Bonus offered to car pool participants..............................................................................................92
Availability of company-owned vehicles for car pools.......................................................................92
Discounted mass transit passes offered............................................................................................92
Bus pass regulations..........................................................................................................................93
Prepaid legal services offered............................................................................................................93
Dry cleaning services for employees..................................................................................................93
Oil change and tune-up service for employees..................................................................................94
Announcement of new vision care benefit........................................................................................94
Announcement of hearing assessment benefit.................................................................................94
Free on-site hearing test....................................................................................................................94
Announcement of new dental plan...................................................................................................95
Eligibility for on-campus childcare.....................................................................................................95
Request for childcare emergency contact information.....................................................................95
Request for childcare medical information form...............................................................................95
Policy on requirement for pick-up of childcare participants..............................................................96
Human Resources offers childcare discounts....................................................................................96
Offer of special discounts on company products for employees.......................................................96
Company sponsored day at area museums, benefits........................................................................96
Discounted admission to local museum............................................................................................97
Announcement of matching grant program......................................................................................97
Offering energy-saving light bulbs to employees for home use........................................................97
Correspondence from Benefits Office to Departments.........................................................................98
Notice of meeting for department heads about benefits program...................................................98
Minutes of meeting, bonus and incentive programs.........................................................................98
Corrected minutes of meeting, bonus and incentive programs.........................................................99
Chapter 10: Benefits Office Correspondence............................................................................................99
Personal Correspondence from Benefits Office to Employee................................................................99
Notification of vacation time accrued................................................................................................99
Notification of excess accrued vacation time....................................................................................99
Approval of request for vacation.....................................................................................................100
Notification of vacation policy violation..........................................................................................100
Denial of vacation request...............................................................................................................100
Granting personal leave of absence................................................................................................101
Denying leave of absence because of lack of availability of replacement staff...............................101
Notification of apparent violation of holiday policy.........................................................................101
Granting home and family leave......................................................................................................102
Request for unpaid time off for permissible family needs (leave of absence).................................102
Response to request for new benefit..............................................................................................102
Request for details of course for tuition reimbursement................................................................103
Request for grade report for reimbursement..................................................................................103
Personal Correspondence from Employee to Benefits Office..............................................................103
Request for clarification of health benefits.....................................................................................103
Request for health benefit forms....................................................................................................103
Request to add family member to insurance...................................................................................104
Notification of intention to use family and medical leave time.......................................................104
Advising change in personal information, dependents....................................................................104
Chapter 11: Business Invitations..............................................................................................................104
Invitations to Employees.....................................................................................................................104
Announcement of open house........................................................................................................104
Formal invitation to employee recognition dinner..........................................................................105
Announcement of Family Day..........................................................................................................105
Announcement of Take Our Daughters and Sons to Work Day.......................................................106
Invitation to reception for retired employees.................................................................................106
Invitation to business-related social event......................................................................................107
Invitations to Customers, Partners, and Organizations.......................................................................107
Invitation to open house.................................................................................................................107
Formal invitation to elected official to meet with Board.................................................................107
Formal invitation to reception for distributors or sales partners.....................................................108
Formal invitation to reception for customers..................................................................................108
Invitation to annual Career Day.......................................................................................................108
Invitation to participate in seminar on environmental campaign....................................................109
Chapter 12: Government Affairs..............................................................................................................109
To Elected Representative or Government Agency.............................................................................109
Advocating enactment of legislation...............................................................................................109
Opposing enactment of legislation..................................................................................................110
Asking for assistance in obtaining government grants....................................................................110
Asking for assistance in obtaining minority employment grants.....................................................111
Requesting assistance in dealings with government agency...........................................................111
Requesting change to traffic engineering........................................................................................112
Requesting legislative input on traffic engineering..........................................................................112
Complaining about policies of governmental agency......................................................................113
Congratulating official on re-election..............................................................................................113
Congratulating newly elected official..............................................................................................114
Invitation to elected official to attend press event..........................................................................114
Government Relations Planning..........................................................................................................114
Distribution of proposed government submission for review.........................................................114
Response to request for comments on document prior to submission...........................................115
Distribution of proposed government submission for final review.................................................115
Response to document submitted for review..................................................................................116
Chapter 13: Media Relations: To Media Outlets......................................................................................116
Announcement of press conference....................................................................................................117
Announcement of Webcast for media.................................................................................................117
Announcement of video news release for media................................................................................117
Issuing a press release in advance of press conference.......................................................................118
Announcing exhibition opening...........................................................................................................118
Press advisory on exhibition................................................................................................................118
Notice to media of availability of spokesperson..................................................................................119
Inviting press to demonstration..........................................................................................................119
Compliment to member of media for coverage..................................................................................120
Letter to editor correcting error in story.............................................................................................120
Demanding retraction or correction of coverage................................................................................120
Submitting an article for publication...................................................................................................121
Offering to write an advice column.....................................................................................................121
Chapter 14: Media Relations: To Employees and Departments..............................................................121
Announcements to Media Outlets......................................................................................................122
Announcement of new executives..................................................................................................122
Announcement of promotion..........................................................................................................122
Announcement of retirement..........................................................................................................123
Announcement of contribution.......................................................................................................123
Announcing new company vehicles to be hybrids...........................................................................123
Introducing use of environment-friendly packing material.............................................................124
From Media Relations to Employees...................................................................................................124
Guidelines for handling of press inquiries.......................................................................................124
Follow-up on press inquiry to employee.........................................................................................125
Inviting employees to contribute artifacts to exhibition..................................................................125
Inviting employees and family to preview of anniversary exhibit....................................................125
Seeking articles for company newspaper........................................................................................126
Seeking articles from regional offices and manufacturing sites for company newsletter................126
Rejecting an article submitted for publication.................................................................................126
Rejecting an article submitted for publication because of conflict of interest.................................127
Rejecting an article submitted for publication because of political views.......................................127
Advisory about photographer in offices..........................................................................................127
Chapter 15: Legal and Compliance Offices..............................................................................................127
Policies and Statements to Employees................................................................................................127
Availability of legal consultation to managers.................................................................................127
Statement of policy on compliance with Sarbanes-Oxley Act..........................................................128
Confirmation of training on compliance with Sarbanes-Oxley Act..................................................128
Statement on compliance with antidiscrimination policy in hiring and promotion.........................128
Confirmation of training on compliance, antidiscrimination in hiring and promotion.....................129
Policy on claims of discrimination....................................................................................................129
Statement on commitment to statutes barring sexual harassment................................................129
Confirmation of training on sexual harassment policies..................................................................130
Policy on claims of sexual harassment.............................................................................................130
Policy on retention of records.........................................................................................................130
Policy on retention required notification before disposal of records..............................................130
Policy on backup of electronic files..................................................................................................131
Letters to Employees...........................................................................................................................131
Request to meet with government agency......................................................................................131
Requesting employee meet with in-house lawyer or outside counsel for briefing..........................132
Requesting employee meet with in-house lawyer or outside counsel for briefing on legal procedure.........................................................................................................................................................132
Notification of scheduled deposition...............................................................................................132
Legal Forms..........................................................................................................................................133
Legal release for submitted product suggestion..............................................................................133
Photo release form, simple..............................................................................................................133
Photo release form, detailed...........................................................................................................134
Addendum to photo release form granting permission by parent or guardian...............................135
Video release form for minor..........................................................................................................135
Request for use of copyrighted material.........................................................................................136
Noncompete agreement.................................................................................................................137
Confidentiality agreement...............................................................................................................137
Chapter 16: Crisis Management..............................................................................................................139
Bulletins to Media Outlets...................................................................................................................139
Bulletin: Fire damages warehouse...................................................................................................139
Update on fire at warehouse...........................................................................................................139
Statement to the press about fatality in fire....................................................................................140
Announcement of memorial service for employee killed in warehouse fire...................................141
Announcement of memorial fund for former employee.................................................................142
Death of top executive....................................................................................................................142
Death of top executive, details of memorial service.......................................................................143
Bulletins and Notices to Employees and Customers Advisory to staff of closure of building because of emergency...................................................................................................................................143
Statement to employees about fatality at warehouse....................................................................144
Statement to returning staff after fire at warehouse......................................................................145
Announcement of memorial service for employee killed in fire......................................................145
Death of top executive....................................................................................................................145
Death of top executive, details of memorial service.......................................................................146
Death of top executive, details of memorial service, for customers and vendors...........................146
Chapter 17: Community Organizations: From Company and Individuals................................................147
From Company to Community Organization.......................................................................................147
Support for community organization...............................................................................................147
Offering donation of used office equipment...................................................................................147
Announcing mentoring program in community..............................................................................148
Offering mentors for community businesses...................................................................................148
Announcing discounted products or services available to community organizations.....................149
Communicating information about community organizations through distributions made by Human Resources........................................................................................................................................149
Responding to request for contribution from community organization..........................................149
Seeking discount for company sponsorship.....................................................................................149
Responding to request for company presentation at school...........................................................150
Response to request for company presentation at organization.....................................................150
Response to request for executive as speaker................................................................................150
From Individual to Community Organization.......................................................................................151
Making financial contribution..........................................................................................................151
Making financial contribution in response to fundraising request..................................................151
Declining financial contribution in response to fundraising request...............................................151
Declining financial contribution in response to fundraising request, for cause...............................151
Resigning from Board position because of workload.......................................................................152
Resigning from community group...................................................................................................152
Accepting formal invitation to event...............................................................................................152
Cancel appointment for cause.........................................................................................................152
Apologize for missing appointment.................................................................................................153
Accept a formal invitation to a business-related social event.........................................................153
Cancel acceptance of social event for cause....................................................................................153
Accept an honor or award...............................................................................................................154
Accept an invitation to speak at an event........................................................................................154
Decline an invitation to speak at an event.......................................................................................154
Declining invitation to speak because of travel...............................................................................154
Accept an appointment to an honorary or volunteer position........................................................155
Decline an appointment to honorary or volunteer position............................................................155
Appreciation for donation as thanks...............................................................................................155
Chapter 18: Community Organizations: To Company and Individuals.....................................................155
From Community Organization to Company.......................................................................................155
Requesting company presentation at school...................................................................................155
Requesting company presentation at organization.........................................................................156
Requesting executive as speaker.....................................................................................................156
From Company to Employees on Behalf of Community Organization.................................................156
Seeking volunteers for fundraising phone bank..............................................................................156
Thanking volunteers for fundraising phone bank............................................................................157
Seeking volunteers to answer phones at public radio telethon.......................................................157
Seeking volunteers for fundraising community talent show...........................................................157
Seeking contributions of canned goods for food pantry..................................................................158
Discounted admission to local museum..........................................................................................158
From Community Organization to Employees and Individuals............................................................158
Seeking volunteers for community agency, recruiting through Human Resources.........................158
Invitation to join business association.............................................................................................159
Invitation to join professional association.......................................................................................159
Writing a fundraising letter..............................................................................................................159
Thanks to donor in response to fundraising letter...........................................................................160
Seeking volunteers, recruiting through Human Resources..............................................................160
Chapter 19: Accounts Payable.................................................................................................................160
From Accounts Payable to Employee..................................................................................................160
Clarifying policy on general expense accounts................................................................................161
Requesting details of expenditure for temporary workers..............................................................161
Requesting receipts for travel expense report................................................................................161
Warning letter about expense account policies...............................................................................161
Questioning element of expense report..........................................................................................162
Granting exception on expense report............................................................................................162
Request to employee to obtain supervisor approval for expenditure.............................................162
Disallowing expenditure on expense report....................................................................................162
Notification of policies regarding petty cash...................................................................................163
Announcing end-of-year expense report deadline..........................................................................163
From Accounts Payable to Third Party.................................................................................................163
Requesting provision of tax-exempt certificate...............................................................................163
Requesting taxpayer ID or SSN........................................................................................................163
Questioning invoice from supplier...................................................................................................164
Questioning prices from supplier.....................................................................................................164
Offering apology for accounting error.............................................................................................164
Offering apology for delay in issuance of refund.............................................................................164
Availability of electronic funds transfer for bill payment.................................................................165
Requesting early payment discount................................................................................................165
Making second request for early payment discount.......................................................................165
Chapter 20: Accounts Receivable............................................................................................................166
Requesting credit reference for new customer...................................................................................166
Second request for payment...............................................................................................................166
Third request for payment, warning of turnover to collection agency................................................166
Final demand for payment, warning of legal proceedings...................................................................167
Suspending credit because of past-due invoices.................................................................................167
Imposing late charge for past-due invoices........................................................................................167
Returning improperly filled-in or unsigned check................................................................................168
Assessing fee for check returned for insufficient funds.......................................................................168
Making apology for unwarranted collection letter..............................................................................168
Offering payment plan for outstanding balance..................................................................................168
Offering discount for early payment on invoices.................................................................................168
Announcing suspension of early-pay discount....................................................................................169
Offering early-pay discount for electronic funds transfers..................................................................169
Notifying customer of overpayment and ask for advice......................................................................169
Notifying customer of incorrect payment amount and asking for balance.........................................170
Responding to request for letter of credit reference...........................................................................170
Requesting bids for collection services................................................................................................170
Chapter 21: Payroll Services....................................................................................................................171
Payroll Services to Employees.............................................................................................................171
Availability of paycheck direct deposit............................................................................................171
Notification of error on direct deposit or paycheck.........................................................................171
Reminding employees to update tax form exemptions annually....................................................171
Notification of inclusion of W-2 forms with paychecks this period.................................................171
Announcing early deadline for timesheets because of holiday.......................................................172
Payroll Policy Announcements to Employees......................................................................................172
Policy on charitable contributions and community organizations...................................................172
Announcement of availability of direct charitable contribution from paycheck.............................172
Announcing policy on payroll advances...........................................................................................173
Policy to request correction of error on paycheck or direct deposit...............................................173
Payroll Services to Third Party.............................................................................................................173
Seeking bid for payroll services.......................................................................................................173
Chapter 22: Office Services: Maintenance, Facilities, and Food Service..................................................174
Facilities Notices and Policies to Employees........................................................................................174
Announcing policy for reservation of conference rooms.................................................................174
Confirming reservation of conference room with details................................................................174
Reminder of reservation of conference rooms................................................................................175
Policy on use of off-site facilities for meetings................................................................................175
Approval of use of off-site facility for meeting................................................................................175
Denial of approval of use of off-site facility for meeting..................................................................175
Personal letter regarding handicapped access to building..............................................................176
Response to letter about handicapped access.................................................................................176
From Employees to Office Services......................................................................................................177
Requesting reservation for conference room..................................................................................177
Request from department for approval of use of off-site facility for meeting.................................177
Food Services and Catering Notices and Policies to Employees..........................................................177
Announcement of cafeteria hours and policies...............................................................................177
Announcement of outdoor picnic area............................................................................................178
Policy on use of cafeteria and break rooms for meals.....................................................................178
Policy regarding guests in cafeteria.................................................................................................178
Policy regarding catering of departmental meetings by in-house Food Services............................178
Policy regarding use of outside vendors to cater departmental meetings......................................178
Policy regarding special meal requests for medical or other reasons..............................................179
Janitorial and Recycling-Related Notices and Policies to Employees...................................................179
Procedure to request emergency clean-up.....................................................................................179
Procedure to request after-hours emergency clean-up...................................................................179
Policy regarding spills of toxic or dangerous substances.................................................................179
Limited janitorial services during holiday period.............................................................................180
Request for weekly cleaning of refrigerators in break room...........................................................180
Policy on recycling of paper.............................................................................................................180
Policy on recycling of toner cartridges.............................................................................................180
Installation of recycling bins in break rooms and cafeteria.............................................................181
Installation of recycling bins near photocopy centers, printers.......................................................181
Chapter 23: Office Services: Supplies and Equipment.............................................................................181
Policy advisory on office supplies........................................................................................................181
Implementing policy to account for assets, including bar codes and valuations.................................182
Notification of approved vendors........................................................................................................182
Notification of unapproved vendors....................................................................................................182
Policy to request stocking of specific products not on approved list...................................................182
Policy regarding use of office equipment for personal purposes........................................................183
Warning about improper use of office equipment for personal purposes..........................................183
Telephone answering protocols..........................................................................................................183
Training session on voicemail system..................................................................................................184
Guidelines on use of copying machines...............................................................................................185
Notification on standardized filing procedures....................................................................................185
Policy on availability of special project support staff...........................................................................186
Policy on hiring of temporary workers for special projects.................................................................186
Policy on rental of special equipment for projects..............................................................................186
General cover letter for faxes.............................................................................................................187
General cover letter for faxes, alternate version...............................................................................187
Use of energy-saving light bulbs required in office areas....................................................................188
Seeking suggestions for saving money................................................................................................188
Chapter 24: Office Services: Mailroom, Library, and Transportation.......................................................189
Mailroom Notices to and Policies for Employees................................................................................189
Mailroom policy regarding use of express and overnight services..................................................189
Mailroom policy regarding use of intraoffice mail...........................................................................189
Mailroom policy disallowing personal use of outgoing mail services..............................................190
Mailroom policy disallowing acceptance of personal packages.......................................................190
Advisory of postage rate increase....................................................................................................190
Library and Archives Notices and Policies............................................................................................190
Policy on loan of Library items.........................................................................................................190
Notice of overdue borrowed Library item.......................................................................................191
Request for suggestions for Library acquisition...............................................................................191
Announcement of central registry of newspaper and magazine subscriptions...............................191
Request for donation of Library or archival items...........................................................................192
Policy on use of copyrighted material.............................................................................................192
Policy on access to materials over intranet.....................................................................................192
Policy on access to institutional Archives........................................................................................193
Requirement to advise archivist before disposal of documents......................................................193
Policy on availability of professional researchers............................................................................193
Announcing access to interLibrary loan...........................................................................................194
Policy on use of scanners to record paper documents....................................................................194
Transportation-Related Notices and Policies to Employees................................................................194
Announcement of parking policies..................................................................................................194
Enforcement of handicapped parking rules.....................................................................................195
Award of special parking space to employee of the month.............................................................195
Advisory about towaway zones in parking lot.................................................................................195
Notice of bicycle and motorcycle parking area................................................................................196
Announcing closure of section of parking lot and opening of satellite lot.......................................196
Announcing lottery for preferred parking spaces............................................................................197
Purchase of leased vehicle by employee.........................................................................................197
Availability of leased vehicles for purchase by employee................................................................197
Announcing auction of company-owned vehicles...........................................................................198
Solicitation of bids for leased vehicles.............................................................................................198
Policy on use of personal vehicle for company purposes................................................................199
Request for reimbursement for use of personal vehicle for business purposes..............................199
Policy on use of company vehicle for personal purposes................................................................199
Policy on use of company vehicle for personal purposes................................................................200
Chapter 25: Office Services: To Vendors..................................................................................................200
Soliciting bid for services.....................................................................................................................200
Request for references for contractor.................................................................................................200
Requesting clarification of bid for services..........................................................................................201
Rejecting bid for services because of high price..................................................................................201
Confirming oral agreement and bidding procedure............................................................................201
Appointing representative for real estate or rental negotiation.........................................................202
Request for bids on transportation services......................................................................................202
Follow-up on bid for transportation services.......................................................................................203
Request for bids on local delivery or courier service...........................................................................203
Follow-up on bids for local delivery or courier service........................................................................203
Request for bid for catering in workplace...........................................................................................203
Follow-up on bid for catering in workplace.........................................................................................204
Acceptance of bid for catering in workplace with details....................................................................204
Request for credit for problem with catering in workplace.................................................................204
Request for proof of proper workers comp insurance for service in workplace..................................205
Chapter 26: Information Technology: General Policies...........................................................................205
From Information Technology to Employees.......................................................................................205
Announcement of scheduled downtime for computer network maintenance...............................205
Announcement of scheduled unavailability of resources because of updates................................205
Notice of system-wide update for all workstations.........................................................................206
Policy on file naming conventions...................................................................................................206
Use of computers for personal purposes (prohibition on commercial, religious, political use).......207
Policy regarding use of office telephone for personal purposes......................................................207
Policy regarding use of company-provided cell phones...................................................................207
Policy regarding use of personal cell phones in the workplace.......................................................207
Prohibition on use of personal cell phone cameras in the workplace.............................................207
Soliciting requests for training.........................................................................................................208
Requirements for approval for new software installation...............................................................208
Requirements for approval for installation of new hardware.........................................................208
Policy on e-mail accounts................................................................................................................208
E-mail privacy warning.....................................................................................................................209
Policy on maintenance of e-mail files..............................................................................................209
Availability of corporate discounts for computer purchases by individuals....................................209
Availability of corporate discounts for cell phone purchases by individuals....................................210
Policy on disposal of outdated computer hardware........................................................................210
Availability for purchase of used equipment by staffers..................................................................210
Policy on use of integrated calendar software.................................................................................210
Training course on PowerPoint presentations.................................................................................211
Announcement of recall of laptop batteries....................................................................................211
Process to replace laptop batteries.................................................................................................211
Availability of amplified telephones................................................................................................212
Availability of privacy filters for laptop computers..........................................................................212
Information Technology to Third-Party Vendors.................................................................................212
Request for written bid for corporate cell phone service................................................................213
Follow-up on bid for corporate cell phone service..........................................................................213
Chapter 27: Information Technology: Security and Maintenance...........................................................213
Security Notices from Information Technology...................................................................................213
Announcement of mandatory training courses on security.............................................................213
Policy on confidentiality of electronic information..........................................................................214
Prohibition against back-dating of documents, computer monitoring............................................214
Policy regarding travel with laptop..................................................................................................214
Policy regarding use of PDAs...........................................................................................................215
Notification of monitoring of Web usage........................................................................................215
Notification of blocked Web sites....................................................................................................215
Notification of monitoring of e-mails...............................................................................................215
Policy on mandatory use of antivirus and antispam software.........................................................216
Warning against opening unsolicited attachments and files...........................................................216
Emergency procedure if you suspect a virus in your computer.......................................................217
Reminder of company-wide required password changes................................................................217
Company policy on creation of password and proper safeguards...................................................217
Policy regarding release of e-mail addresses to outsiders...............................................................218
Policy regarding release of company phone directory to outsiders................................................218
Policy forbidding unauthorized use of copyrighted material...........................................................218
Procedure to seek permission to use copyrighted material in presentations..................................219
Policy on use of data projectors for presentations..........................................................................219
From Information Technology Regarding Support and Repair Services..............................................219
Procedure for troubleshooting and repair of computer equipment................................................219
Availability of outside consultants for special projects....................................................................220
Policy on upgrading or replacement of computer equipment on an individual basis......................220
Announcement of outsourcing of computer maintenance services................................................220
Announcement of in-house maintenance of computers.................................................................220
Chapter 28: Office Medical Services........................................................................................................221
Emergency health needs: whom to call first........................................................................................221
Advisory on policy for noncritical health care in the workplace..........................................................221
Policy regarding workplace injuries and workers compensation.........................................................221
Requirement of notification of medical condition that will impact ability to perform job..................222