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