#hr guide

Email introducing a new policy on accepting gifts within the company

An organization’s policies cannot remain stagnant, and need to evolve as its structure or processes themselves change and evolve. Along with revisions in existing policies, there could also be the introduction of a completely new policy. Employees need to be informed of such changes, as they are the ones who will be required to follow the rules diligently.

Here are a few things to include: ●…

Email to introduce an employee referral bonus program

Existing employees are a great source of future recruitment. Companies value their employees’ opinions about who among their friends or relatives could be an asset to the company. While this can lead to savings in recruitment costs, it also becomes a tool for retaining employees. For this reason, most organizations have referral bonus programs.

While informing employees about such a programme…

An email asking employees to participate in employee survey

Employee surveys are not perceived positively by most employees, as they frequently hold the belief that the results will be ignored and that there will be consequences if it’s felt that one has made complaints or criticisms. Therefore, employees do not always take the questions posed seriously. However, if the responses are assimilated prudently and an impartial analysis is done, such surveys…

An email announcing employee of the month

Employee branding is a useful tool in the hands of the HR department, which it can use to motivate and engage its employees. One way of achieving this is by announcing an ‘Employee of the Month’. Companies do regular performance reviews and based on certain criteria they can choose an employee who stands out from his/her colleagues. This recognition is awarded to the employee by way of an…

Email denying long leave request due to non-availability of staff

Employees sometimes ask to take leave for longer durations than average. However, it might not be possible for the HR department to approve all such requests. This denial should be conveyed in the right tone and manner.

You should keep the following things in mind as you compose this email: ● State that the request can’t be approved. ● Mention the reason why the requested leave is not possible. ●…

Email to reject a candidate’s internship application

Often, organizations have internship openings for candidates who are currently in college and want to gain work experience. Since they mostly do not yet have any experience under their belts, it is only their academic qualifications that can be the basis for assessing their capabilities. However, an organization might still fail to find candidates suitable for fulfilling the responsibilities they…

Announcement of an all-department meeting

Organizations conduct regular meetings with their employees at different levels. HR professionals are usually involved in writing the emails required to inform those concerned about meetings to be held at the broader organizational level.

These emails should have some particular features: ● State the precise agenda for the meeting in the body of the email, and give the detailed agenda in an…

Email inquiring about an employee who is on a prolonged period of leave

When an employee doesn’t resume work or does not contact his/her superior after an approved period of leave concludes, the organization should try to make contact. Usually, an email from the HR department is sent, asking the concerned employee to get in touch with the Human Resources team by a certain date.

Such an email should include the following elements: ● State the date from which the…