12 HR Department Letters to Individual Employee

Acknowledging letter of resignation

We have accepted your letter of resignation, effective June 1.

You have been a valued member of the [Company Name] team, and we wish you the best of luck in your next endeavor.

You will continue to receive your salary through your last day of employment. Your final paycheck will also include the cash value of any accrued and unused vacation time, following the provisions of the employee manual.

If you have any questions about your final paycheck or the exit process, please contact Human resources as soon as possible.

Accept resignation, offer praise and reference

It is with regret that we accept your resignation from employment with [Company Name]. On behalf of everyone at [Company Name], we wish you well in your new job in Chicago. We are certain you will be as successful in your new position as you were here in Lumbertown; if you ever require a job or personal reference, please feel free to request one.

Notification of change in job status [part-time to full-time]

We are pleased to inform you that we can change your employment status from part-time to full-time, effective Jun 15.

Your job description for a nonexempt employee and hourly pay rate will not change. However, you are now eligible for various health, vacation, and retirement benefits as described in the attached memo.

Please make an appointment to visit Human Resources before June 15 to sign up for benefits and make other changes to employment records.

Acknowledgement of payment of retention bonus

Congratulations on reaching your sixth anniversary with [Company Name]. As a quality control engineer, you are eligible for an annual retention Bonus.

After two years, the bonus begins at 5 percent and increases by 1 percent on each anniversary. Your bonus, which will be included in your paychecks in the first week of June, is 9 percent of your base annual salary (before overtime). Please note that the bonus is considered ordinary income for income tax purposes.

Offer of promotion

I am pleased to offer you a promotion to the position of senior benefits analyst in Human Resources. The job description and details of the salary and other benefits are attached to this letter.

We have been very pleased with your work in the Benefits department over the past two years, as reflected in your performance evaluations and recommendations from your supervisors.

We hope you will accept this job and continue to have success here at [Company Name]. Please advise me by letter of your intentions by August 19.

Offer of transfer

As you know, it is the corporate policy of [Company Name] to seek to promote from within whenever possible.

We would like to offer you a promotion to a new position as Director of Customer Services in our Columbus office. The job description and details of salary and benefits (including assistance in relocation and associated expenses) are attached.

Your supervisors recommended you very highly for this opportunity. This would be a significant advancement in your career here at [Company Name], and we hope you will accept the offer.

If you have any questions about the job or the transfer process, please give me a call.

Withholding final paycheck for employee until equipment is returned

Your final paycheck is ready to be issued by Payroll Services, but in accordance with company policy, it is being withheld until all loaned equipment has been returned.

According to our records, you still have a company-issued laptop and a set of precision power tools owned by the company. Service to the laptop has been discontinued, but the device must be returned.

Please arrange to return the loaned equipment to the office services department as soon as possible.

Suggesting job-sharing for part-time employee

We have received your request to change your job as a Customer Service Agent from permanent full-time to permanent part-time status effective August 1, with a work schedule of twenty hours per week. Your schedule, subject to approval by your department head, would be weekdays from 8:30 a.m. to 12:30 p.m.

As you know, part-time workers are not eligible for company-subsidized health insurance and certain other benefits including contributions and bonuses.

Before we make your requested change, we would like to suggest that you consider engaging in a formal job-sharing contract with another employee. We can help pair you with another staffer in your department or with a similar job description.

Under a job-sharing agreement, two employees agree to provide the company with forty hours per week of labor, with time divided in any reasonable manner. (For simplicity and to assist the company in planning, we encourage 50/50-time splits.)

As an incentive for engaging in a job-sharing agreement, [Company Name] provided the following special benefits to permanent part-time employees:

  • The company will provide a subsidy equal to 50 percent of the cost of the same health insurance plan each employee would receive as a permanent full-time employee.
  • Personal days, sick days, and vacation days will accrue at a rate proportionate to the number of hours worked each week by each partner in the plan, plus an additional annual bonus equal to 25 percent of time that would have been earned by a permanent full-time employee

If you are interested in engaging in a job-sharing agreement, please contact me no later than July 15 to discuss your plans to return to the workforce on August 1.

Offer of assistance to family of ill employee

On behalf of all of us at [Company Name], we want to wish you a speedy and full recovery from your illness.

As you already know, you are covered under the terms of the Federal Family and Medical Leave Act which allows as much as twelve workweeks of unpaid leave during any twelve-month period when an employee is unable to work because of a serious health condition.

In addition, our corporate benefits package includes a short-term disability insurance plan that will replace lost income.

It is also our standard practice to offer any employee who misses more than six weeks of work for covered medical reasons the assistance of our Human Resources department in handling medical claims and special devices. Please contact John Kelby to learn about how we might assist you.

Letter of introduction to former employee

Frank Benson was a valued employee of [Company Name] for more than fifteen years, most recently as director of our Quality Control Department.

I would be happy to provide additional information about Mr. Benson’s abilities and performance. [Company Name] policy does not permit disclosure of salary, health, or other private matters.

General letter of recommendation for employee applying to college

To Whom It May Concern

I am writing to recommend Janet Gould for acceptance to college as a business major.

Janet has worked as my assistance here in the Marketing department of [Company Name] for the past two years and shown remarkable abilities and initiative. She has taken on assignments well beyond those of her entry-level job description and has twice been rewarded with promotions.

Although we will miss her very much here at the [Company Name], we hope she will consider returning to [Company Name] as a young executive after graduation. I am certain she will be a success in any business environment she chooses.

Sincerely,

Decline to offer letter of recommendation for former employee

I have received your request for a letter of reference for Donald Jones, a former employee of [Company Name].

Unfortunately, I do not feel it would be appropriate for me to comment on Mr. Jones’s employment record for his qualifications for a job with your company.

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