13 Letter from Employees to HR for Every Business

  1. Letter of resignation

I am writing to inform you that I am resigning my position as director of communications, effective at the end of business on Monday, April 30.

I am very grateful that I have had the opportunity to work for [Company Name] for the past seven years. I will always think of the organization as a first-class company.

If I can be of any assistance in preparing for the hiring of my replacement or appointment of a temporary Director, I would be glad to help.

  1. Notification of intent to retire

I am writing to inform you of my intention to retire from [Company Name], effective May 1.

I have greatly enjoyed my career here at [Company Name] and will treasure my friends and our accomplishments.

  1. Recommending employee for promotion

I wholeheartedly recommend Jamison Kennedy for promotion to a supervisor’s position, even though we will miss her very much as a Customer Service agent in our department.

Ms. Kennedy has demonstrated total dedication to her job and has pursued every available avenue to improve her skills and training while in our employees. I am certain she will be a success as a supervisor in the Shipping department.

  1. Acceptance of promotion

I am happy to accept a new position as senior benefits analyst in HR, effective as soon as is convenient.

I have reviewed the job description and salary offer, and I am very excited about the new challenges the position will offer. I will do my best to exceed your expectations.

Thank you again.

  1. Acceptance of transfer

I am pleased to accept your offer of a new position as Director of Customer Service in our Columbus office.

I have reviewed the job description and salary offer, and I am very excited about the new challenges the position will offer. I will do my best to exceed your expectations.

I would appreciate a short period of time to consider the best schedule for moving to Columbus; my wife will be leaving her job here in Lumbertown, and we also need to consider the school calendar for our children. I will call you to set up a meeting to discuss a proposed schedule within the next business week.

Thank you again.

  1. Declining a promotion offer

Thank you for the offer of a promotion to senior benefits analyst in HR. I appreciate the show of confidence by my supervisors and the company.

However, I have decided that the new position takes me in a direction different from my career goals. Therefore, I respectfully decline the offer.

Thank you again.

  1. Notification of legal name change

I am writing to ask that you update my employee records to reflect my new legal name as the result of my marriage on June 6.

Please change my records as follows:

FROM: Mary Louis Poster

TO: Mary Poster-Smythe

There are no changes at this time to my legal mailing address.

  1. Notification of change of address

Please update my employee records with my new permanent address, effective immediately.

OLD ADDRESS: 345 Small Road, Syracuse, NY 34543

NEW ADDRESS: 4543 Lancaster Avenue, Syracuse, NY 34543

Thank you.

  1. Notification of change of marital status

Please update my employee records to change my personal status from married to single (divorced), effective immediately.

There are no changes at this time to my address or phone number.

Please also advise me on any other necessary changes that need to be made to tax or insurance forms.

Thank you.

  1. Request for clarification of vacation policy

I am writing to seek clarification of the company vacation policy. According to my records, I have seven days of vacation available to me as of today, and I am planning to request vacation time off for a period six week from now.

  • Can you please confirm the number of days in my account?
  • According to my reading of the employee manual, I am accruing vacation days at the rate of one day for each completed month of service. Is that correct?
  • If I schedule my vacation for six weeks from now, which would be the third and fourth weeks of August, how many days will I have in my account? Will I accrue my August vacation day while I am out of the office on vacation at the end of the month, and can I use that day as part of my upcoming vacation?

Thank you for your assistance.

  1. Request for flextime

I would like to request a change in my working hours, as permitted under [Company Name]’s flextime program.

I would like to adjust my schedule to begin my day at 8 a.m., one hour earlier than ordinary business hours, and leave the workplace one hour early at 4 p.m. This will allow me to better coordinate my commuting schedule with available childcare for my daughter.

Attached is the required memo of approval from my supervisor.

  1. Request for bereavement leave

I am writing to request a three-day bereavement leave, effective immediately, to attend the funeral of a family member. Tammy Carpenter, my sister-in-law, passed away yesterday at Yawkey Memorial Hospital in Lumbertown, and services are planned for Friday of this week.

I have advised my supervisor of my need to assist my brother and family.

Thank you for your considerations.

  1. Waiver of confidentiality for employment details

I hereby grant permission to [Company Name] to disclose details of my employment to the Bank of Lumbertown in connection with my application for a mortgage.

Specifically, I give permission to inform the BofL of my job title, date of hiring, the current status of employment, and monthly or annual salary.

This permission is effective immediately and shall expire thirty days from the date of this letter.

Thank you.

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