5 Common Policy Letters from HR to Employees

  1. Invitation to retirement party

The mailroom staff has planned an informal party for Eddie Brizzard, who will be retiring from [Company Name] after nineteen years of service.

All employees are invited to stop by on June 30, beginning at the close of business hours at 5 p.m., to wish Eddie well (and share in a piece of a chocolate cake shaped like an oversized box of office supplies, crafted by [Company]’s food services).

  1. Policy on office parties and other social events in the workplace

I am writing to clarify company policy regarding departmental parties and other social events including birthday celebrations, wedding and baby showers, and holiday observances.

As noted in the employee manual, all such parties and observances must be scheduled during lunch breaks or outside of normal working hours and ending no later than one hour after the ordinary close of business.

Please refer to the manual if you have any questions about the company’s total ban on alcohol and drugs in the workplace.

  1. Policy on holiday parties and other social events in the workplace

As the end of the year approaches and the holiday season is upon us, we want to remind all employees that it is the policy of [Company Name] to show respect for the diversity of our workers. As such, we have instituted a set of rules regarding holiday observances and parties in the workplace.

Please do not decorate your workspace or common areas with religious symbols, slogans, or artwork of any kind except for those listed in this memo. We are drawing the distinction here between cultural symbols such as Santa Claus and a religious symbol such as a creche.

We consider the following to be acceptable: small decorated Christmas trees (no taller than three feet), small wreaths, small Chanukah menorahs (without candles or electric bulbs), and Kwanzaa decorations.

We consider the following to be unacceptable: Crosses, Stars of David, creches, and religious figurines.

If you have any questions about this policy, please contact HR.

  1. Company policy on display of political material

As we enter the election season, we want to remind all employees of the company policy regarding the display of political posters, stickers, buttons, and other materials.

The employee manual expressly bans the display of any political material in the workplace. We fully support the right for all staffers to make up their own minds on important national, state, and local political issues and to participate in campaigns on their own time.

It is against company policy to display any political materials in the workplace or on clothing. The use of company telephone, computers, copying machines, and other equipment for political purposes is also banned. If you have any questions about this policy, please contact HR.

  1. Company policy on religious activities in the workplace

It is the policy of [Company Name] to show respect for the diversity of our workers. We ask all employees to make a good faith effort to keep their religious beliefs and practices separate from the performance of their work assignments.

The employment manual refers to federal law and court decisions that support the company’s right to discipline or dismiss an employee or manager who discriminates against, harasses, or demeans another individual because of their religious beliefs. We also note that proselytizing for particular religions may be considered harassment by some employees and may be considered inappropriate by clients and suppliers.

If you have any questions about this policy, please contact HR.

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