Office Cleanliness Policy Letter

In order to maintain a clean and hygienic environment in the workplace, a letter for Office Cleanliness Policy is written by the company’s supervising employee. It is written to the staff members with some intended cleanliness instructions set forth by the company. All the addressed employees must follow the regulations to minimize the effect of unprofessional values in workplaces.

A cleaned working atmosphere can contribute to a productive approach. And, substituting it with a cleanliness policy may inform them about the company’s expectations about hygiene. The following letters may help you in expressing your intentions to the staff members that you prefer a clean environment in your office.

Letter 1:

Dear All,

I hope everyone in this company [Company’s name] is best with their health. I have been seeing great enthusiasm and hard work in my employees. You all are eager to learn so our clients can be provided with the best. Whom I am sure would be equally happy and content like me.

However, there are some professional habits which need special considerations. Among them is the habit of cleanliness and an organized environment. I suggest that the following rules must be followed by every employee so a hygienic and tidy environment can be observed by our company.

  1. Keep your workstations neat and organized. Your desks must not be overly clustered with piles of files and work documents.
  2. Keep a dusting tool in your drawer to clean any unwanted dust or garbage. It must be used after your lunch hours and before leaving the office
  3. Keep sterilized wipes and sanitizers for your personal hygiene and in case of any emergency.
  4. You must not observe your lunch or any other food item in front of your desk.
  5. Always put trash cans to a minimal distance from your working chair. Dispose of any unwanted material immediately.
  6. Always call the sweeper or cleaning staff in case of an emergency.

I hope that these instructions are clear and obvious to everyone. Let’s strive to work in a clean environment!

Yours Sincerely.


Size: 21 KB Word .doc File 2003 & later

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Letter 2:

Respected Employees,

This letter serves as an official policy for “Cleanliness” to be observed on the premises of this company [Company’s name]. Upon my invigilation in previous days, I have been observing unclean and non-organized workspaces. Hence, we are setting the following Rules and Regulations to be followed, so a clean environment is reflected in our office.

We expect you all to clean your desks and workstations, with no extra object on it. Your files and documents must be cleared before leaving the office. Each cubical and workstation would be provided with personal trash which must contain all the disposed of items (including extra papers, garbage, etc). No employee is allowed to drink coffee, tea, or any liquid food item on the workstation.

We hope that devising these cleanliness regulations would make a provision for every employee to maintain their personal work areas. We hope to see a cleaned and hygienic work environment in the awaited future.

Yours Sincerely.


Size: 20 KB Word .doc File 2003 & later

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Letter to Staff Informing to Maintain Cleanliness

A letter to maintain cleanliness in the work environment is written by a supervisor or another employee working at a higher post. It is addressed to the staff members of the company, who have been ignoring the basic cleanliness habits which need to be obtained in the workplace. The letter will justify the occurrence of the act and provide guidance as well as possible instructions to be followed.

We know that an office is cleaned on a regular basis, but some responsibility falls on the staff members working in the organization. Every employee is supposed to work in a tidy and organized environment, with no trash and dust in their workspace. Thus, these letters can be the best way to communicate and address the employees, so they can stick to their professional cleanliness habits.

Letter -1:

Dear Employees,

I hope you all are doing great and working in the best possible way to keep this company flourishing. We have many new projects in the coming month, and we believe that working together can serve our clients best. It all requires a little hard work and some professional codes to follow.

Since you all know that the management staff has been checking over the office on a regular basis now. Upon their visit, they have found several unclean working desks and furniture. The staff was working in the same untidy environment without paying heed to their cleanliness ethics.

Therefore, it is requested for you all to maintain a cleaned and healthy environment in your workspace. The employees in this company [Company’s name] spend most of their time working here. Although the office is cleaned on a regular basis, it can still leave the cubical and workstations unclean and dirty. I believe that with minimal efforts from every employee, we can make this place organized and upright.

Let’s keep this place healthy to work!

Sincerely.

Size: 19 KB Word .doc File 2003 & later

Letter 2:

Dear Staff Members,

With due respect, it is stated that we have found several employees working with unclean desks and workstations. This behavior of the staff is being noticed for the past few days and thus the employees are paying no attention to their work environment and cleanliness habits.

Working in a healthy and tidy atmosphere not only depicts the professional ethics of the worker but also the societal background he belongs to. And failing to work in an organized environment is a reflection of your professional codes. In the past few days, we have been observing unclean desks and computers. Garbage and rolled-up papers are not thrown in the trash cans and employees are observing their lunch in front of the working desks.

You should know that strict actions can be taken if the staff members will fail to stick to company rules. Individual warning letters may be substituted if his/her workstation is untidy. We just require some minimal effort from each employee so the workplace can be neat and healthy to work with.

Thank you for your consideration. We hope to see a positive response from every staff member.

Yours Sincerely.

Size: 16 KB Word .doc File 2003 & later

Termination Letter for Unsuccessful Probation

Sample -1

Subject: Termination letter for unsuccessful probation

Dear Williams,

I am Stewart, CEO of the company in which you were selected as a probationer six months ago. You are directed to consider this letter as an intimation of termination. I had never thought of writing any employee like this but you know that there are some hard rules settled down by each company and these are to be obeyed by all means. While receiving the appointment letter as a probationer, you were made aware of this fact that your employment will be regular and permanent on fulfillment of two conditions;

  • Provided that you show satisfactory performance in terms of completing all the assigned tasks on time and
  • Provided that you successfully meet the strict company standards set for the regularization of an employee as described in your contract also.

After a detailed deep observation and evaluation of your work by our officials, it has been decided that your contract will not be extended anymore. It means that your probationary period with this company is being terminated and you will no longer be a part of our organization from 1st of September 20XX, as decided by evaluators. All this happened because you have failed to meet the standards of performance to convert a probationer or a contract employee into a regular one.

For now, you are directed to surrender all the company property, records, vehicles, identity cards, and other belongings that had been in your use during this period. Please hand over all such belongings before the termination date. At the same time, you are being advised to work harder and never give up because this is not the end. Thank you for serving our company and we wish you all the best of luck for your future endeavors.

Yours sincerely,
[XYZ]


Size: 23 KB Word .doc File 2003 & later

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Sample -2

Subject: Termination letter for unsuccessful probation 

Dear Stuart,

I think that your department head has already told you about the matter but still, I thought it necessary to inform you formally through an official letter that your probationary period is going to end after three days, from 1st of September, 20XX.

It further means that you will no longer be a part of our organization with effect from the date mentioned in this letter. As you were also made aware of the clause mentioned in your contract that your employment with this company will be provisional on a probationary basis initially for a period of six months. During that time period, if we found your performance unsatisfactory, we had reserved the right to terminate your contract and employment. On the other hand, you were also given the right to leave the organization whenever you found this organization not-at-par with your standard.

Recently, in a meeting with senior employees and your department head, it was recommended after a detailed discussion that your performance is not up to that standard which has been set by the organization. Since they had been observing you since the very first day of joining, it was revealed to me that you are in a habit of submitting the assigned task after deadline. On several occasions, you were found wandering outside during office timings. You will not be tolerated with such traits no matter which organization you join.

Since the termination of any kind is just like a dark mud blot on an employee’s profile and is harmful. So, considering this point, you are being given 48 hours to submit your resignation to the HR department. After said period, a termination letter will be posted to you at your home address. We wish you all the best for your future.

Yours sincerely,
[XYZ]


Size: 22 KB Word .doc File 2003 & later

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Notice to Staff to Adhere to the Shift Timings

Sample -1

Subject: Notice to staff to adhere to the shift timings

Hello everyone!

I hope everybody will be fine. This notice is meant for all of you working in the company office regardless of your post. Throughout the last month, I had received a lot of complaints about your negligence towards your work and office timings from your manager. He told me that most of the staff members are in the habit of noncompliance with the shift timings and in addition, assigned work is also not being focused and taken care of. Despite issuing you with the warning letters, you have not changed your routines yet and due to this reason, I decided to address you directly through this letter.

Owing to your continuous violations regarding shift timings, management has decided to deal with the matter strictly and from now onward, all of you are supposed to observe the prescribed shift timings firmly. If anyone of you is found violating respective shift timing, strict disciplinary action would be taken against such employees.

Moreover, you are hereby directed to mark your attendance on a daily basis and with exact timing. In addition, those employees who are in a habit of pending their assignments deliberately hereby warned to restrain from such activities. From now onward, late submission of tasks and assignments will be dealt with strictly and not tolerated at all.

I hope you all will show compliance with the above-mentioned instructions. These are meant for your betterment to grow you in a more professional way.

Yours sincerely,
[XYZ]


Size: 21 KB Word .doc File 2003 & later

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Sample -2

Subject: Notice to staff to adhere to the shift timings

Dear all,

Adherence with shift timings is what is commonly known as punctuality and this is actually the trait that I wish to be developed in each and every employee of my company. But I regret to say that most of the employees in the company have not been blessed with this trait as they do not take care of their allocated shift timing. This bad routine had reported me by the office manager owing to which, I have been enforced to address with you directly through this notice.

Being the CEO of this company, after my detailed meeting with the chairman HR department, I wish I hereby announce that the official timing for all shifts has been fixed with immediate effect. Now it is the sole responsibility of each and every employee of the company to adhere to prescribed timings without any discrimination.

If an employee gets late by ten minutes in any shift, the half-day salary of that employee will be deducted. In the same way, leaving time will also be recorded through biometric attendance. So, it is being anticipated that you people will never want your salary to be deducted by all means.

The core purpose behind taking these hard steps is nothing but to develop a sense of responsibility in latecomers who do not observe their shift timings. Our decision may also create some difficulty for the habitual time violators but equally good for those who are punctual. So, in the light of the above-mentioned directions, all employees are directed to adhere to their respective shift timings. From now onward, in case of any violation, strict disciplinary action will be taken against such employees.

Yours sincerely,
[C.E.O.]


Size: 22 KB Word .doc File 2003 & later

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COVID Return to Work Letter

Sample -1

Subject: COVID return to work letter

Dear Employees,

Being CEO of XYZ Company, first of all, accept my heartiest gratitude due to the reason that we have survived the COVID-19 and that I will be happy to see you all safe and healthy.

The period of intensive lockdown was cruel in the sense that it had restricted all of us to our homes and we were not able to meet with our near and dear ones. It had developed in us a great sense of unknown fear that the virus could come from anywhere. Now, since its intensity has lowered down many times, the government has allowed all the offices to be reopened following comprehensive self-safety SOPs. I want you all to consider this letter as a formal notification informing you about the reopening of the office from the 15th of August, 20XX.

It must also be noted that office timings have been changed right from the first day of the reopening of the office. It will be 10:30 a.m. to 3:30 p.m. Keeping in attention the new office timings, you all are directed to get back to work on the said date and time.  Company has taken the following steps in order to eliminate the virus

  • Employees will not be served breakfast and meals in the dining hall, Instead of dine-in, take away service will be followed as per directions of the government.
  • Departmental offices have been equipped with the sanitizers at visible places.
  • The provision of fumigants to eliminate all kinds of microbial mass has also been made possible.  

On the other hand, employees will be expected to observe the followings;

  • Wearing of masks and disposable gloves have been made compulsory within the office premises.
  • Social distancing must be practiced in a true sense as per the direction of the government.
  • In case particular symptoms appear in any employee, he/she will communicate with the medical officer of the company.
  • Likewise gathering of four or more people at a place has been banned by higher officials of the company.

I hope you all will get back to work on the said date and observe all the guidelines which have been laid down by the government in order to cope with the virus. I wish you all the best of luck for your future journey.

Yours truly,
C.E.O.


Size: 22 KB Word .doc File 2003 & later

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Sample -2

Subject: COVID return to work letter

Dear employees,

I hope you all will be enjoying best of the health. As we all know that with a considerable decrease in the reported cases of COVID 19, the government has allowed al the public and private sector offices to be opened from the 15th of August, 20XX. Through this letter, all of you are being informed to get back to the office on the said date. Office timings will be from 10:00 a.m. to 3:00 p.m. and at the moment, only 50 percent of the staff will be kept busy for routine work (list of the employees is attached to the letter).

Keeping in view the government directions, the following guidelines must be followed in order to keep the virus away and to eliminate the further outbreak of the pandemic:

  • Clean and sanitize your hands intensively.
  • Keep a minimum distance of 6 feet from each other.
  • All of you must be wearing your face masks and gloves throughout your stay at the office premises.
  • Frequent communications of all kinds are hereby being restricted and limited.
  • A complete ban is being imposed on the gathering of 3 or more employees together at a time at any place.

I know that these changes are stressful and one takes time while adjusting to these but you must know that these are helpful at the same time to save us from the cruel virus.

Moreover, you are directed to carefully read the pamphlets regarding symptoms of COVID-19. If any of the employees feel that he is developing any of the symptoms, he/she must stay home after consulting with the medical officer of the company and informing the duty supervisor.

Yours Sincerely,
C.E.O.


Size: 23 KB Word .doc File 2003 & later

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Letter of Concern Regarding Poor Management Decisions

This letter of concern is written to an employee by a senior member of a company in order to show his deep concerns regarding employee’s poor management decisions which are reflecting both the quality of his and the company’s work. This letter may highlight the degradation faced by the company in front of its clients because of the bad supervision of the employee.

A letter of concern will serve as an informal warning letter advising the employee to sort out his misconduct and all related problems in order to reflect professionalism and highly qualitative work.

Sample Letter

[Sender’s name]
[Designation]
[Name of Organization]

[Date]

[Receiver’s name]
[Designation]
[Name of Organization]

Subject: Letter of Concern for poor management decisions

Dear [Receiver’s Name],

This letter is to inform you about our concerns regarding your poor management skills that have been affecting your work lately, especially when your ill management reflected the recent project [XYZ] assigned to you on Date: [Project date].

Working deliberately and enthusiastically represents one’s passion for work, but in your case, the underprivileged working codes and management skills which we require from a worker are lacking in your performance.

As you are a senior member of this company, we surely believe that you worked hard for this appointment, but this does not mean that your designation will reflect the quality of your management skills. Your juniors and other staff members are supposed to follow your leads and reflecting a non-serious attitude can affect their quality of work as well.

Since this is an informal warning letter representing our deep concerns on this matter, we expect you to improve the quality of your work otherwise the next letter may change into an official warning letter.

Under the meeting conducted for the recent project which you were leading, attended by our supervisors, other staff members, and me; your presentation and preparation on that project clearly reflected your bad management skills.

We handled the matter at that moment but upon discussion with your supervisors, we came to know about your previous progress which did not reflect fruitful results. This conduct did not happen the first time, rather your ill management skills have been reflecting your quality of work lately.

Therefore, we advise you to pay special consideration from now on so we can rely on you and trust you with our new projects. As I said earlier, we know your previous progress and we believe that you may be an asset to our company.

We personally understand your concern, as it maybe works or family pressure, and to cater that we can direct you to a consultant so he can help you figure out your relative problem. Or we can assist you in joining the training for management skills session conducted on Date [Session date]. For that, you may contact the Human Resource Department with the extension [Contact details].

We trust you with your management responsibility and hope to see your progress in no time. Please feel free to contact me at [Contact details] in case of any other query.

Sincerely,

[Your name]
[Your Signature]


Size: 22 KB Word .doc File 2003 & later

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Letter Announcing an Employee’s Sports Event Achievement

The best and most important thing to boost the performance of an employee in any organization is to appreciate the employee. The feelings of trust are developed between the staff and the management. The letter gives the feeling to each individual that the management is really interested in their lives and in their achievements. State the name of the employee in the letter and if you want more, then you can add the biography also. To make your letter read by all the target people, the letter should be written in such a way that it can grasp the attention of the reader.

The best way to make the reader attentive is to add the subject to the letter. Also, state the achievement made by the employee in this way you will tell everyone that why you are awarding the employee. If you have some other information to add to the letter, you can do it.

At the end of the letter, congratulate the employee for his achievement and try to encourage other employees of the company to work in the same way so that they can also achieve something in life. The letter should not be too long. The tone of the letter should be formal and it should be written briefly. In the end, check the letter for any grammatical errors so that you can deliver an error-free letter to the readers. End the letter with the positive tone.

Letter

Dear [Recipient’s Name],

Our junior marketing manager [INSERT NAME HERE] has won Tennis Championship which was held by our company last week [or ENTER DETAILS]. Everyone was impressed by the passion and the energy of [INSERT NAME HERE] Because of his excellent performance in the Tennis game; she has been awarded the [AWARD DETAILS HERE].

We congratulate him on his win and we encourage our other employees also to take part in such games and to win such high-class trophies.

[Your Name]

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Letter Announcing an Employee’s Sports Event Achievement

Size: 23 KB Word .doc File 2003 & later
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Size: 123 KB PDF File
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[personal use only: Not for Resale & Distribution]

Thank You Letter to Someone for his/her Hard Work

After putting your tireless and determined efforts into a seemingly difficult project, you finally make it successful but guess what? You get no words of recognition, not even a thank you. You’d surely want to quit the employment at the very moment if you’re presented with another choice.

The place where your hard work is not even rewarded with a thank you was surely not made for you. So, I say, thank you is important. They make your employees feel valued and if not given make them feel like a bunch of valueless people rather donkeys working day and night.

Remember it’s not only the money that an employee works for. Words of appreciation, little moments of recognition, and words of gratitude like ‘Thank you’ help them work from their heart, with utmost devotion. What you should never forget is to thank a person for his hard work be he your employee, your co-workers, your junior whoever. If you value people’s hard work today, your hard work will be valued tomorrow.

1-

Dear Ms. [name]

I [name], Principal [school name] am writing to appreciate the hard work you have put into preparing the students for the Earth Day celebrations. As you know that this day is celebrated to show support for environmental protection and to raise awareness in the masses about this issue. You were made the head of the committee to oversee the preparations.

Earth is the only hospitable planet we know of and the way we are depleting its resources, destroying the forests, and polluting the oceans, it would not hold up for long. The effects of global warming have already started showing in the form of hotter temperatures, floods, landslides, increased droughts, and extreme weather conditions.

The children of today are the adults who will run the world tomorrow, so it is important for them to realize the gravity of the situation and to learn the tools to counter this phenomenon.

The events you planned and executed with the students’ help are worth praising. I am sure the students would remember the lessons they learned in these events for a long time.

I especially liked your idea of having a competition among the students for the best recycling project. This taught the kids that they can turn their trash into treasure.

The poster-making competition, the morning assemblies which every class had to present on this topic, and lectures on the importance of water conservation all these events were well planned and executed. As they say, ‘The influence of a good teacher can never be erased.’ Keep up the good work!!

2-

Dear Mr. [name]

I [name] from [department name] am writing to appreciate the hard work you put into the anniversary celebrations of the company. Our prestigious company turned [number] on this [date]. As one of our oldest employees, you have seen a fair share of ups and downs with us and you have contributed a lot to the growth of this company hence it was a unanimous decision to make you the head of the committee overseeing the events marking this momentous occasion.

The events planned included an anniversary dinner for all the regional managers. Arranging an event of this scale is not an easy task. We really want to applaud you for the hard work you put in and the dedication you have shown.

Everything was perfect, from the décor to the menu to the souvenirs presented at the end of the dinner. This shows your ability to manage finances and manpower with skill and finesse. The chief guest personally praised all the arrangements and was very impressed with the proceedings.

The second important part was reaching out to the prospective customers and introducing them to our new products and offering them the special anniversary bargains on offer. Judging from the number of customers who have approached us in the last week it is safe to say that you have been successful in this regard too.

The third task was compiling, publishing, and distributing a newsletter marking this special occasion. We are proud to say that you handled this task very efficiently. The newsletter covers all the milestones we achieved in the last ten years. The print quality and the composition were very attractive.

In the end, we would like to say that your hard work is appreciated and your contributions are highly valued. Keep up the good work!!

3-

Dear [Recipient’s Name],

I’m writing this letter to you to thank you for the hard work that you have been putting into your work. The difference between work that is done just as work and the work that is done with devotion can clearly be seen when I compare your work with other employees. You have also been submitting your work well in time and made every project successful in the last two months.

I owe you thanks for all that. Along with this, I am happy to announce to you the news of an increment in your salary. You deserve this for the hard work that you are putting into your work. Thank you again and keep working hard.

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Thank You Letter to Someone for his/her Hard Work

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