GUIDELINES
- If this letter discusses a problem with an employee, don't appear judgmental. Keep your tone helpful. You should consider restructuring the content if you are dealing with a sensitive issue. For instance, if you directly start with the problem, the reader may feel uncomfortable and defensive. So, you should summarize the evidence, give your advice, and then point out the problem.
- State the reason for writing this letter. Briefly, mention the problem.
- Be specific while you give your advice.
- Outline the evidence to support your opinion, if it's appropriate.
- Ask for a response.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I have received some reports about the seemingly excessive time you spend on the phone making personal calls during work hours. We may not have set specific limits regarding this in our company handbook. However, I believe it is understood that time spent in the office should be dedicated to getting work for the business done. Personal calls or other matters unrelated to work can be done during breaks or lunch time.
I would like to invite you to visit my office within the week so I can get your side of this story and we can discuss this issue a little further. Please see me at any time that is convenient for you. I look forward to the resolution of this concern as soon as possible. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Advice letter for subordinates about personal calls at work.
Further things to consider when writing advice letters to employees
Advice Letters
Advice letters are letters meant to give recommendations or guidance concerning prudent future action. Typically, these letters are written by a person who is regarded as knowledgeable or authoritative. Advice letters can be from a company to clients, managers to subordinates, or employee to employee. People write advice letters to help others make informed decisions and avoid bad actions. Some of the situations where you may want to offer advice through a letter include giving guidance on how to choose a career, advising clients on the best products, or advising a friend on how to deal with an issue. You may also send a letter to a subordinate to advice about certain behavior at work, etc.
When writing advice letters, there are a few things you should keep in mind. First things first, state the reason for this letter and maintain a formal and truthful tone. Communicate the advice being asked of you clearly and precisely, making sure that there is nothing that the reader can hold against you. State why you think it is important that the reader follows your suggestion. Where necessary, quote references you have consulted. Before closing the letter, you can ask for a reply.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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