Example 1: Back-up & Maintenance Protocol
SUBJECT: Back-up and maintenance protocol
The recent loss of our customer database was quite a wake-up call. Had it not been for two hard copies of our customer files stored off-site we would now be out of business, literally.
We have previously relied on individual employees to back-up and maintain archives of important customer and company information. Due to our rapid growth and expansion we have been lax in our efforts to implement effective back-up and maintenance protocol.
As a result, the following guidelines have been developed:
• Back-ups of daily transactions will be made every day at 5:30 p.m. to mainframe in accounting. Additionally, daily transactions will be archived to disk for storage in the fire-proof vault.
• A weekly hard copy of all daily transactions will be printed and stored off-site in our warehouse.
• Weekly back-ups of the entire system will be performed Saturday mornings at 8:30 a.m. These will be stored to optical disk and kept in the vault.
• Monthly back-ups of the system will be performed on the last Friday of the month at 3:00 p.m. These will be to optical disk and will be stored off-site.
Please adhere to these guidelines and procedures. If you have any questions or concerns please contact my office.
Example 2: Change of Pay Period
SUBJECT: Pay periods per year
As a DHP Software employee, your total annual compensation includes your base salary and many additional items. To help you, at the end of each year, we plan to summarize your total compensation for your review.
For 1996, DHP Software offered compensation every two weeks. For 1997, we are implementing a twice monthly payroll cycle. Because of this improvement, you will be able to more accurately track your salary and the grand total at the end of the year will reflect this total. As always, if you have any suggestions as to how to improve the compensation system further, please let us know.
Example 3: Announcement of disability salary insurance policy
SUBJECT: Salary continuance policy
As we are a relatively young company, it’s only been the past few months that we’ve begun adopting formal written notices of policies and procedures. A comprehensive book of all company policies and procedures will be distributed later this year.
In the interim please contact either me or Harold Davis if you have any questions regarding a policy or procedure.
Of particular concern to some of you is our long-term salary continuance program. Briefly, a full-time employee becomes eligible for participation after completing three years of continuous employment. For purposes of this program, full-time is defined as more than 30 hours per week.
Upon reaching eligibility you are automatically enrolled in the program. Should you become totally disabled the program pays monthly benefits to you. Payments start 90 days after you become disabled. Payments continue until you reach age 70.
Payments are calculated as 75 percent of the average of your three (3) highest salary levels, up to a maximum amount of $3,500 per month. Bonuses and commissions are not included in the calculations.
If you have any questions or concerns please do not hesitate to contact me.
Example 4: Employee Resignation
SUBJECT: J.E. Hasslemeier’s resignation
J.E. Hasslemeier’s letter of resignation as vice president of communications was accepted by management this morning. He has opted to leave DHP Corp. to pursue a career in the upholstery industry. I know many of you are as sorry as I am to see J.E. depart. But, please join with me in wishing him the best.
We’ll be having a good-bye gathering for J.E. on Friday in the main conference room on the fifth floor at 5:00 p.m.
Example 5: Company policies letters
SUBJECT: Business expense accounting procedures
Due to changes in the tax code, we have been advised by our accounting department to tighten up our records for expense account reimbursements. Any expense in excess of $15.00 must be accompanied by written documentation (i.e. a bill or receipt).
Realizing it is sometimes difficult to keep up with so many receipts and bills, we have developed the attached expense form. Please complete and return to the accounting office each Friday afternoon. Let’s do everything possible to keep the IRS off our backs.
Example 6: Loss of Account
SUBJECT: Loss of account
This is to confirm the rumors that have been circulating throughout the company. Yesterday we lost Overland Industrial Development Group as a client. I don’t have to tell many of you what a loss in terms of revenue this is to DHP Corp.
Overland represented roughly 28 percent of our gross revenues in 1996. Additionally, they brought with them several other accounts. The status of those is secure at the moment, but we’ll have to see what develops.
The long-term impact of this development is unclear at the moment. In the short-term we have opted to terminate several of our contractual labor agreements. Each department will be responsible for picking up the slack in those areas. I’ll do my best to keep all of you up to date on the developments.
We do have some time to regroup and make every effort to generate new sources of revenue. I know we’ll all pull together in this time of crisis.
Example 7: Paid Holidays
SUBJECT: Paid holidays
After much discussion, we recommend adopting the following as paid holidays under the company’s holiday policy:
• New Year’s Eve Day
• New Year’s Day
• Memorial Day
• Fourth of July
• Labor Day
• Christmas Eve Day
• Christmas Day
The only difference between this and our current policy is the addition of New Year’s Eve Day.
Example 8: Promotion
We’re pleased to announce that Jeff Jones has been named a managing partner in the firm. Jeff has been with Dobbs, May and Brock for six years. Prior to joining the firm, he was manager of employment services with DHP Industries. There his responsibilities included insurance and benefits management services.
Jeff is a board member and vice president of the American Cancer Society, an active Rotarian and member of the United Way’s executive committee.
Example 9: Travel Expense
SUBJECT: Travel expense policy and procedures
Over the course of the past year we’ve enjoyed rapid growth and expansion at DHP Industries. In conjunction with our increased revenues and profits, we have seen an increase in our business travel expenses.
In order to bring our business travel expenses into line, we’ve developed the following procedures in conjunction with Conner Travel Services.
Effective immediately all travel arrangements will be made through CTS. This will ensure that we receive the best rates for airline travel, hotel accommodations, rental cars and ground transportation. Please review the following:
• Select the least expensive ground transportation to and from the airport. This would include taxis and hotel and airport courtesy cars or vans as opposed to rental cars.
• Automobile rentals should be made only with companies with whom we have a corporate account and receive discounted rates.
• Meal expenses should be kept to less than $40 per day. No reimbursement will be provided for bar or club bills.
• Hotel and motel accommodations will be made only at mid-range locations. This would include Comfort Inn, Best Western, Days Inn, Clarion Hotels and Relax Inn.
Thanks for your cooperation and adherence to these new guidelines. If you have any questions please contact my office.
Example 10 : Winner of Company Contest
SUBJECT: Cost reduction effort winner
As previously noted, our newly implemented cost reduction program and contest doesn’t just benefit the company. It can also benefit you. And for Samuel Mayer it’s done just that.
Thanks to his suggestion for reducing the amount of fax paper used in the course of a regular business day, we’ve seen a decrease in paper costs of more than 5 percent. Sam’s idea was so simple it makes you wonder why no one thought of it before. He said we should reuse paper that has writing only on one side. In our business there’s a lot of that. Sam’s idea paid off for the company and how we’re going to pay him.
Sam will be receiving $100 bonus and our Cost Cutter Award, to be displayed in the front entrance hallway.
Let’s keep those ideas coming.
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