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Internal Paperwork





Example 1: Internal memos for employee forms

Memorandum

TO:

FROM:

DATE:

SUBJECT: Completion of new insurance forms

Earlier this month each of you were provided with a new set of forms for our health insurance program. As you know, we are in the process of changing our insurance carrier. Your assistance in this process is important.

Therefore, I am requesting that those of you who have not yet completed and delivered your forms to the Human Resources Office do so immediately. These forms were due at the end of last week. There are still at least 42 insurance packets that have yet to be turned in.

If you are having problems completing the forms or have questions regarding your coverage and/or status please contact Patrick Huntrods at Ext. 109.

Thanks for your attention to this matter.

Example 2: Employee internal files memos

Memorandum

TO:

FROM:

DATE:

SUBJECT: Waiver of insurance program participation

As most of you are aware, participation in our health insurance program is open to all full-time employees. We are pleased to be able to provide this benefit to anyone interested.

However, if you are not interested in signing up for the company’s health insurance it is necessary for you to sign a waiver to that effect. Copies of the waiver of benefits form are available from Edgar in the administration office.

We will be reviewing the personnel files later this month to determine who has not completed the required waiver form. It would be most beneficial if those of you who are not interested in participating in the health insurance program would let the benefits office know as soon as possible.

Example 3: Internal memorandum

Memorandum

TO:

FROM:

DATE:

SUBJECT: Weekly department head reports

It has come my attention that some of the department heads are not completing their weekly reports in a timely manner. As you are probably aware a one-week or two-week-old report is of little use to this office.

This past year we have made every effort to simplify the format and content of the weekly department reports. These revisions were undertaken to insure that we were realizing the maximum content with a minimum effort required. In other words, these reports were designed to enable us to gather the information we need without loading the department heads down with needless paperwork.

As division supervisors your responsibility to is to make sure the department heads complete their weekly reports fully and in a timely manner. Those reports should then be forwarded to the management office. They are due by 3:00 p.m. each Friday.

If you have any questions or are unclear as to our objectives in this matter, please do not hesitate to contact my office immediately.

Example 4: Instruction letter to employee

Memorandum

TO:

FROM:

DATE:

SUBJECT: Employee termination forms

Whenever an employee is terminated it is critical that the appropriate paperwork be filed with both the accounting and benefits offices. In the past three months there have been several instances in which a terminated employee has remained on our insurance plan or has still been enrolled in the 401(k) plan long after they have left the company.

Such errors not only cost the company money, but also present a poor image to current employees. Terminating an employee is never an easy process, but not to do so in a timely and complete manner is unfair to both the company and the employee.

All managers and supervisors are required to file the appropriate forms with both the accounting and benefits offices. Each of you should be well-versed in the termination procedures as outlined in the our company policy manual. Should you have questions regarding the termination process please either refer to your policy manual or contact Laurence O’Keefe at Ext. 109.

     

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