Guidelines : Clarification
Clarification of New Responsibilities
- Let employees know how much you appreciate them and their hard work.
- Clearly state the new responsibilities that will be required of them. Give the reasons why these responsibilities have to be added.
- List any benefits that they will earn in return for taking on an added load.
- Thank them for their understanding and cooperation.
Example 1: Letter to employee for additional clarifying responsibilities
SUBJECT: Clarification of New Sales Promotional
Yesterday we received a packet containing information on our new sales promotional items. The memo stated several times that we were to use a B-429 sales slip when selling any of the promotional items. However, none of us have ever heard of a B-429 sales slip. A thorough inspection of all the papers in the packet revealed no further explanation of a B-429 sales slip, nor a sample sales slip.
We are requesting immediate clarification of this procedure as the promotional is scheduled to begin in two days, and we will be unable to properly carry out our new sales responsibilities if this is not resolved.
Thank you for your assistance.
Example 2: Clarification duties letters to employee
SUBJECT: Clarification of New Grievance Procedures
New ownership has instituted new policies concerning employee grievances. As members of management, it is your responsibility to review these policies with all employees and make sure they are fully understood and followed.
To file a grievance, the employee must do the following:
• Request a meeting with supervisor in writing, giving a brief explanation of the grievance.
• After attempting to resolve the grievance with the supervisor, the employee may request, again in writing, a meeting with the manager if the employee believes the supervisor did not satisfactorily resolve the issue.
• The manager will call a meeting with the involved party (or parties) and supervisor to resolve the issue. At this point, the employee’s options are to either accept the manager’s decision or go through the same petitioning process with the owners to request a meeting with them.
Please remember the following two points:
• All paperwork pertaining to an employee’s grievance will be placed in the employee’s file should anyone need to access it. It will include a description of an employee’s requested meeting, to be written up by the supervisor or manager and signed by both the employee and the proper management representative.
• The only time this chain of requests may be circumvented is if the employee is filing a grievance due to misconduct on the part of a member of management. The employee would then go directly to that person’s immediate supervisor.
Example 3: Clarification letter of employee new duty
SUBJECT: Credit Checks For Payment Plans
Effective 5/9/–, all payment plan applicants must first go through a credit check in order to receive approval. All payment plans now fall into the same general category as our store credit card accounts.
While you will go through the same phone-in process as you would for our store credit cards, please be sure to tell the credit office you are calling in a payment plan account, as they will use a slightly different criterion for payment plans than what is currently used for credit cards.
If the applicant has a question concerning a refusal, you will follow the same procedure as you do for a credit card refusal—simply inform them they will receive a letter from the credit office explaining the situation.
Example 4: Clarification of new policy
SUBJECT: New Dress Code
The memo I received this afternoon concerning the new dress code was quite confusing. It stated that all employees were to dress in a “casual professional” manner, but then gave no examples of what exactly was meant by “casual professional.”
If you could send down a brief memo with a description of apparel, or even an example of someone in the office whose dress is considered “casual professional” before 5:00 p.m., I would really appreciate it. I realize it is my responsibility to “ascertain that all employees are properly attired” but I’m not sure how I can do that if I have no clear definition of what the proper attire is.
Thanks for your help.
Example 5: Additional duties letters
SUBJECT: Dissemination Of Project Reports For Weekly Staff Meetings
Effective 5/5/–, it will be the receptionist’s duty to review and condense the materials contained in the various departments’ project reports into a Project Reviews handout for the weekly staff meetings.
In order to ensure that the receptionist has adequate time to compile the reviews of the department reports, all departments must submit their completed reports to the receptionist the Monday before the Friday meeting. If there are any new developments on a project between Monday and Friday, it is the department’s responsibility to prepare a brief update to be handed out with the Project Reviews at the meeting.
Please designate one person in each department to prepare any necessary updates each week. Updates must be completed before noon on Friday so the receptionist will have adequate time to copy them for the 3:00 p.m. meeting.
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