Example 1: Company policy statements
SUBJECT: Contributions Policy
Browning Industries desires to make commitments of great and lasting value to society. Our corporate contributions program has been designed to advance the welfare of all its employees, customers, stockholders, and the general public. We intend, particularly, to be a good corporate citizen of the communities in which our employees are located and where the company operates.
Browning Industries will pursue the following general objectives:
• To improve community services and quality of life in areas where the company has employees
• To encourage and improve the quality of our educated labor force
• To support efforts designed to bring all Americans, in particular women, minorities, and the disadvantaged, to equal status in all areas of American life
• To strengthen public confidence in business in general
• To increase goodwill for Browning Industries
Categories of Contributions
The company will contribute to organizations and activities within three areas: health and welfare, education, and civic organizations. The emphasis of each is outlined as follows:
Health and Welfare
This category includes assistance to federated drives such as the United Way, hospitals and medical facilities, youth agencies, recreational organizations, and national health and welfare groups. Our degree of participation in each of these will be determined by the number of our employees in proportion to the local population.
This category includes contributions to educational support organizations, private educational institutions, research, and scholarship funds. Priority will be given to institutions involved in research activities related to company interests.
This category includes assistance to programs of community and neighborhood improvement, energy conservation, justice and law, volunteer fire and rescue groups, civic rights and equal opportunity, government administration and reform, and employment and training for the disadvantaged. Emphasis, again, will be on local programs affecting communities where the company has employees.
General Guidelines for Contributions
Although the company’s contributions program will be administered in a flexible manner in response to changing community needs, the general guidelines below will apply:
1. The company prefers to focus its giving through significant contributions (in excess of $300) to key organizations rather than through numerous smaller contributions to many organizations.
2. Contributions are limited to non-profit organizations exempt from taxation under the Internal Revenue Code.
3. All recipients will operate their programs according to equal-opportunity objectives.
4. Commitments should generally not exceed three years to assure the company’s flexibility to changing needs.
5. Requests/proposals for funding should be submitted during the second quarter of the year preceding funding.
6. All solicitations made by phone should be verified in writing.
General Limitations on Contributions
In general, contributions will not be made to the following:
• Churches or other organizations for strictly religious purposes
• Veterans’ or fraternal organizations
• Athletic scholarships or programs other than community-sponsored programs for youth
• Courtesy advertising space
• Special events such as dinners, dances, or conventions that only indirectly benefit an organization
• Candidates for political office
• Partisan political organizations
Example 2: Policy letters for company standard
Company Name or Letterhead
City, State Zip
City, State Zip
To Our Suppliers and Contractors:
We welcome you as a supplier for Surefire Ltd.
We continually strive to maintain our reputation for setting the highest standards of conduct in all phases of our business activities. One of our policies states no employee or member of his or her immediate family should accept gifts, entertainment, or favors, other than those of a very nominal value, from individuals or firms with which we do business or may do business.
We ask your support of this policy. Would you please bring this letter to the attention of the people in your organization who have business contacts with our employees? We consider total compliance with this request an essential element of our business relationship. Our own employees review this policy, among others, each year and are fully aware of the importance of these precautions covering conflicts of interest.
Thank you for your fine service to us. We appreciate your cooperation.
Example 3: Policy letters to employee
SUBJECT: Disciplinary Code
When any employee violates a rule of Brown Industries, the supervisor will follow this procedure:
• First Violation – Counsel the employee and issue a verbal warning, make sure it is understood this is a formal warning. Determine the cause of the problem and take the necessary steps to help resolve the conflict. Finally, place a memo in the employee’s files detailing the problem or incident and listing any recommendations made.
• Second Violation – Conduct a formal meeting with the employee in which you clearly state the nature of the violation and any recurrence could lead to suspension or dismissal. Discuss ways in which you and the employee can solve the problem. Finally, write up a formal report of the incident and provide references to past violations. Both you and the employee must sign the report. One copy is given to the employee, the second is placed in their file.
• Third violation – Depending on the severity of the violation the supervisor can suspend the employee without pay for a specified length of time or dismiss them. Following a period of suspension there is mandatory 90-day probation period. All dismissals must be approved by the human resource director.
An employee can be dismissed at any time, without regard to the preceding steps if his/her offense is of an extremely serious nature or if his continued presence would disrupt the company and other employees.
Example 4: Dress Code
SUBJECT: Dress Code
Each employee is expected to dress in an appropriate manner for the job they have been assigned. Supervisors are responsible for determining and enforcing dress codes within their departments. During the development of these dress codes, please consider the following conditions:
• Nature of work
• Safety conditions
• Extent of customer or public contact
• The normal dress of other workers in that field
• The image Green’s Consulting wants projected
If an employee’s dress is not in accordance with the dress code, the supervisor should discuss the matter with the employee. If counseling proves to be ineffective, disciplinary action may be taken.
All supervisor and employee disagreements regarding proper dress will be handled by the Human Resources Department.
Example 5: Drug & Alcohol Abuse Policy
SUBJECT: Drug and Alcohol Abuse Policy
The abuse of drugs and alcohol is a threat not only to this company, but to the employees as well. Management and employees have an equal responsibility to maintain a safe, healthy, and effective work environment. To this end, Hodges Inc. instituted the following:
• The possession, use, or sale of alcohol, unauthorized or illegal drugs, or the misuse of prescription drugs on company premises or while on company business is prohibited.
• Any employee found under the influence of drugs that impair their judgment, behavior, or performance while on company time or on the premises will be subjected to disciplinary action and possible termination.
• All employees whose jobs require certain safety considerations, such as the handling of machinery, will be subjected to random drug testing. Any positive test can result in disciplinary action or termination.
Every employee is responsible for continued adherence to these policies.
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