Professional Documents
Culture Documents
25 Email Template 2
25 Email Template 2
25 HR EMAIL
TEMPLATES
All of these emails can be written in whatever style the writer finds appropriate. The only
points to pay attention to are that each of the mentioned pieces of information should be
included, and general courtesy towards the recipient should always be maintained. HR pro-
fessionals are generally the face of the company, and everything they say or write should
keep in mind the potential impact.
Increment email 4
Rejection email during or after a selection process 5
Warning email for disciplinary action 6
Offer/selection email 7
Release/relief email 8
Promotion email 9
Recommendation email 11
Internship offer email 12
Probation extension email 13
Appreciation email 14
Transfer email 15
Congratulatory email on first year completion 16
Greetings email for a special day 17
Festival greetings email 18
Training invitation email 19
Termination email 20
Email to welcome a new employee 21
Email enquiring about an employee who is on a prolonged period of leave 22
Announcement of an all-department meeting 23
Email to reject a candidate’s internship application 24
Email denying long leave request due to non-availability of staff 25
Email announcing employee of the month 26
Email asking employees to participate in employee survey 27
Email to introduce an employee referral bonus programme 29
Email introducing a new policy on accepting gifts within the company 30
When writing an email to inform an employee about an increase in his/her salary, the HR
department must keep the following in mind:
• Congratulate him/her on the increment.
• Thank him/her for his/her general contribution over the period of time.
• If the increment is a reward for individual performance, state how it has benefited the
organisation (e.g. boosting the overall growth of the company) and show appreciation
for this. Highlighting the individual’s contribution towards the larger goals of the organi-
sation serves as a means of motivation.
• Mention the increment amount or percentage in a numerical format.
• Express your future expectations from the individual and wish him/her the best in future
endeavours.
Sample
The period [year/half year/quarter] has been a wonderful one for the company and we have
all met multiple objectives while overcoming challenges together in our various roles.
Your contribution during this period has been extraordinary, and as such it has played a sig-
nificant role in the company’s overall progress towards meeting the ambitious targets we
set for ourselves. We appreciate the hard work and dedication you have displayed towards
delivering this performance and would like to take the opportunity to thank you for it.
In view of this, we are happy to inform you that the company has decided to award a twelve
percent (12%) increment in your salary. This will take effect from [date].
We hope this will please you, and that you will continue to achieve your goals and deliver
brilliant results in the future as well.
Sample
At the outset, we would like to thank you for the interest you’ve shown in the [designation]
position at our company, [company name]. We appreciate the time you’ve invested through-
out the course of our selection process.
We were impressed by your skill set and accomplishments to date. In particular, [e.g. some
of your extracurricular activities during your college days that demonstrate leadership abil-
ities] caught our attention. We were also happy to see how you have excelled in various
professional roles over the last few years.
It is therefore with regret that I’m writing to inform you that we have decided to proceed with
another candidate who will bring more technical experience to the role.
Once again, I would like to take the opportunity to thank you for your time, interest and ef-
fort. My colleagues and I wish you the very best of fortune for your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Any company’s policies and processes are meant to be adhered to by all of its employees.
However, sometimes an employee’s actions go against the guidelines and the principles
of a particular policy. HR professionals then need to send a warning or even a termination
email, depending upon the severity of the employee’s actions; this also depends on whether
the employee has displayed such a behaviour in the past, making it a repeated act. A warn-
ing email is issued to inform the employee of a breach of policy.
However, a proper investigation must be done before issuing such an email, as it can impact
the career and the morale of the individual. Once this has concluded, the essential elements
of such an email are:
Sample
I am writing this email to bring to your notice that there have been a total of five complaints
made against you by colleagues, due to your unruly behaviour at work during the last three
months. An internal inquiry has concluded that these complainants were right to report your
I wish to draw your attention to the employee handbook that was provided to you during
your induction, which you signed to indicate your agreement to comply. In accordance with
Clause 2 of the Code of Conduct policy, found within that book, you are being informed that
such behaviours disrupt harmony within the organisation. This creates a negative culture in
the workplace and is therefore unacceptable in our company.
Such behaviours also take us off the path towards achieving our goals. We are a values-ori-
ented organisation, and as such we expect you to improve your behaviour and always act
as per the company policies.
The internal inquiry committee has ruled that this will be treated as your final warning for the
violation of the company’s Code of Conduct policy. Any future repetition of this behaviour
will have terminal consequences. We hope you will pay attention to this warning, and that it
will bring about a positive change in your behaviour.
Best regards,
[Name]
[Designation]
[Company name]
Offer/Selection Email
The whole process of recruitment and selection can be spread over as much as a couple
of months or as little as a few days, depending on the role and the company. Throughout
this process, HR professionals coordinate with candidates on the next steps to be followed.
Once a candidate is finally selected, an offer is made to him/her. An offer email initiates the
employer-employee relationship and makes sure that this start is positive.
• Congratulate the candidate on his/her selection and provide some appreciation for his/
her skills, in addition to the time and effort taken to go through the selection process.
• Acknowledge how challenging the selection process was, stating the total number of
applicants and number of rounds.
• Provide basic information about:
– Designation and role;
– Total compensation;
– Location of work;
– Date of joining;
Sample
This is with reference to your application for the role of [job title] at our company. We are
pleased to inform you that you have been selected to be a part of our team, should you wish
to accept. We extend our heartiest congratulations to you on becoming a part of our family!
Your joining date will be [date]. You will be working from our [city/town] office.
Your total compensation shall be [amount] per annum. A detailed breakdown of this shall
be provided in due course.
We request you to report to our [city/town] branch on your joining date, and to bring your
original [list required documents], along with a photocopy of each one.
This offer is valid subject to the successful passing of background verification, which shall
be initiated after you accept the offer. Please reply to this email with your acceptance within
48 hours, as the offer will expire after that time and we will then need to offer it to another
candidate.
Warm regards,
[Name]
[Designation]
[Company name]
Release/Relief Email
Separation of an employee from the organisation is the last stage in the employee lifecy-
cle. Once an employee tenders his/her resignation, the organisation should provide him/
her with a release/relief email to document proof of the end of the employee’s relationship
with the company. The email, while discharging the employee of his/her role, also ensures
proper closure of the process. A positive release/relief email can also serve as a means of
continuing the relationship, even after the end of his/her tenure in the company. This email
should essentially contain the following:
• State the designation of the individual from which he/she is being relieved.
• Thank the individual for his/her contribution to the organisation.
Sample
This email is with reference to your letter of resignation, dated [resignation date]. I wish
to inform you that your resignation has been accepted and you shall be relieved from the
role of [designation] with effect from [date], after serving your notice period of [time] as per
company policy.
It was a pleasure having you as part of our company and working with you for the period of
[number] years. I hope you too enjoyed your time here.
During the period of your employment with [company name], your conduct was found to be
very good, in line with the company’s expectations. Your performance, too, was found to be
above average, which we sincerely appreciate.
Kindly return any company property, such as mobile phone, laptop, etc. that was provided to
you by [date]. Once you submit all such company property, your full and final settlement will
be initiated. If you have any questions regarding this settlement, please contact the payroll
department.
Warm regards,
[Name]
[Designation]
[Company name]
Promotion Email
Sample
Subject: Promotion
As you know, our annual appraisal cycle has just concluded. As part of this, we have con-
cluded that you have displayed a strong sense of goal achievement in your role as [original
designation]. Based on your performance and the achievement of your targets during [time
period], we are pleased to inform you that you are being promoted to the next level as [new
designation].
Congratulations on your promotion to this role, which will come into effect from [date].
In this role, you will be reporting to [manager’s name], [manager’s designation], and will be
entitled to a revised compensation of [amount].
We appreciate your contribution towards the growth of the organisation and expect that you
will continue to fulfil your enhanced responsibilities just as diligently in your new role.
Congratulations once again on your promotion! Here’s wishing you a continued successful
career at [company name].
Recommendation Email
• A brief statement of the writer’s current designation and relationship with the candidate
in question.
• An overview of the applicant’s strengths as experienced by the writer.
• Mention of a few personal anecdotes that highlight some particular traits of the appli-
cant.
• A concluding remark summarising why the individual would be a good fit for the oppor-
tunity.
• An invitation to the reader to contact the writer in case of any need for clarification.
• Signature, full name, designation and contact details.
• Optional: The recommendation email may focus on the kind of role the applicant would
be performing in the future organisation, if preferred.
Sample
I am writing this email to discuss [applicant name], who has applied for a job at your organ-
isation.
I am [name], [designation] at [company name]. I have known [candidate’s full name] for [num-
ber] years. During [his/her] tenure with us, I worked closely with [candidate’s first name].
When [candidate’s first name] was working as [designation], [he/she] once [an incident crit-
ical to the role].
Warm regards,
[Name]
[Designation]
[Company name]
Organisations often recruit interns instead of permanent employees, either for particular
projects or for specific durations. When someone – college student or not – wants to serve
your organisation as an intern, he or she should still be sent a confirmation email. It might
not be a permanent position, but the significance of a written email can never be under-
mined.
Sample
During the internship period, you will be reporting to [manager’s name], [manager’s desig-
nation], and you will be assigned projects that improve your understanding in the field of
[department/subject]. You might also be asked to work on a few other assignments, as per
the needs of the organisation.
You will be provided with the required guidance and support from our team, and we will ex-
pect you to conduct yourself as per our company policies (attached here) at all times.
I would like to take the opportunity to wish you all the very best in this role, and say that I
look forward to welcoming you to the team.
Warm regards,
[Name]
[Designation]
[Company name]
New recruits are usually hired for a specific period of probation, which can be extended at
the discretion of the company. At the end of any extended probationary period, a new recruit
is either confirmed as a permanent employee or his/her employment is rejected. When the
probationary period is being extended, it is imperative for an HR professional to send a for-
mal extension email. While writing this, this person should make specific reference to the
employee’s work during the probationary period.
In this email:
Dear [name],
As you know, your probationary employment was for a period of three months, ending on
[date]. The company has continuously monitored and assessed your performance during
this period, and ultimately found it to be less than satisfactory.
However, I am happy to say that in consideration of your zeal for constant learning, we
are willing to extend your probation by three months to give you a further chance to prove
yourself. Following this period, we will again assess your performance and either confirm or
reject you as a permanent employee of our company.
I hope you will utilise this opportunity to showcase your capacity to deliver results, and
would like to take the opportunity to wish you all the very best in this endeavour.
Warm regards,
[Name]
[Designation]
[Company name]
Appreciation Email
It is good practice to reward employees whenever they do something significant for the
organisation. While monetary and material rewards go down very well, emails of sincere
appreciation also play a major role in motivating employees and increasing their job satis-
faction.
Sample
We appreciate all of your hard work and the support you routinely offer to your co-workers.
Indeed, your superiors, co-workers and clients have consistently mentioned your positive
attitude and said that they hope to be able to continue working with you. To get such univer-
sally positive feedback is truly a remarkable achievement.
I also honestly feel that without the initiative you took to [give specific details], the team
would not have been able to finish the [name] process on time. This deserves particular
gratitude.
[Company name] sincerely appreciates your contribution, and we very much hope that you
will continue to surpass our expectations in future as well.
Warm regards,
[Name]
[Designation]
[Company name]
Transfer Email
As part of their overall manpower planning, organisations with a presence in multiple loca-
tions sometimes need to transfer their employees from one branch to another. The reasons
could be as varied as a vacancy in one location, an employee’s desire to relocate for person-
al/professional reasons, or even career progression through internal movements. Although
the decision to transfer is discussed with the employee and a consensus is usually reached,
the HR department should write an official email to officially inform the employee about this
decision.
Sample
This is to inform you that you have been transferred to our [new location] office from [orig-
inal location], effective from [date of transfer]. There will not be any changes to your desig-
nation or your compensation, and you will continue to enjoy all of your existing employment
benefits in [new location].
Your transfer is in order to fill an urgent vacancy that has arisen in [new location] due to the
sudden passing of the previous employee in this role there. Please note that the logistical
details of your move, as well as coverage of costs associated with your relocation, will be in
accordance with the company’s Relocation Policy.
You have been a sincere and a hard-working employee for a few years now, and we believe
we can trust you with your new responsibilities in [new location].
We are hopeful that you will continue to excel in your performance in your new role, and wish
you all the best for this.
Please don’t hesitate to get in touch if you would like to share or discuss anything.
Warm regards,
[Name]
[Designation]
[Company name]
CONGRATULATIONS!!!
We would like to take a moment to recognise and thank you for your contributions to the
organisation over the past year. We are indeed happy to have you with us. In particular, we
would like to acknowledge your performance in content development, given the volume of
illustrated blog posts you have produced for the company. Our new site has attracted hun-
dreds of visitors, and has taken our online presence to a whole new level.
We would like to wish you all the best for your future with us. Keep up the good work!
Warm regards,
[Name]
[Designation]
[Company name]
Birthdays, anniversaries, kids’ birthdays, etc. are all special days in everyone’s lives. An em-
ployee, when wished by the organisation on one of these landmark days, tends to feel more
engaged as it helps to build a deeper connection with the organisation. However, these
same emails, if not written carefully, can have unwanted impacts on employees. Not every-
one likes to be reminded that another decade has passed!
These are some key elements of greetings email for special occasions:
We hope that you’ll have a wonderful day on your birthday, and that you’ll accomplish all the
goals you have set for the year that lies ahead! May your coming years be filled with fun,
love and peace.
We have organised a small party in the office to mark the occasion, and would like to invite
you to come down to the cafeteria at 3 pm. All your teammates are also invited.
Warm regards,
[Name]
[Designation]
[Company name]
An email for festival greetings should extend warm wishes for the occasion, and should
help employees feel the significance of the festival.
• Extend warm greetings for the occasion to employees and their families.
• Appreciate everyone for their sincerity and hard work.
• Recognise a recent organisational achievement that adds to the happiness quotient of
the occasion.
• State how the company wishes to make the day special for everyone. Details of an event,
a bonus amount or activity that the company plans could be shared here.
Sample
Dear all,
On behalf of [company name], I am writing to wish you and your loved ones a happy and
This year, the festival of colours feels even more special thanks to our company’s significant
growth, particularly over the past two months, which is in no small part down to the commit-
ment and devotion of each one of you. Your efforts and hard work have helped the company
rise from last year’s losses to a place in which we have been able to capture a major market
share in our industry.
I have always said, and will mention again, that I truly appreciate the way everyone here
works efficiently towards achieving individual and team targets. For this reason, we are an-
nouncing a bonus of [percentage or amount] for all employees on this occasion.
Once again, I would like to extend sincere thanks for all your hard work and dedication. Have
a great Holi. Here’s wishing you all many such colourful days to come!
Warm regards,
[Name]
[Designation]
[Company name]
When a training is organised, the HR department can send an email to inform as well as
invite whoever they consider appropriate. The email should contain practical details about
the training along with some inspiration to attract the reader to attend.
• Include essential information, such as date, time, location, training topic, etc.
• A compelling brief about the trainer helps to motivate employees to attend.
• List a few important things they are expected to learn, so that they feel further attracted
to the workshop.
• You may also include a colourful poster as either an attachment or embedded into the
email, to provide an appealing visual aid.
• Give a ‘call to action’ statement, in order to keep the momentum you’ve been building up
till the training day. It could be a simple ‘Contact us now’, ‘Click here’, ‘Book your seat’,
etc.
Sample
The facilitator, [facilitator name], is a leadership consultant with [number] years of experi-
ence in the field of learning and development. [He/she] has worked with thousands of cor-
porate organisations and has also authored three books on leadership.
This will be a [number]-day workshop in which you will receive precious insights into your
personal strengths and develop a personal strategy aimed at consistently improving these
skills. Additionally, you will receive material and content that will empower you to act and
move towards accomplishing any of the goals you set for yourself!
Date: [Date]
Time: [Time]
Venue: [Venue]
Do register now! We very much look forward to seeing you at the venue on [date].
Warm regards,
[Name]
[Designation]
[Company name]
Termination Email
An employee’s employment might be terminated for any of many different reasons, and this
must be formally conveyed in writing via email. This is a sensitive situation and the email
must be written with care. If possible, one should also consult the legal team before clicking
that ‘send’ button.
• The date from which the employee will cease to be a part of the organisation.
• The reason for termination.
• A request to submit all company properties to the respective departments, as per policy.
• The status of the individual’s salary and how it will be settled.
• Details of a contact person for any further queries.
Sample
This to inform you that your employment with [company name] will cease after [date of
termination].
This termination comes as a consequence of your decision to take leave from work without
permission for a period of 15 days, and shall not be revoked.
You will receive your full and final settlement on your last working day.
You are requested to return your company laptop, ID card and mobile phone to the HR de-
partment on your last day of employment.
If you have any questions about this, please feel free to get in touch with [employee name]
at [email address].
Best regards,
[Name]
[Designation]
[Company name]
Any person joining a new organisation is usually filled with anxiety and apprehension about
whether or not they will be accepted well by their new co-workers. A welcome email from an
HR professional that’s addressed to the whole team can help to relax the fresh recruit and
impart a sense of new belonging. This becomes an important part of an effective orienta-
tion process.
• Mention the correct name of the employee and the team/department that he/she will be
joining.
• Provide a brief about his/her past education and experience.
• State one or more of their major past accomplishments.
• Put down the date and time they will be starting at the organisation.
• Write something to indicate the organisation’s excitement on their joining.
• Finally, wish the individual luck and express hope for a great association.
Sample
Dear all,
Please join with me in welcoming [employee’s full name], who will be joining [company
name] on [date] in the role of [designation]. [He/she] will be reporting to [manager’s name].
[Employee’s first name] comes from [city or town] and has relocated to [city/town] for work.
[He/she] was awarded [educational qualification] by [institute name]. Since then, [he/she]
has amassed [number] years of experience in [field name].
In [his/her] spare time, [employee’s first name] loves to pursue activities like [list hobbies].
On behalf of the [company name] family, I again welcome [employee’s first name] and wish
[him/her] a long and successful career with us.
Warm regards,
[Name]
[Designation]
[Company name]
When an employee doesn’t resume work or does not contact his/her superior after an ap-
proved period of leave concludes, the organisation should try to make contact. Usually, an
email from the HR department is sent, asking the concerned employee to get in touch with
the Human Resources team by a certain date.
• State the date from which the individual has been absent.
• Inform him/her that he/she doesn't have any leave days remaining.
• Give one or two sentences that show concern for the employee.
• Talk about the disciplinary action that will be taken if this is a case of misconduct.
Sample
Please note that your leave was approved from [date] to [date], and you were expected to
report back to work on [date]. Neither have you reported back to work, nor have we received
any further communication from you. We would first and foremost want to check that you
are well, but we have not received any medical certificate or even a leave request from you
on medical grounds.
As per company policy, under these circumstances we must first put you on unpaid leave,
commencing immediately after your available leave days are exhausted. If no communi-
cation is then received, there remains no option but to terminate your employment. Your
absence has already exhausted all your available leaves and now you are in the stage of
unpaid leaves.
We expect a reply to this email by [date], failing which we will be forced to terminate your
employment, effective [last date of working].
Best regards,
[Name]
[Designation]
[Company name]
Organisations conduct regular meetings with their employees at different levels. HR profes-
sionals are usually involved in writing the emails required to inform those concerned about
meetings to be held at the broader organisational level.
• State the precise agenda for the meeting in the body of the email, and give the detailed
agenda in an attachment.
• Mention the date, start time, duration and people who will be attending the meeting.
Also, it is a good practice to mention if any special speakers will be attending.
• If the meeting is to be broadcasted over the Internet to enable remote employees to
participate, this too can be mentioned along with joining details.
• Emphasise the importance of the presence of everyone concerned.
• Mention exceptions if there are any.
• Finally, re-emphasise that everyone would be waiting and looking forward to meeting
them.
We will be holding an all-department meeting on [date] from [start time] to [end time] at
[venue].
This meeting is to discuss the general performance of the organisation during the past
quarter and the expected performance for the current quarter, so that everyone in [company
name] can stay updated about company progress.
Our CEO, [name], will open the meeting with a keynote address, and this will be followed by
a short speech from each of our three department heads.
We also plan to come up with a course of action for the next quarter, and want everyone to
be a part of this process of deliberation and decision making. Although we have not made
attendance mandatory, we expect you all to be present on this occasion and contribute to-
wards the growth of [company name].
Warm regards,
[Name]
[Designation]
[Company name]
Often, organisations have internship openings for candidates who are currently in college
and want to gain work experience. Since they mostly do not yet have any experience under
their belts, it is only their academic qualifications that can be the basis for assessing their
capabilities. However, an organisation might still fail to find candidates suitable for fulfilling
the responsibilities they require and therefore want to send an email to inform those who
applied of their rejection.
Here are some things to include when writing an email on this subject:
Sample
Thank you for your application for the position of [designation] with [company name].
We reviewed your CV and were impressed with your background and the projects you have
completed during your second year of higher studies. However, after careful review of your
full application, we have decided to extend the current internship to another candidate who
has completed two previous projects in the same industry.
We would like to retain your details in our database. In case of any requirements in the
future where we find a match between the opening and your profile, we shall definitely con-
sider your candidature. In the meantime, we appreciate your interest in our organisation and
wish you luck for all your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Employees sometimes ask to take leave for longer durations than average. However, it might
not be possible for the HR department to approve all such requests. This denial should be
conveyed in the right tone and manner.
• You should keep the following things in mind as you compose this email:
• State that the request can’t be approved.
• Mention the reason why the requested leave is not possible.
• Include a sentence of apology for any inconvenience caused.
• Ask the employee to apply for leave during another period.
We understand that you are looking for a vacation leave of 12 days to visit your hometown.
Unfortunately, we regret to inform you that your leave request from [start date] to [end date]
cannot be approved. Please note that this decision has been taken keeping in view the ratio
between the staff count and workload during the period in question.
As per the company’s leave policy, we grant leave on a first come first served basis. Since
it will be a festival time, some other employees had already applied for an extended leave
during the same period, before your application came in. Moreover, as you are aware, the
footfall in our stores increases at that time owing to the offers we run during festivals, which
requires us to maintain a minimum headcount.
Please allow me to offer my sincere apologies for any inconvenience caused. I very much
hope you understand the situation.
Warm regards,
[Name]
[Designation]
[Company name]
Employee branding is a useful tool in the hands of the HR department, which it can use to
motivate and engage its employees. One way of achieving this is by announcing an ‘Employ-
ee of the Month’. Companies do regular performance reviews, and based on certain criteria
they can choose an employee who stands out from his/her colleagues. This recognition is
awarded to the employee by way of an organisation-wide email.
• State who has been chosen as the employee of the month and why.
• Congratulate the employee on being chosen for the coveted title.
• Mention the process that resulted in this choice.
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• Mention if they will receive any kind of special reward.
• Talk about how difficult it is to be chosen for this reward. You may also mention who else
were close competitors.
• Congratulate again and close.
Sample
Dear all,
It is with great pleasure that I announce that [employee’s full name] has been chosen as our
Employee of the Month for [month].
[Employee’s first name] has achieved a CSAT score of [score%], based on customers’ feed-
back. As it happens every month, all departments submitted one name based on CSAT
scores. Then a voting process was conducted through a secret ballot. As per the company’s
rewards policy, the winner receives a $500 Amazon gift voucher.
It is not an easy feat to achieve the status of Employee of the Month, as it requires dedicated
effort throughout the month. [Employee’s first name] has admirably demonstrated [his/her]
commitment to the cause.
Congratulations once again, [employee’s first name]! Dare we say that we hope that you will
even surpass this performance in future.
Warm regards,
[Name]
[Designation]
[Company name]
Employee surveys are not perceived positively by most employees, as they frequently hold
the belief that the results will be ignored and that there will be consequences if it's felt that
one has made complaints or criticisms. Therefore, employees do not always take the ques-
tions posed seriously. However, if the responses are assimilated prudently and an impartial
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analysis is done, such surveys can still be of great use.
Here are a few points to remember while writing a persuasive email to encourage participa-
tion in an employee survey:
• State the significance of the survey, with points on how it will benefit the organisation as
well as individual employees.
• Emphasise that answers will be kept confidential and will not be used in any way that
may affect individuals’ employment.
• Provide another final persuasive and reassuring statement to motivate employees to
participate.
• Mention when the collated results of the survey will be available.
• Thank the employees in advance for filling out the survey.
Sample
We have all had a variety of experiences during our tenures at [company name]. Here’s your
chance to tell us everything that’s in your mind regarding the organisation!
Through this email, I would like to invite you to fill out the attached employee survey. Rest
assured that your responses will be kept confidential. You may even choose to leave your
name blank if you wish.
We want to incorporate certain changes throughout [company name], so that every aspect
of your employment here meets and exceeds your expectations in all possible ways. Al-
though we have changed many things here already in recent times, we feel that there is
always some room for improvement. And hence, this survey!
We want to hear your opinions on our benefits, work rules, management style, products and
marketing efforts. Individual forms and responses will not be made available to those at
managerial level, only aggregate results will.
Please fill out the form, at the end of which you’ll find a separate identification ticket. Please
record the number and you will receive a reward when you submit it on the ‘lottery page’ of
the company’s Intranet.
In the meantime, I would like to take the opportunity to thank you for your participation.
Existing employees are a great source of future recruitment. Companies value their employ-
ees’ opinions about who among their friends or relatives could be an asset to the company.
While this can lead to savings in recruitment costs, it also becomes a tool for retaining em-
ployees. For this reason, most organisations have referral bonus programmes.
While informing employees about such a programme through email, try to include the
following:
Sample
Dear all,
At [company name], we have always valued our dedicated workforce. We also know the
challenges an organisation like ours can face while seeking new staff who can fit into our
culture well. In the past, we have seen especially positive contributions made by employees
who were referred by one of you.
Therefore, we have decided to reintroduce our employee referral programme from next year
and provide opportunities to your family and friends through you. Referring employees will
be rewarded as well. Here’s how it will work.
Any eligible employee (by which we mean full-time and part-time regular employees, not
To avoid any bias, employees from the recruitment team will not be able to participate in
this programme. Although they can refer anyone, they sadly won’t be eligible for a referral
bonus.
To know further details about the policy, please obtain the policy manual from the Human
Resources Office.
Warm regards,
[Name]
[Designation]
[Company name]
An organisation’s policies cannot remain stagnant, and need to evolve as its structure or
processes themselves change and evolve. Along with revisions in existing policies, there
could also be the introduction of a completely new policy. Employees need to be informed
of such changes, as they are the ones who will be required to follow the rules diligently.
Sample
We are introducing a new gift policy for all permanent employees of [company’s name]. Ef-
fective from today, [date], no [company name] employee is permitted to offer or accept gifts
of any value to/from any employee, vendor, customer or any other external stakeholder.
This policy has been framed with the purpose of avoiding any breach of confidentiality or
unnecessary exchange to the benefit of vested interests. It will also provide clarity to em-
ployees on where to draw the line when accepting or offering gifts.
For the avoidance of doubt, ‘gift’ here can mean anything such as pens, stands, shirts, watch-
es, bags, chains or similar that have some commercial value.
Please note that this also applies to all vendors and clients of [company name]. When you
are offered a gift by someone, you are expected to politely refuse. In case there is a repeated
request to accept the gift, please bring it to the notice of the HR department immediately.
We expect our employees to demonstrate the highest standards of ethics in all matters
when interacting with any internal or external vendors and suppliers.
The only exception to this policy is when someone receives a gift at an event or conference
as a token of gratitude or appreciation. Cards and thank you notes are also exempted from
the list of gifts.
If you receive a gift through courier or post, you may return it via the same means with a note
stating that our policy does not allow this. Edible items given as a gift that can’t be returned
must be shared with everyone.
The full policy has been added to the company’s policy manual. Please refer to it for any
required clarification.
Warm regards,
[Name]
[Designation]
[Company name]