It is with deep regret, that we accept your resignation
as [position] of the [organization]

We can appreciate the demands that this position has placed
on you, and appreciate all of the fine contributions you
have made as [position]

Vacation Policy

Each full time staff member is entitled to five (5) days of paid Vacation Entitlement for each Period of employment with the company.

A “Period” means a period of time equal to (i) six months in the case of a staff member having less than two (2) full years of employment with the company; (ii) four (4) months in the case of a staff member with two (2) years to six (6) years of employment with the company; and three (3) months in the case of a staff member with over six (6) years of employment with the company.

Vacations are tracked on a calendar year basis.

Vacation Entitlement must be taken within twelve (12) months of the year end in which it was earned failing which it will lapse. All vacation requests must be pre-approved by management. While every effort will be made to accommodate the duration and timing of a vacation request by a staff member, such request will be subject to workload and seniority among staff.

M E M O R A N D U M

To:        ALL STAFF

From:        [NAME OF SENDER]

Date:        [DATE OF MEMORANDUM]

Subject:    RECYCLING CONTAINERS

I have recently noticed that the supplies in the supply room are being consumed at an accelerated rate, which is not in proportion to our level of business activity. I have also observed a trend toward hoarding supplies at individual’s work stations.

These trends must be reversed. I would ask all staff to review their supplies at their work stations and return any excess or duplicate supplies back to the supply room. This will ensure an adequate inventory of supplies for all staff, and will reduce our costs.

Your anticipated co-operation is greatly appreciated.

To:        [NAME, ex. John Smith]

From:        [YOUR NAME]

Date:        [DATE, ex. July 5, 1998]

Subject:    [SUBJECT OF SUGGESTION, ex. Order processing]

Thank you for your suggestion [SUGGESTION, ex. to decrease order processing time by eliminating the redundancy of the paperwork involved].  It is precisely these type of suggestions that we value greatly.

[STATE WHAT WILL OR HAS BEEN DONE, ex. I have spoken with our sales manager, Doug, who agrees that the time it will save the salespersons will be significant.  He has some concerns, however, regarding a possible increase in shipping errors.  I told him that I was certain you have considered this.  Let’s set up a meeting together to discuss this in more detail.  How about tomorrow at 2:00 PM?]

Thanks again.

[DATE, ex. Wednesday, June 11, 1998]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We regret to inform you of the termination of your employment with NAME OF BUSINESS] effective [EFFECTIVE DATE OF TERMINATION - ex. July 31 1998]. On [DATE, ex. April 12, 1998], the Director of Sales and Marketing left our company to pursue another business opportunity. As a result of his decision, your position as his [POSITION, ex. Administrative Assistant] has become redundant and there is no other job function within the company that we can offer you.

Our Group Health Benefits Co-ordinator will be contacting you within seven (7) days to explain the options available to you regarding your group health benefits and life insurance.

As you recall, a Record of Employment form was completed for you that included your vacation pay.  If you have any other questions concerning the Group Health Plan, please contact [NAME OF GROUP HEALTH BENEFITS CO-ORDINATOR ex. Jill Johnson].

When you are able, please make arrangements with me to hold an Exit Interview and ensure that we have all company materials from you and you can collect your personal effects.

We wish you all the best in your future endeavours.

Sincerely,

[YOUR NAME, ex. Jill Jones]

[DATE, ex. Wednesday, June 11, 1998]

[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As we discussed on [DATE, ex. Tuesday], [REASON FOR DOWNSIZE, ex. increased competition in the accounting software industry has eaten our profits and caused us to eliminate several positions at PowerAccount Limited.]  Unfortunately, we were forced to eliminate your position.

[STATE TERMS OF TERMINATION, ex. Accordingly, your employment will be terminated on July 15.  Your company medical insurance plan will also be terminated at that time and severance pay will be in the amount of $8,000.]

{STATE WILLINGNESS TO GIVE LETTER OF REFERENCE, ex. I will be happy to provide you with a letter of reference if you so request.}

Sincerely,

[YOUR NAME, ex. Jill Jones]

[DATE, ex. Wednesday, June 11, 1998]

[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I regret that [STATE GOAL NOT MET, ex. the cost overruns at your division have reached unacceptable levels].  As I mentioned in my memorandums of [DATE, ex. April 5] and [DATE, ex. May 10], and at our meeting of [DATE, ex. May 20], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].

I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 1998].  [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.]  I regret that matters could not have been redressed in a more amicable manner.

Sincerely,

[YOUR NAME, ex. Jill Jones]

[DATE, ex. Wednesday, June 11, 1998]

[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

[STATE CONTEXT AND NATURE OF BAD PERFORMANCE, CITING ALL WARNINGS GIVEN, ex. As you know, customer relations is key to the survival of our business.  It thus alarms me when I receive several complaints from key customers which involve impoliteness and rudeness on your part.  You will recall my letter of June 1 and our meeting last week in which I informed you that this type of behavior is unacceptable and urged you to changed your behavior.  Unfortunately, however, I have continued to receive such complaints.]

I am forced, therefore, to terminate your employment as of [DATE, ex. July 30, 1998].  [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.]  I regret that matters could not have been redressed in a more amicable manner.

Sincerely,

[YOUR NAME, ex. Jill Jones]

SEXUAL HARASSMENT POLICY

THE COMPANY’S COMMITMENT:

The Company is committed to providing a work environment that ensures that every employee is treated with dignity and respect and afforded equitable treatment.

The Company is committed to promoting a work environment that is conducive to the professional growth of its employees, provides a professional atmosphere, and promotes equality of opportunity.

The Company will not tolerate any form of harassment and is committed to taking all necessary steps to ensure that employees are not subject to harassment.

The law guarantees employees the right to employment in a workplace free from harassment and discrimination.

THE SCOPE OF THE WORKPLACE:

This policy applies to all those working for The Company including management, administrative employees, secretarial staff and part-time staff. The Company will not tolerate sexual harassment whether engaged in by fellow employees, supervisors, clients or suppliers.

The workplace includes:

1.    all offices or other premises where The Company’s business is conducted;

2.    all company-related activities performed at any other site away from The Company’s premises;

3.    any social, business or other functions where the conduct or comments may have an affect on the workplace or workplace relations.

SEXUAL HARASSMENT DEFINED:

Sexual harassment may be one or a series of incidents involving unsolicited and unwelcome sexual advances, requests for sexual favours, or other verbal or physical conduct of a sexual nature.

Sexual harassment in the workplace includes:

-    unwelcome sexual advances (verbal, written or physical);

-    requests or demands for sexual favours;

-    any other type of sexually oriented conduct;

-    verbal abuse or “kidding” that is sex oriented;

when:

-    the conduct has the purpose or the effect of interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment; and/or

-    submission to such conduct is either an explicit or implicit term or condition of employment; and/or

-    submission to or rejection of the conduct is used as a basis for making employment decisions.

RESPONSIBILITIES REGARDING SEXUAL HARASSMENT:

All Company members have a personal responsibility to ensure that their behavior is not contrary to this policy.

All Company members are encouraged to reinforce the maintenance of a work environment free from sexual harassment.

Members of the managing body are responsible for:

-    discouraging and preventing employment-related sexual harassment;

-    investigating every formal written complaint of sexual harassment;

-    taking appropriate remedial measures to respond to any substantiated allegations of sexual harassment;

-    ensuring that all members and employees of The Company are aware of the problem of sexual harassment and their responsibilities with respect to preventing sexual harassment.

WHAT TO DO WHEN HARASSMENT OCCURS:

The Company is committed to providing a supportive environment in which to resolve concerns of sexual harassment.

Informal Resolution Options

1.    When an incident of harassment occurs, communicate your disapproval and objections immediately to the harasser and request the harasser to stop.

2.    If the harassment does not stop or if you are not comfortable with addressing the harasser directly, bring your concern to the attention of the Office Manager or  the Managing Partner.  The Company will provide advice or support as requested and will undertake any investigation necessary to resolve the matter.

Complaints

1.    Any member of The Company with a harassment concern who is not comfortable with the informal resolution options or has exhausted such options may bring a formal complaint to any of the designated advisors or to any other member of management.  All such complains will be promptly investigated.

2.    If after an investigation it is determined that an allegation of harassment is valid, appropriate corrective action will be taken.

3.    Corrective action may include any of the following:

formal apology;
counselling;
written warning placed in the employee’s file;
change of work assignment;
suspension or discharge of an employee.

In addition to the sanction that may be imposed on an employee by The Company as a part of complaint resolution, members of The Company who engage in harassment may expose themselves to damages in the event of a successful lawsuit or human rights case.

CONFIDENTIALITY:

The Company understands that it is difficult to come forward with a complaint of sexual harassment and recognizes the complainant’s interest in keeping the matter confidential.

To protect the interests of the complainant, the person complained against and any others who may report incidents of sexual harassment, confidentiality will be maintained throughout any investigatory process to the extent practicable and appropriate under the circumstances.

All records of complaints, including contents of meetings, interviews, results of investigations and other relevant material will be kept confidential by The Company except where disclosure is required form disciplinary or other remedial processes.

NO REPRISAL:

The Company is committed to ensuring that no Company member who brings forward a harassment concern is subject to any form of reprisal.  Any reprisal action will be viewed as a disciplinable matter.

To:        [NAME, ex. John Smith]

From:        [YOUR NAME]

Date:        [DATE, ex. July 5, 1998]

Subject:    [SUBJECT OF SUGGESTION, ex. Order processing]

I’m writing regarding a matter I am confident will interest you.

[STATE PROBLEM AS IT RELATES TO RECIPIENT, ex. You may know of the large amount of paperwork involved in processing our customers’ orders.  What’s more interesting is that there exists considerable redundancy, resulting in increased order processing time, later shipments, and potential customer dissatisfaction.]

[STATE YOUR SOLUTION AND HOW IT BENEFITS RECIPIENT/FIRM, ex. As most of this paperwork comes through my office, I have a good idea as to how we can streamline the process by reducing the amount of paper used, and put some dollars in the firm’s pocket.

Since our new order requisition software automatically reconciles purchase orders with packing slips, there is no longer a real need to have the salesperson review the packing slip before shipping the order.  Here’s the results:

o Salespersons no longer need to review packing slips, giving them more time to sell products
o Less paper is used, saving us money
o Orders are shipped faster as they will no longer sit on our loading docks, waiting for the salesperson to inspect the packing slip
o I spend less time processing packing slips, allowing me to spend more time on processing new orders]

I hope this suggestion is of benefit to you.  I will be delighted to speak to you if you require additional information.