To: The Executive Team
Pursuant to my visit to the Virginia Branch Office and subsequent meetings with the staff there about the high rates of attrition, I have decided to apprise you all of the situation there as well as communicate to you the steps that we are taking to restore a sense of purpose and rejuvenate the morale of our employees. To sum up the situation there, there is a high incidence of employee turnover and consequent loss of morale due to some decisions taken by us regarding the HR policies of our company. We realize that we should take some proactive measures to contain the issue and that we should do some course correction as to the actions and decisions that we have taken there.
Towards this end, I require the cooperation of all of you in identifying potential issues that might affect our head office as well. I want you to consider the fact that employees may not take kindly to the fact that we are adding clients without considering the workload of the employees. I want each of you to mull over this fact and suggest ways in which we can rectify the situation without affecting the bottom line of the company. Further, the fact that the job roles of the employees may not be aligned with their skills is a cause for concern as well. As the HR manager, I assure you of my support and cooperation in making the jobs of our employees a lot easier.
I end this memo with the hope that each of you would consider the points that I have listed and come up with suggestions that would further the cause of our agency and ensure the continued success of our endeavors.
To:…………………………………………………………………………………….
From:………………………………………………………………………………..
Subject: Payroll statements of the employees of the Virginia Branch
Dear John,
I’m writing to you from the HR department to ask for the payroll statements of the employees in the Virginia branch. Before explaining the reasons for this request as well as the details of the same, I would request you to keep this email confidential, as you would with all communications from the HR department and to Payroll. I am sure that you understand the process of due diligence as well.
I need the payroll statements of the employees of the Virginia branch in order to process the details of the pay structure of each of the employees and to validate the information in them with that of the grade that they are in and to check for possible mismatches in the way in which their pay is linked to their grade. I would further need the information to check if the performance-linked pay is having the desired effect on the employees or is not a factor to be considered.
Towards this purpose, I would need the payroll statements for the last year for all the employees of the Virginia branch along with the structure of perks and performance bonuses spread over the last two appraisal cycles. I would be thankful if you can process this request as soon as possible and as I mentioned above, mark the mail only to me. You may copy your supervisor if you want to.
I wish to thank you for all the help that you have given me and I hope that we continue to work together and serve our agency to remain focused on its mission and ensure its continued success.
Thanks and regards.