The correspondence which includes interviews, appointments, termination of employment, resignations, request for references etc. is handled by the personnel department of the firm. It is thus also refered to as personnel correspondence.
1. Letter calling for an interview:
Dear Sir,
In response to your application for the post of ‘Accounts Assistant’, you are requested to call on our Accounts Manager, Mr. Mahesh Tiwari, an January 15, 2005 at 11.30 a.m. Along with your certificates, please do bring at least two testimonials and a character certificate.
Thanking you
Yours faithfully
Ravi Shah
2. Letter of appointment:
Dear Sir,
With reference to your recent interview with the head of our Secretarial Departments. I wish to offer you the position of a typist in that department.
The commencing salary will be Rs. 3000/- per month, and this is subject to review annually by the Board of Directors. Increments may be granted, subject to satisfactory reports on your work by the head of your department.
The hours of duty will be from 9.30 a.m. to 5.30 p.m. from Monday to Friday, and from 9.30 a.m. to 2.00 p.m. on Saturday. You will be entitled to two weeks leaves each year, but there are arrangements for increasing this after five years of service. The appointment can be terminated by one month’s notice on either side.
Would you kindly confirm that you accept this appointment, and that you will report to Mr. Ranjeet Singh in the Secretarial Department at 10.00 a.m. on Ist February 2005.
Yours faithfully
S.K. Sinha
(General Manager)
3. Letter for taking up references:
Dear Sir,
Miss Sunita Verma of your office has applied for a typist’s job in our office. He has given your reference in this regard. We shall be grateful, if you would let us know in confidence if she is conscientious, intelligent and entirely trustworthy. Please accept my thanks in advance for any assistance you are able to provide me.
Yours faithfully
Ravi Sharma
4. Negative reply for the above letter:
Dear Sir,
Please refer to your letter of 27 April 2004 inquring about Miss Sunita Verma, who has applied to your firm for the post of typist. She was always unpunctual and was a bad influence on the other member of the staff with a little self discipline. She could to well, but from my own personal experience I cannot recommend her to you.
With regards
Yours truly
Manoj Jain
5. Positive reply:
Dear Sir,
In reply to your inquiry, I am pleased to inform you that Miss Sunita Verma has been employed with us for the past three years. Her time keeping is good, and I believe her to be completely trustworthy. I can recommend him to you with full confidence.
Thanking you
Yours sincerely
Kailash
6. Letter informing result of enquiry:
Dear Sir,
You had been verbally told many times regarding the gross negligence and inefficiency in your work. In his report, the enquiry officer has held you guilty of gross misconduct and recommended your dismissal. The management has agreed with the findings of the Enquiry Officer, and decided to terminate your services.
Thanking you
Yours faithfully
Neeraj Saxena
7. Letter for terminating employment:
Dear Sir,
I regret to inform you that on account of heavy recession in the business, we have to resort to retrenchment of the staff. I hope that you will be sucessfull in finding a suitable employment elsewhere. I extend all our good wishes to you.
Thanking you.
Yours faithfully
Dheeraj Thakur
8. Letter reprimanding a staff:
Dear Mr. Shyam Verma,
It has been brought to my notice that during the last two to three months, there have been a number of errors in the accounts submitted from your branch. Some of them have been quite serious errors, and have caused much extra work in the office here, besides being a source of inconvenience to the customers concerned.
Errors of this kind reflect badly on the company’s business, and cannot be allowed to continue. Please let me have your comments immediately as well as a full report of the circumstances.
Yours truly
Neeraj Anand
9. A general notice to all members of the staff:
Dear Members,
It has become apparent that the members of the staff are using the company’s telephone for an excessive number of private and personal calls. Apart from the cost, which falls on the company, telephone lines have not been available on a number of occasions, when required for urgent business purpose.
I have given instructions to the telephone operators that in future they are not to accept private calls for members of the staff, nor give them lines with direct access to the telephone exchange.
If calls of a special or urgent nature are required, a request should be made to the manager who will authorities them if the circumstances permit.
Sumeet Saigal
Managing Director
10. Provisional appointment letter:
Dear Sir,
The management is pleased to appoint you as a typist in our company on the following terms and conditions:
(i) You will be on probation for a period of three months, on the expiry of which your services shall automatically stand terminated, unless you are specifically confirmed in writing on or before the date mentioned.
(ii) Your services can also be terminated at any time during the probationary period without notice and without assigning any reason whatever.
(iii) You will be paid a sum of Rs. 3,200 p.m. as consolidated salary.
(iv) You will observe all the standing orders/rules of the Company as may be enforced from time to time.
(v) (a) In case you absent yourself from duty, without prior permission or proper leave, you shall be deemed to have voluntarily abandoned your service.
(b) If and when the information by you in your application regarding your qualifications, past experience, employment and last salary drawn etc., are found incorrect or untrue, you will be discharged from service without any prior notice or compensation.
(vi) You services shall be terminated without notice and without assigning any reason, due to the loss of confidence, gross negligence, inefficiency of work or any other willful misconduct on your part.
(vii) In case you leave/abandon your service during the aforesaid period, fifteen days salary shall be deducted from your salary/or Management reserves the right to recover the same.
If you accept and agree to the above terms and conditions of your appointment, please sign the duplicate copy of this letter of appointment, as token of your acceptance.
Thanking you
Yours faithfully
Neeraj Sharma
(Manager)
11. Confirmation letter:
Dear Miss Preeti Mukherjee,
The management is pleased to confirm your appointment as a steno-typist in our company on the following terms and conditions.
(i) You will be paid a sum of Rs. 4,000 (Four Thousand) per month as salary, from April 1, 2004.
(ii) Your services can be terminated by giving one month notice by either side, without assigning any reason whatsoever.
(iii) You will observe all the standing orders/rules and regulations of the Company, as may be enforced from time to time.
(iv) Your services can be transferred to anywhere in India, and also in any concern/concerns under the same management/ownership, or you may be sent on deputation to any other firm.
(v) While in the employment the firm, you will not engage yourself in any other business, occupation or profession whether part or full time, without the written permission of the Company.
(vi) You will retire from service of the Company on completion of 58 years of age.
(vii) In case you absent yourself from duty without prior permission or proper leave you will be deemed to have voluntarily abandoned your service.
(viii) The rights in any orders, contracts or jobs secured by you, or in any process/discovery/invention, or copyright of writing/exposures/recordings made during the course of employment with us, shall belong to the Company.
If you accept and agree to the above terms and conditions of your appointment, please sign the duplicate copy of this letter of appointment as token of your acceptance.
Thanking you
Yours faithfully
S. D. Sharma
(Managing Director)
