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This document is for someone who wants to improve their writing skill, especially for memo style. 1. Informing employees about a new policy To: All Employees From: Mr. Lee, Human Resources Department Subject: New Policy on Remote Work Dear Colleagues, We are pleased to announce that we have implemented a new policy on remote work, effective from July 1, 2023. This policy allows employees to work from home for up to two days per week. The purpose of this policy is to provide more flexibility and convenience for our employees, while maintaining productivity and quality standards. We believe that this policy will benefit both the employees and the company in the long run. Please refer to the attached document for more details on the eligibility criteria, application process, and guidelines for remote work. If you have any questions or concerns, please contact your manager or the HR department. Thank you for your cooperation and understanding. Best regards, Mr. Lee
Writing Practice Tasks Informing employees about a new policy To: All Employees From: Mr Lee, Human Resources Department Subject: New Policy on Remote Work Dear Colleagues, We are pleased to announce that we have implemented a new policy on remote work, effective from July 1, 2023 This policy allows employees to work from home for up to two days per week The purpose of this policy is to provide more flexibility and convenience for our employees, while maintaining productivity and quality standards We believe that this policy will benefit both the employees and the company in the long run Please refer to the attached document for more details on the eligibility criteria, application process, and guidelines for remote work If you have any questions or concerns, please contact your manager or the HR department Thank you for your cooperation and understanding Best regards, Mr Lee Reminding employees about an upcoming deadline To: All Employees From: John Smith, Project Manager Subject: Deadline for Quarterly Report Dear Colleagues, As you know, the deadline for submitting the quarterly report is June 15, 2023 This report is very important for evaluating our performance and progress in the past three months Therefore, I urge you to complete your assigned tasks and submit your sections of the report to me by June 12, 2023 This will give me enough time to review, edit, and compile the final report Please follow the guidelines and format that we agreed on in the last meeting If you have any questions or concerns, please contact me as soon as possible I appreciate your cooperation and hard work Best regards, John Smith Announcing a change in the organizational structure To: All Employees From: Jane Smith, Director of Human Resources Subject: Organizational Structure Change Dear Colleagues, We are writing to inform you of a change in the organizational structure of our company Effective July 1, 2023, we will be merging the Marketing and Sales departments into one unit called the Marketing and Sales Division This change is intended to streamline our operations, improve communication, and increase efficiency The new division will be led by John Doe, who has been appointed as the Vice President of Marketing and Sales John has over 10 years of experience in both fields and has demonstrated outstanding leadership and innovation skills He will report directly to the CEO and will oversee all aspects of marketing and sales operations As a result of this change, some roles and responsibilities within the Marketing and Sales departments will be adjusted or reassigned We will provide more details on these changes in the coming weeks We appreciate your cooperation and support during this transition period If you have any questions or concerns, please contact John Doe at john.doe@company.com Thank you for your continued dedication and hard work Best regards, Jane Smith Notifying employees about a new benefit or perk To: All Employees From: Jane Smith, Human Resources Manager Subject: New Benefit: Flexible Work Hours Dear Colleagues, We are pleased to announce that starting from July 1, 2023, all employees will have the option to choose their own work hours within certain limits This new benefit is designed to promote work – life balance and employee satisfaction Flexible work hours mean that you can adjust your start and end times according to your preferences and needs, as long as you work for at least eight hours per day and are available for meetings and calls during the core hours of 10 a.m to p.m You can also choose to work remotely for up to two days per week, with prior approval from your supervisor To take advantage of this new benefit, you will need to fill out a flexible work hours request form and submit it to your supervisor at least one week before the start of each month Your supervisor will review your request and notify you of the approval or denial within three business days We hope that this new benefit will help you achieve a better balance between your personal and professional goals If you have any questions or concerns, please contact the Human Resources Department at hr@company.com or call extension 1234 Thank you for your hard work and dedication Best regards, Jane Smith Requesting employees to attend a meeting or training session To: All Employees From: Jane Smith, Director of Human Resources Subject: Mandatory Training Session on Workplace Safety Date: June 9, 2023 Dear Colleagues, I am writing to inform you that there will be a mandatory training session on workplace safety next Monday, June 16, from 10 a.m to 12 p.m in the conference room This training session is part of our ongoing efforts to ensure a safe and healthy work environment for everyone The training session will cover the following topics: - How to prevent and report accidents and injuries - How to use personal protective equipment and emergency kits - How to follow safety procedures and regulations - How to respond to fire alarms and evacuation drills All employees are required to attend this training session and sign the attendance sheet If you have any questions or concerns, jane.smith@company.com Thank you for your cooperation and participation Best regards, Jane Smith Informing employees about a new project or initiative To: All Employees From: Jane Smith, Project Manager Subject: New Project: Green Office Initiative Date: June 9, 2023 Dear Colleagues, please contact me at I am pleased to announce that our company has launched a new project called the Green Office Initiative The goal of this project is to reduce our environmental impact and save costs by implementing various green practices in our daily operations Some of the practices that we will adopt include: - Reducing paper consumption by using digital documents and recycling paper waste - Switching to energy – efficient lighting and appliances and turning them off when not in use - Purchasing eco – friendly office supplies and equipments The Green Office Initiative will start from July 1, 2023 and will run for six months During this period, we will monitor our progress and evaluate the benefits of the project We will also solicit feedback and suggestions from you on how to improve our green efforts We hope that you will join us in this project and help us make our company more sustainable and responsible Together, we can make a difference for our planet and our future Thank you for your cooperation and support Best regards, Jane Smith Announcing the launch of a new product or service To: All Employees From: Jane Smith, Marketing Director Subject: Launch of New Product Date: June 9th, 2023 Dear Colleagues, I am pleased to announce that we are launching a new product next month The product is a smart watch that can track your fitness, health, and productivity It is compatible with all major smartphone brands and has a sleek design and long battery life This product launch is a great opportunity for us to expand our market share and increase our brand awareness I encourage you to spread the word about the product to your friends, family, and social media followers You can also sign up to be a product ambassador and receive a free sample of the product in exchange for your honest feedback and reviews Please join me in celebrating this exciting milestone for our company If you have any questions or suggestions about the product launch, please feel free to contact me at jane.smith@company.com Thank you for your hard work and dedication Best regards, Jane Smith Reminding employees about the code of conduct or ethics To: All Employees From: Jane Smith, Human Resources Department Date: June 9, 2023 Subject: Reminder of Code of Conduct or Ethics I am pleased to remind all employees of the company's code of conduct and ethics that we expect you to follow in your daily work The code of conduct outlines the values and principles that guide our decisions and actions as a company It also provides guidelines for professional behavior, respect, diversity, integrity, and accountability The code of conduct applies to all employees, regardless of their position, role, or location It is your responsibility to read, understand, and comply with the code of conduct and ethics Violating the code of conduct may result in disciplinary action, up to and including termination of employment If you have any questions or concerns about the code of conduct or ethics, or if you witness or experience any misconduct, please report it to your manager, HR representative, or the ethics hotline We appreciate your cooperation and commitment to uphold our company's values and reputation Thank you for your attention Best regards, Jane Smith 10 Seeking feedback from employees on a new idea or proposal Sent message To: All Employees From: Jane Smith, Project Manager Date: June 9, 2023 Subject: Seeking feedback on new remote work policy Dear Colleagues, As you may know, our company is considering implementing a new remote work policy that would allow employees to work from home up to three days per week This policy is intended to improve employee satisfaction, productivity, and work – life balance We value your input and feedback on this proposal, as it will affect your daily work experience Therefore, we have created a short survey for you to share your opinions and preferences regarding remote work The survey will take no more than 10 minutes to complete and it is anonymous Your feedback is important for us to make an informed decision that will benefit everyone Thank you for your cooperation and participation Best regards, Jane Smith 11 Congratulating an employee on their achievement or success To: All Employees From: Jane Smith, Director of Marketing Date: June 9, 2023 Subject: Congratulations to John Doe Dear Colleagues, I am pleased to announce that John Doe, our senior marketing manager, has been awarded the Best Marketing Campaign of the Year by the American Marketing Association This is a prestigious honor that recognizes John's outstanding work on the launch of our new product line John led a team of talented marketers who created a comprehensive and innovative strategy that generated high sales and positive feedback from customers John's creativity, leadership, and dedication were instrumental in the success of this project Please join me in congratulating John on this well – deserved achievement He is a valuable asset to our company and an inspiration to us all Best regards, Jane Smith 12 Apologizing to employees for a mistake or error To: All Employees From: Jane Smith, Director of Human Resources Date: June 9, 2023 Subject: Apology for Payroll Error I am writing to apologize for the payroll error that occurred last week Due to a technical glitch in our system, some of you received incorrect paychecks for the month of May We are deeply sorry for any inconvenience this may have caused you We have identified and fixed the problem, and we are working hard to ensure that it does not happen again We have also processed the adjustments for the affected employees, and you should receive the correct amount in your next paycheck If you have any questions or concerns about your pay, please contact the payroll department We appreciate your patience and understanding as we resolve this issue Thank you for your hard work and dedication to our company Best regards, Jane Smith Director of Human Resources 13 Reminding employees about safety guidelines or protocols To: All Employees From: Jane Smith, Director of Human Resources Date: June 9, 2023 Subject: Safety Guidelines for Returning to the Office Dear Colleagues, As we prepare to resume our normal operations and welcome you back to the office, we want to remind you of some important safety guidelines and protocols that we have implemented to protect your health and well-being - Please wear a face mask at all times when you are in the office, unless you are alone in your own workspace or eating or drinking - Please maintain a physical distance of at least six feet from other people whenever possible Avoid shaking hands, hugging, or sharing personal items with others - Please avoid touching your eyes, nose, and mouth with unwashed hands - Please stay home if you are feeling sick or have any symptoms of COVID – 19, such as fever, cough, shortness of breath, or loss of taste or smell We appreciate your cooperation and compliance with these safety guidelines and protocols We are looking forward to seeing you soon and working together again If you have any questions or concerns, please not hesitate to contact me or your supervisor Thank you for your attention and dedication Best regards, Jane Smith Director of Human Resources 14 Providing an update on the progress of a project To: Project Team From: Project Manager Subject: Project Update Date: June 9, 2023 I am writing to provide you with an update on the progress of our project As you know, we are working on developing a new chatbot system for our client, ABC Inc The project is divided into four phases: design, development, testing and deployment We have successfully completed the design phase and have received approval from the client on the specifications and requirements We are now in the development phase, where we are coding the chatbot logic and integrating it with the client's website and database We are on track to finish this phase by the end of this month The next phase will be testing, where we will conduct various tests to ensure the chatbot is functioning properly and meets the client's expectations We will also solicit feedback from the client and make any necessary adjustments The testing phase is expected to take two weeks The final phase will be deployment, where we will launch the chatbot on the client's website and monitor its performance and user satisfaction We will also provide training and support to the client's staff on how to use and maintain the chatbot The deployment phase is expected to take one week We are confident that we will deliver a high-quality chatbot system that will enhance the client's customer service and satisfaction I appreciate your hard work and dedication to this project Please let me know if you have any questions or concerns Sincerely, Project Manager 15 Notifying employees about a change in work schedule or shift To: All Employees From: Jane Smith, Human Resources Manager Subject: Change in Work Schedule Date: June 9, 2023 I am writing to inform you that there will be a change in the work schedule for the next two weeks Due to an urgent project that requires extra hours of work, we are temporarily shifting from a five-day workweek to a six-day workweek We understand that this change may cause some inconvenience and disruption to your personal plans We appreciate your flexibility and cooperation in this matter We will try our best to resume the normal work schedule as soon as possible Please contact me if you have any questions or concerns about the new work schedule Thank you for your hard work and dedication Best regards, Jane Smith 16 Requesting employees to participate in a company survey or research To: All Employees From: Jane Smith, Human Resources Department Subject: Employee Satisfaction Survey Dear Colleagues, We are conducting a survey to measure the level of employee satisfaction in our company The survey will help us identify the areas that need improvement and the best practices that we should continue The survey is anonymous and voluntary It will take about 10 minutes to complete You can access the survey online by clicking on this link: employeesatisfactionsurvey.com Please complete the survey by June 30, 2023 Your feedback is very important to us and will help us make our company a better place to work Thank you for your participation and cooperation Best regards, Jane Smith 17 Informing employees about a company event or celebration To: All Employees From: Jane Smith, Director of Human Resources Subject: Company Picnic on July 4th Date: June 9, 2023 Dear Colleagues, I am pleased to announce that we will be having a company picnic on July 4th to celebrate our achievements in the first half of the year The picnic will take place at the Riverside Park from 11 a.m to p.m and will include food, drinks, games, and prizes This is a great opportunity for us to relax and have fun together as a team I hope you will join us and bring your family members or friends Please reply by June 23rd to let us know how many people you will be bringing and if you have any dietary restrictions or preferences Thank you for your hard work and dedication I look forward to seeing you at the picnic Best regards, Jane Smith 18 Acknowledging and thanking employees for their hard work To: All Employees From: John Smith, CEO Subject: Appreciation for your hard work Dear Colleagues, I am writing to express my sincere gratitude for your dedication and commitment to our company You have shown remarkable resilience and adaptability in the face of unprecedented challenges and uncertainties Your efforts have not gone unnoticed and have contributed to our success and growth I am proud of what we have achieved together and I look forward to working with you in the future You are our most valuable asset and I appreciate your hard work Thank you for being part of our team Sincerely, John Smith 19 Reminding employees about the dress code or attire To: All Employees From: Human Resources Department Subject: Dress Code Reminder Dear Employees, We would like to remind you of the dress code policy that applies to all staff members The dress code is intended to reflect our company's professional image and values, as well as to ensure the comfort and safety of everyone in the workplace The dress code requires that employees wear business casual attire, which includes: - Collared shirts, blouses, sweaters, or jackets - Slacks, khakis, skirts, or dresses of appropriate length - Closed-toe shoes, flats, or low heels Please note that the dress code may vary depending on your department or role If you have any questions or concerns about the dress code policy, please contact your supervisor or the human resources department Thank you for your cooperation and understanding Sincerely, Human Resources Department 20 Seeking volunteers for a community service project To: All Employees From: Jane Doe, Director of Human Resources Date: June 9, 2023 Subject: Seeking Volunteers for Community Service Project Dear Colleagues, I am writing to invite you to participate in a community service project that our company is organizing next month The project is to help clean up a local park and plant some trees and flowers This is a great opportunity to give back to our community and show our social responsibility The project will take place on Saturday, July 15, from a.m to 12 p.m We will meet at the main entrance of the park and divide into teams All the necessary tools and materials will be provided by the company You just need to bring your enthusiasm and energy If you are interested in volunteering for this project, please reply to this memo by June 30 and indicate your availability and preferred team role You can also contact me if you have any questions or suggestions Thank you for your consideration and support I hope to see many of you at the park next month Sincerely, Jane Doe