Request For Change In Designation-Letter Format in Word

When an employee joins an organization, he is given a certain designation to perform his role. Over a period of time, if he is performing well and additional responsibilities are given, he may be given a change of designation. This change of designation may or may not result in a hike in salary or a promotion. It could be for the convenience of management or the employee because he is performing more roles than previously decided. This change in designation could make his role more clearly understood by him, and bring more clarity to the management, and to others who are working with him.

Request For Change In Designation Letter Format


The VP,

HR department,

Margadarshi chits,


Respected sir,

I am associated with your organization for the past two years and joined as an accountant. I have been recording the statement of accounts, maintaining the books of accounts and recording petty cash expenses. But I would like to bring to your kind notice that for the past six months, my job role was enriched by giving additional responsibilities. I am also asked to do budgeting, cost accounting and management accounting. So I request you to change my designation from Account to financial controller. Kindly consider my request. Thanking you,

Yours sincerely,

Prakash Jha

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Posted by Hrformats - March 21, 2018 at 11:33 AM

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Letter Format for Intimating the Workers that Sunday is a Working Day

A letter format for intimating the workers that Sunday is a working day is issued when the workers are asked to work for some important reasons. If any working day was declared as a holiday due to political reasons, weather reasons or any other reason, and there is an important task or work or project that has to be completed within a strict deadline, then the workers will be asked to work on a Sunday. We have given a sample letter below asking the workers to work on a Sunday. You can use this sample and customize it accordingly.

Dear workers,

We are all working on a critical project very hard to make it a success. The project completion date is coming soon. All of you are doing a great job on the job. Unfortunately, our office had to remain closed due to national bandh called by a national political party which caused hindrance in our operations and our work on last Tuesday.

We had to adhere to the government and close the office premise. But as you all know, we cannot go back on our deadline of project completion with our client. Keeping all these factors in mind, we have decided to work on this Sunday to compensate for the Tuesday holiday. This might upset your weekend plans. Lease bear with us. Hope to receive your support on work this Sunday.



HR Department

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Circular About Office Timing

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Posted by Hrformats - March 13, 2018 at 5:32 AM

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Contract Completion and Not Continue Further Letter Format in Word

Within the corporate understanding, contracts or agreements are said to be documentary notations required by officials to decide over specified working terms and conditions. The contractual agreements are created for a specific time period and needs renewal or expiry after that time slot. This is the reason that professionals make sure to communicate about the continuation or termination of the contract through proper emails or letters. This tends to be an amicable way of communicating business necessities to the other person for sure. Here is the format of the letter, which informs about unwillingness to continue with a company or particular profession on completion of the contract.

Date: February 27, 2018


Mr. Shailesh Malik,

Employee No: 2486

Sub: Non-renewal of the term contract

Dear Mr. Shailesh,

This letter is in reference to your contract with our company, Adroit Web Solutions Pvt. Ltd. We entered into a term contract for the requisite services from your end, which initiated on February 27, 2018 and terminates on February 28, 2019. As the respective contract is about to finish, the administrative decisions are explication of the fact that the company does not wish to continue with your high-end services. It is just a corporate decision taken by higher authorities without any negative intentions.

As a part of compensation, you will be paid till the last date of the contract as full and final settlement. Therefore, you are requested to handover the company laptop and mobile to the HR Manager and get clearance from the departments. On submission of the clearance details, you will be provided with a certificate on your last working day. Along with this, you will be given an experience certificate with details description of the responsibilities handled at Adroit Web Solutions Pvt. Ltd. This will help you in getting excellent opportunities and open ways for more job prospects.

The end of the contract does not mean that your journey to success has halted. In fact, this will make you progress on the path of brighter future. Though, the contract between you and our company has come to an end; still, we have retained your contact details in our record bank. As the requirement of the company persists in near future, we might contact you again for your valuable services. We wish you all the best in life and a prosperous career ahead.


Shreya Bansal

HR Manager

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Posted by Hrformats - February 27, 2018 at 5:56 AM

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Thank you Letter to Employees for Hard Work – Letter Writing Tips

Writing a letter has become old fashioned style of communication. It is still a good practice to express a token of gratitude and appreciation for a good work done or an achievement. A letter of appreciation format should mention the specific accomplishment of the person, how it impacted the overall business and the time frame of the accomplishment. It should mention about the excellence performance of the person, and how the person had exceeded expectations.

Some tips for writing a Thank you letter to Employees for hard work:

  • Express a sincere gratitude to the staff for the significant hard work Appreciate his/her efforts and specific skills used. Acknowledge the help and support extended by the employee.
  • Ask for suggestions from the employee for the improvement in organization structure, and make him feel important. Value his ideas.
  • Give your employee a small gift as a token of appreciation along with the letter. The cost and value of the gift does not matter.
  • After drafting the letter, check for spelling mistakes and grammatical mistakes. It’s nice to send a neatly drafted letter, with a nice warm message.

Sample Thank You Letter to Employees for Hard Work

Siddhartha Priyadarshi

Project Manager,

Deloitte LLP,

Mind Space, Hi-Tech city,


Rohit Mehta

Business Analyst,

Deloitte LLP,

Mind Space, Hi-Tech city,


Dear Mr. Rohit,

I would like to thank you heart fully for the excellent performance on the Blue Fusion project. Your dedication and your hard-work on the project to make it successful is commendable. We could finish the project within the deadline (February 09, 2018) despite of the challenges faces because of your contribution to resolve the critical bugs.

As a gesture of appreciation, you are given an increment in salary which will reflect in your appraisal cycle and also paid holiday for a week. You may avail the leave at your convenience. The human resource department is communicated and will assist you in availing your paid leaves.

Thank you again for your hard work and extra time of the project Blue Fusion. We expect continued support from you in future projects. All the best.

Best Wishes and Regards,

Yours Sincerely,

Siddhartha Priyadarshi

Click Here to Download Thank you Letter to Employees for Hard Work in Word Format

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Posted by Hrformats - February 9, 2018 at 5:41 AM

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Public Holiday Announcement Mail/Notice/Memo Format to Staff

It is vital for every company to put on notice board about the public holidays and specified working hours. This should contain detailed information of weekly holidays and the dates of public holidays. The purpose of putting a circular on notice board is to inform employees well in advance about the possible leaves available. With changing scenarios and technology, holiday declaration mail to employees is sent. It includes information about public holidays including festivals and other notable events. In fact, it is a government notice to the employees of public enterprises for the holidays. Basically, holiday notice email has all the listed paid leaves in the next year that inform professionals about customary practices. Below is the circular for declaring holiday format, which states about requisite language to be used and information to be included.

                                                                                                                  Dated: January, 1st, 2018

Notice / Circular

This notice is in liaison with the forthcoming 50 years celebrations of our enterprise organized on December 30th, 2017. It will be followed by a long weekend off from Friday (December 24th) to Sunday (December 31st). The staff is requested to attend office hours prior to celebrations without any absence. The function with notify authorities for their hard work and award excelling employees in their respective departments.

The personnel deputed on emergency service basis will be serving the company as directed within the long weekend off. There shall be no change in the work plans for them. To avail the facility of the holidays, employees are requested to maintain their attendance register authentically.

At the completion of the holidays, employees are requested to be present in the office from Monday onwards i.e. January 2nd, 2018.

This letter for holiday announcement is intended towards informing company employees to be prepared for a “Gala Event” that will unleash the potential of our company in maintaining their market goodwill effectively.

Congratulations and Thank You Everyone for Contributing to the Success of Our Enterprise!


Mohit Aggarwal,

Senior HR Manager

Click Here to Download Sample of Circular for Public Holiday In Word Format 


Letter Format for Intimating the Workers that Sunday is a Working Day

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Posted by Hrformats - January 5, 2018 at 1:50 PM

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Company Canteen Rates Hike Circular to Employee

Canteen in a company premises have been part of formal as well as informal discussions over coffee, tea or snacks. Employees get to spend a casual time in the premises, which is good for the enhancement of cognitive power. As known, the food quality of canteen is always delectable.  In fact, the circular put on the notice board is meant to inform employees about the increased rates of varied food items available in the canteen. The increased rates are a resultant of GST taxes over the purchase of raw materials used to cook a meal. Though, the rates are increased; they have been decided in conjunction with the authoritative permission of the company heads. Under mentioned is the circular format for employees informing about increased rates of canteen food products.

Dated: December 23th, 2017

Notice / Circular

This circular for change in canteen rates is meant to inform the employees that the food items in the canteen menu have been slightly increased. Such a decision has been taken by the canteen manager and administrative authorities by keeping in mind increased prices of raw materials and other products used for cooking meals in the canteen. The new rates for food items are subject to change from December 26, 2017. Along with this, every bill will have CGST and SGST levied on the total price.

We hope that the company employees will be supportive in the decision because of the hike in prices of vegetables and materials. For the updated rates, the employees can consult with the canteen manager and check the new menu that will be available in the canteen premises from day after tomorrow onwards.

Thank you very much in advance for your co-operation and taking the administrative decision in a favorable manner.


Rajesh Khandelwal

Admin Head

Click Here to Download Company Canteen Rates Hike Circular to Employee in Word Format

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Posted by Hrformats - December 23, 2017 at 12:30 PM

Categories: Letters   Tags: , , ,

Incentive letter or Bonus for Top Performers

Promotions and bonuses are always a welcome note for the employees. It is the answer to their sheer hard work that has been put in the work procedures to add growth blocks to the company. The information of bonuses or incentives calculated for the employees is communicated to them through official company bonus letter that has the detailed information about reasons for incentive or bonuses and the amount. Certainly, giving bonus to the company from time to time will keep the employees motivated for enhanced performance in every sector. It is not about giving money to the employees; rather, the purpose of bonuses is to appreciate the work done by the employees and adding to the overall progress of the company.  Under mentioned is the performance incentive letter format, which will allow you to draft a valuable message to employees.


Head of Marketing and Finance Department,

Creative Info Solutions Pvt Ltd

Sector 63, Noida, Uttar Pradesh

Dated: November 30th, 2017

Subject: Informing about the incentives for team members

Dear Sir,

We would like to inform you that the Marketing as well as Finance departments of our company have performed exceedingly well in the last quarter of their work. Apart from completing targets well on time, all of the team members have exceeded the targets too. Of course, the credit goes to effectual team management skills of the Head of the Departments and sheer hard work of employees. It is their willingness to excel on the work front that has made it essential for the company to reward them with valuable incentives. The calculated incentives are on the flat 20 percent of the total monthly salary. The incentives decided for each team member of these two departments is as per Bonus or Incentive Plan Payment Letter template are:

Marketing Team:

Karan: Rs. 4000 (20000 PM)

Sheetal: Rs. 3200 (16000 PM)

Rajesh: Rs. 3200 (16000 PM)

Manisha: Rs. 3000 (15000 PM)

Finance Team:

Neha: Rs. 6000 (30000 PM)

Mehar: Rs. 5000 (25000 PM)

Mehul: Rs. 5000 (25000 PM)

In the end, I would like to congratulate all of them on behalf of the company authorities for excelling in their performance. We wish that they keep up with the progressive nature at work front and strive to excel always.

Thanks and Regards,

Mohini Aggarwal

Senior HR Manager

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Posted by Hrformats - December 16, 2017 at 1:32 PM

Categories: Letters   Tags: , , , ,

Sample Notification Letter to the HOD of Company About Festival or Event

Notification letter to inform about an event to the head of the departments is always meant to inform about the special events or proceedings taking place in the company. Of course, the purpose of circulating the information about upcoming events of the company is to initiate the participation of employees and make the most of the event for sure. Definitely, the events are celebrated or organized for the purpose of promoting effective communication between diverse departments of the company that do not stay in touch otherwise. Below mentioned is the sample notification letter of upcoming event in the company to head of departments.


Head of the Department,

Essential Sanitation Pvt. Ltd

Tonk Road, Jaipur

Dated: November 25th, 2017

Subject: Information to Department Heads about Upcoming Company Events

Respected Sir,

I would like to take this opportunity to inform you through notification letter to employee that our company has completed 25 years of operation in the business sector. In order to celebrate the occasion, the company has organized a party-cum-prize distribution event on December 1st, 2017. This event will take place at “The Lalit” Jaipur hotel. It will be a pompous celebration about the company’s progress that would start with our CEO’s message. The message will be followed by prize distribution to the notable employees in the company for their valuable contribution.

As the prize distribution process gets over, it will be followed by dance performances by some of the in-house employees only. Of course, the arrangement for DJ is there in the hotel that would be culminated by a sumptuous drink and dinner session. So, the head of the departments are noted well in advance by the company’s administrative department and they are requested to pass on the information to their team members.

One important thing to notify is that dress code kept for the event is “Western Outfits” for women and men should follow the Tuxedo Dressing Rule.

Congratulations to you for your initiative and recognition of the event. Your presence in the function is important.

Thanks and Regards,

Shaila D’Souza

Head of Administrative Department

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Posted by Hrformats - November 27, 2017 at 6:12 AM

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Rejection Letter Sample Template for Job Candidates

Job interview is an important step to get into a dream company with lucrative salary. Of course, everyone comes prepared for the expected possible questions with smart answers. At some of the interview venues, the officials ask for curriculum vitae with attached passport size photograph.as a result of the process, the interviews comprises of two or three rounds; depending on the requirement of the profile. Initially, it is the HR round that gets followed by a technical or test round and the final one is with company’s manager or managing director. On getting satisfied, job offer letter is provided to the candidate. Some candidates have to face rejection. To them, some authorities directly communicate on the interview venue; while, some others send Job Candidate Rejection Letter through email. One can even check the Job Rejection Letter Sample provided underneath.

Sarah Parker,

Hoskins and Collin Pvt. Ltd

11th, Madison Square Gardens,

New York City, USA – 10010.

Subject: Non-Acceptance of Candidature

Hello Mr. Jim Robinson,

We are very thankful that you took out time from your schedule to appear for the respective interview of Marketing Manager in our company. Your time and interest in the position is quite appreciable. It is important for us to inform you that the position has got its candidate with suitable experience and skills. This does not mean that your aptitude was not a considerable part. The slight margin in the experience and skill set enabled other candidate to clinch the role.

You are free to apply for other position at the company in near future. Our administration has kept your contact number and other details in the record section. There is a possibility of the company to contact you for suitable positions as per your skills and experience. It would be really good for us to have you on board next time. We wish you luck for your future job prospects and hope that you ave success in every aspect of life.

We extend our heartiest wishes to you for thriving career ahead for sure.


Sarah Parker

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Posted by Hrformats - November 23, 2017 at 1:07 PM

Categories: Letters   Tags: , ,

Formal Letter of Appreciation on Completing Years of Service

Employees always long for appreciation from their company. It infuses them with high energies and excitement to work harder as their company acknowledges their contribution. Therefore, it is extremely important for employers to appreciate their employees and value their loyalty by writing a simple letter of appreciation on completing years of services. It is a very small but very impactful gesture on company’s behalf by honoring their efforts and accomplishments.

We have come up with a formal appreciation letter sample for completing years of service which you can use as a format for creating a personalized letter for your employees.

Sample for Appreciation Letter For Completing Years Of Service


Rahul Jain


Universal Computers Ltd.

JLN Marg

New Delhi

Date: 03.10.2017


Mr. Ramesh Gupta

52, Radhika Apartments

Lodhi Road

New Delhi

Dear Mr. Ramesh,

Congratulations on completing 5 glorious years with Universal Computers Ltd. We take this special moment to celebrate this milestone in your career and congratulate you for being a dedicated and cooperative employee of our company who has always worked for the development of the company.

We are proud and happy to have an employee like you who has always impressed us with his outstanding efforts. You have always worked beyond your potential with the best of your commitment levels for all these years and that’s the reason you are an integral part of our organization.

We wish you amazing 5 years with Universal Computers Ltd. and we hope that our association and your career grow hand in hand.

Best Regards

Rahul Jain


Universal Computers Ltd.

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Posted by Hrformats - October 3, 2017 at 6:47 AM

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