Human Resource Sample letter formats and all types of the Sample HR Forms, Templates and Other HR Documents available for free download.

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

To,

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.

Thanks,

Shreya Bansal

HR Manager

Click here to download Contract Completion and Not Continue Further Letter Format in Word

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

Categories: Letters   Tags: , ,

Writing a Warning Letter to Employee for Poor Attendance

Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding. The number of leaves he can avail will be mentioned to every employee explicitly. There is a process to apply for leave so that the management is aware of employee absenteeism. However rules are meant to be broken. Some employees take leaves as an when they like without any prior intimation or leave application. This will impact the work schedule and productivity of the company resulting in loss. Lack of punctuality will not get any success to an employee. Management warns and tries reprimand to bring discipline and punctuality in the employees in case of excess absenteeism. You can find a sample warning letter for irregular attendance here to warn the employee.


Sample Warning Letter to Employee for Poor/Excessive Attendance

To,                                                                                                                           Date: 21/02/2018

Pradeep Seth,

Employee ID: 7337556,

Designation: Production Supervisor,

Department: Production.

Sub: Warning Letter for Poor Attendance

Dear Mr. Pradeep Seth,

There has been an observation that you have taken leaves exceeding your casual, sick and paid leaves in the past Six months without any prior intimation to your manager. Despite of your manager warning you in the past, there is no change in your behavior.

Your behavior is a clear indication of negligence in performing your duty. You are hereby asked to submit an explanation on your absenteeism lateness to office within 2 days. Treat this as a final warning letter and any further in disciplinary action may lead to the serious action on you which may lead to termination.

Treat this issue as urgent and important. A copy of this letter will be kept in office file for future reference.

For Samyukta Company Pvt. Ltd

Authorized Signatory.

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Posted by Hrformats - February 21, 2018 at 1:35 PM

Categories: Warning Letter Format   Tags: , , ,

How to Negotiate a Salary: Salary Negotiation Letter after New Job Offer

Salary negotiation is a crucial aspect in interview process, and commences almost at the last stage. After impressing the employer with your skill sets, and receiving the job offer, salary negotiation has to be done. For the negotiation to be successful it is important to understand the job role, the number of years of experience, industry standards, and the technical skills required to perform the job. The employer would offer a salary, based on your current job salary, expected salary increment and promotion. You can write a salary negotiation letter based on the template mentioned, stating your reasons for asking additional salary. You have to justify well about your skill sets, your previous experience and other job offers. You can write a letter or send e-mail after receiving job offer.

Salary Negotiation Letter Sample When There Are New Job Offers

To,                                                                                                                                                                                             Date: 15/02/2018

 

The HR Manager,

Tech Mahendra Company Ltd,

Bangalore.

Dear Sir,

Thank you for offering me Senior Program Manager Position at Tech Mahendra Company Ltd. The Job description, position and roles and responsibilities are suiting my past experience, my skill set and career goals.

I have a vast experience and skills that match your profile. I am due for a promotion in my current company I have another two job offers in reputed multi-national companies, however your esteemed company is my first preference. I was offered Rs.1, 00,000 as the highest compensation. I request you to reconsider my compensation package. I will serve your company with honesty and diligence. If you can consider the compensation that I am offered in Tata Consultancy Company. I will gladly join your organization. Again thank you for your offer and I look forward to your response.

Sincerely,

Madhavi

Click Here to Download Salary Negotiation Letter after New Job Offer in PDF Format

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Posted by Hrformats - February 15, 2018 at 6:35 AM

Categories: Salary Format   Tags: , , ,

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,

Hyderabad

Rohit Mehta

Business Analyst,

Deloitte LLP,

Mind Space, Hi-Tech city,

Hyderabad

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

 

Thank You Letter from Supervisor to Employee
Supervisor is the person who knows the best about the performance of the employee. But it is not an easy job to gauge the performance. Supervisor has to be very smart at measuring the performance.

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

Categories: Letters   Tags: , , ,

How to get a UAN number through a PAN/ Aadhar/ PF Account number

The universal account number (UAN) is given to every employee working in a registered company of India. UAN number is necessary for checking EPF balance. If UAN number is not known then UAN number can be obtained by registering in Unified Member Portal and EPFO Unified Portal. Every employee who is working in a registered company in India, makes some contributions from monthly income to provident fund. This PF amount is linked to unique account number by Employee. The employee has many benefits by saving in EPF. With the help of UAN, an employee can check the status of his EPF balance, transfer or withdraw the amount saved in PF. Sometimes the employee forgets his UAN and tries to get it from PAN or Aadhar card number He will have many questions and queries regarding how to get UAN from PAN.

Generate UAN Number From PAN & PF Number { Immediately }:

Every employee who works in registered office in India ill have PF account. He will be asked to submit his/her PAN number for taxation purpose. This PAN number will be linked to UAN number. If the linkage is not done, it is not possible to get UAN number. Usually the payroll department of the employer takes care of all this procedure.

 

Steps To Get UAN Number From PAN Number:

 

Step 1: Login to UAN member portal and select know your UAN status on home page.

UAN member portal and select know your UAN status

Step 2: You will get different options to get UAN through PAN or Aadhar card or PF number. Select PAN and enter PAN number and other details.

get UAN through PAN or Aadhar card or PF numbe

Step 3: Click on get authorization Pin, then you will receive OTP to the registered mobile number. Enter OTP and click on validate and get UAN.

receive OTP registered mobile number

Forgot UAN Number

 

There is every possibility that you may forget your UAN number. Then the question arises what to do.

1. If your UAN is activated, and you have updated your mobile number for provident number then you can give a missed call to this toll free number 011-22901406. EPFO will send all your credentials in SMS.

2. Your employer will definitely have your UAN number. Reach out to him and ask for UAN number.

3. Go to EPFO site. Under “Our services” option, click on for the employees option and then click on UAN helpdesk option. You will be directed to another page, where you have to define your problem, provide updated mobile number and PAN details. A OTP will be generated and sent to your mobile number, which has to be filled on the portal in the given space. You will receive an application id. EPFO will resolve your problem and will send UAN number and details to your mobile number.

 

How to Generate UAN Number

Every employee working in any registered company in India will have a UAN linked to his PAN card. If your company has not given or has not generated, you can generate UAN number yourself.

Step 1: Visit the official website of EPF Unified portal EPF Portal (http://www.epfindia.com/site_en/)

Step 2: Click on the establishment registration

Step 3: Fill up the complete form

Step 4: Enter words from Captcha

Step 5: Check the declaration and click on Registration button.

Step 6: You are done, the process is complete.

 

UAN Members EPFO Services Check UAN Status

Every employee can check the status of UAN online. Go to the EPFO portal. Select your state and provide the EPFO account number to check UAN status.

 

Employee UAN Number Download

Initially the UAN was allotted to all the EPF members. But subsequently the UAN is being allotted by the EPFO to the new members on the declaration of the employers. This list is available in UAN menu of OTCP. Employers have to download the list and pass on the UAN number to its employees. When the download UAN list button is clicked, a screen will appear and the employer can view and download the UAN in PDF format. There are five options given to the employer to download:

 

  1. UAN List (Ascending order of member ids)
  2. UAN list (Descending order of member ids)
  3. UAN list (order by UAN creation date)
  4. UAN list (for distribution to members)
  5. UAN list (for distribution to members)

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Posted by Hrformats - February 1, 2018 at 1:48 PM

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5 Reasons You Need an Employee Time Clock for a Small Business

The old style of recording employee time sheet was using a sheet of paper and a pen. There was a time when employees were asked to record their entry, exit and break times. There was an old school of thought where punch card system was used. But the point is, are the employees recording their time accurately and honestly. Also the challenge is to turn this data into reports to use them for business decisions. Employee time clocks have resolved this issue for small businesses.

Five good reasons why a small business should have Employee time clocks are:

Time saving: The employee time tracking software automates thereby saving a lot of time for employees and for the HR department.

Human error: There are chances of under paying or over paying to an employee when time sheets are not calculated properly. There will be re-work which is a waste of time.

Save money: Time is money. If you save your business hours doing a productive job, you indirectly save a lot of money. You will also see a dollar reduction by using Time clock.

Reduce fraud: The manipulations involved in calculation of time either by employer or employee is eliminated.

Burden shift: The burden of calculation of the time sheet will be shifted from the employer to employer who will have to take the responsibility of entering individual data.

1. Employee Time Clocks Help You Save Time and Money

The employee time clock helps to save money and time by reduction of work. The data collection and calculations are automated. Elimination of human errors is possible with Time clocks. The employee fraudulent entries in time sheet calculation is eliminated. The employer need no keep running behind employees to fill the data. The responsibility shifts on the employee as he will be concerned with his salary. It is easy for management to identify issues relating to time in and time out calculations very soon.

2. Employee Time Clocks Are Fairer

The Time Clock & Employee Scheduling calculations are fairer than human calculations. The human element of bias, sympathy. The employee time clock does not have any feelings and it just follows the process. A sense of justice and responsibility also confers on the employees as they know they won’t be paid if they won’t work. They have to be physically present in the office to enter the data. The automated employee time clock can calculate better and also resolve issues like rounding off to the nearest while calculation. Rounding off to the nearest when done manually, has a human bias. But Time clock does it with precision and accuracy.

3. Employee Time Clocks Alert You to Attendance Issues

The time clock will generate reports, which will help you to identify timely issues in attendance before you take a business decision. When absenteeism increase at work place it impacts the employee morale. The employees who are present have to take the burden of additional work which creates resentment. When there is absenteeism, and there are ongoing projects, the productivity gets impacted. This will have impact on the cost factor too.

4. Employee Time Clocks Show You Real-Time Labor Costs

When you want to calculate the cost of labor, employee time clocks will give you accurate information. Hand written data can be inaccurate will have impact on cost of labor. You can have employee data to analyze the portion of labor which is costing more to the company. It is easy to identify the unproductive employees, and the employees who are doing over time. Labor tie and cost of labor can be compared with industry standards. The time clock helps to identify which employee time sheet is showing high despite of low production.

5. Employee Time Clocks Keep Payroll Accurate

The time clock will generate accurate payroll. This software takes into account the payroll policies while calculating the time sheet. The damage of costly errors is reduced with the help of this software. The time clock can integrate well into the existing payroll system, which reduces paper cost, processing cost, printing cost etc. These days the law has become more complex, it makes more sense to have an automated system than going through a tedious process.

Working Time Policy

 The normal work schedule for all employees is 8 hours a day, Sunday to Thursday.

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Posted by Hrformats - January 25, 2018 at 9:55 AM

Categories: Employee Benefits   Tags: , ,

Informing Accounts Team for Annual Meet Presentation through Mail

A professional get together purposed to exchange ideas and innovations in the business sector; Annual Meet Presentation unleashes the requisite understanding of growth prospects. It allows senior professionals to put a spotlight on the achievements in varied department’s productivity and plans to enhance productivity in the near future through work email templates to accounts team. Certainly, it has to be professional email templates mailed to the colleagues at all levels. This is a formal invitation for the accounts team.

Format:

Date of Composition: January 18, 2018

Mr. Ajay Banerjee,

Accounts and Finance Department,

Sify Technologies,

258, Okhla Industrial Area, Phase 3, New Delhi -20

Subject: Invitation to Annual Meet Presentation

Dear Sir,

On behalf of our company (Sify Technologies), I would like to invite you for the Annual Meet Presentation that will unveil the achievements of every department by throwing light on the progress reports of the company professionals. They are valuable assets of the company, who have added to its effective functioning. This Annual Meet Presentation will be held at India Habitat Centre, New Delhi from 11am to 1pm, which will be followed by lunch. Our 15th Annual Meeting will unleash the potential of the company personnel and give an insight into the adoption of newer technologies on work front. The highlighting point of the meeting will be our CEO’s motivational conversation with us, which is powered by innovative thinking methodologies.

Your presence in the Annual Meet Presentation is Vital!

Regards,

Shreya Hassan

8800156408

Click here to Download Informing Accounts Team for Annual Meet Presentation through Mail in Word Format

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Posted by Hrformats - January 18, 2018 at 12:23 PM

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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!

Regards,

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

Categories: Letters   Tags: , ,

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.

Regards,

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.

To,

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

Click here to download Incentive letter or bonus for top performers in Word Format

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

Categories: Letters   Tags: , , , ,

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