All companies have their own policies and rules when it comes to their workplace. These policies serve as the employees’ guidelines for the job-related matters. These policies are made to clarify matters regarding compensation, benefits, vacations and holidays. They may also institute the house rules of the company. When the management decides to endorse an existing or new company policy, it has to be communicated to everyone so that they will be aware of the changes.

Letters that endorse an existing or new company policy must be well-written. It does not have to be that formal but make sure that your employees will understand them well. You should also address and direct the letter to all of the employees that will be affected by the policy. Include the effective date of the revised or new policy. If you are implementing a revised policy, include a description of the old policy.

Explain to them the need to revise the existing policy. Should there be any questions from the employees; make sure you provide a means for them to communicate their concerns. And lastly, make sure that your letter has been approved by the Human Resources head. Below is a sample letter on how to endorse an existing or new company policy:

Sample Letter

June 20, 2010

Mr. Gale Forceberg
R & D Manager
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Production Department
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Dear Team,

Effective June 10, 2010, the company will impose a 10% daily salary deduction from all employees that come to work late. The company used to impose only a 5% daily salary deduction. However, we’ve noticed that within the past few months, the number of employees coming to work late has increased.

If an employee is tardy, the company’s overall productivity is also affected since less work is accomplished in a day. If employees come on time, we could reach our quota for the day, or may even exceed it.

As a part of our rules and regulations, everybody is required to abide by this new policy. Failure to follow this will result to breach of company policy.

We are looking forward to the employee’s improvement. Let us all work cooperatively for our company’s success. Should you have any other questions or concerns, please feel free to contact me at 123-45-67. Thank you very much.

Sincerely,

Gale Forceberg

There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee. Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way you advertise or endorse a previous employee’s performance.

If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or her accomplishments. This will serve as a guide when you compose your letter. State in the letter how long you’ve known the person. Also, don’t forget to write the dates of employment and the details of the work. Include positive characteristics of the person and the reason why he or she is a good candidate for the job position.

SAMPLE LETTER

June 2, 2010

Joanna Tabor
ABS Engineering Company
4321 Sundance Street
Athens, CO 88823

XYZ Performance Parts Company
Production Department
9876 Starlight Drive
Ephesus, CO 88821

To Whom It May Concern:

I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company for almost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that she submits good outputs that even exceed the requirements’ necessitated quality.

Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of a leader than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she is working. She has a reliable working habit that gives you the assurance that you can always count on her.

Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willing to learn new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. She could be an asset to your team and the whole organization as well. In cases of emergency, she is always willing to help.

Should you need more information, please feel free to contact me. Thank you very much and have a nice day.

Sincerely,

Joanna Tabor
Projects Supervisor
ABS Engineering

A company is not only confined to its office or workplace. It could also start projects and business activities to promote the company or even extend its help to the community. A letter to endorse a company activity is a professional means of making other people aware of what the company is planning, which could be related to business strategies or a fund raising project.

A letter of endorsement about a business activity should be concise and direct to the point. You should remember that you write this kind of letter to those who are linked to your company such as your clients or other business groups in the same industry. You address your receiver with his full name so that he will feel that the letter is specially addressed to him.

Do not forget to state the name of the activity that you are inviting the person to, the venue, and the time that it will start. You can also state the reason for holding that kind of event and what could be its benefits. You can end your letter by showing appreciation for his support and your eagerness for him to attend the event.

Sample Letter

March 5, 2010

ABC Insurance Company
1234 Edgewood Street
New York City, New York, 123456

James Anderson
765 Beverly Street
Hollywood Hills, VA 12345

Dear Mr. Anderson,

We truly appreciate your support for ABC Insurance Company. We are very much pleased that you have chosen our company to meet your insurance needs.

We are honored to invite you to the Lend a Helping Hand fund raising program of our company to be held at the ABC Building on March 25, 2010 at 9 in the morning.

We invite business groups and people from the community to join this activity. This is our way of endorsing the company as well as its Lend a Helping Hand project. We would appreciate anyone whom you could refer that would help this program.

Thank you for your continued support. We are looking forward to your presence on the said event.

Yours truly,
(Signed)
Charles Smith
ABC Promotions Manager

Getting a promotion is the best reward you can get when working for a company. An employer gives it to the deserving employees. An organizational hierarchical structure is shown to an employee when he is initially accepted. This will help him become aware of the professional growth he could achieve later on.

When you work hard and abide by company’s policies, your position will be elevated to a higher level. This reward comes with a promotional letter. It should include who are you endorsing and why are you endorsing him. You should include how long you have known the person and what are the positive qualities that make him or her suitable for the position.

Even if you are in the same company, take note that you should put your name and contact information as well as an offer to give further details upon request. A co-worker can endorse an employee for a promotion as long as he knows that the person can manage to take bigger responsibilities.

SAMPLE LETTER

February 10,2010

James Miller
146 Wisconsin Street
Chicago, IL 65432

Dear Mr. Miller,

On behalf of the training team of GHY Company, I am much honored to endorse to you Dana Wilson, our Training Assistant Head as a Marketing Assistant Manager. Dana Wilson has been working in our department for 3 years. She has shown excellence in handling a team. She has shown dedication in gaining background on the marketing strategies of our company as she trains the marketing staff.

She would be an asset to the Marketing Department since she can generate creative ideas and can work effectively even under pressure.

Please contact me if I can provide any further details. I can be reached at 456-458-723.

Sincerely,
(Signed)
James Jackson
Head of Training Department- GHY Company