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Monthly Archives: December 2012

EMPLOYEE PERSONAL FILE CHECK LIST


EMPLOYEE PERSONAL FILE CHECK LIST
On Joining of New Employee-
1 Employee application form
Employee Bi0-Data
Interview Call Letter
Interview Evaluation Sheet
Offer Letter
Offer Acceptance letter received from Employee
Appointment Letter
Confirmation Letter
Routine – Time to time
Performance Appraisal
Employee Evaluation Letter (if any)
Increment Letter
Promotion Letter / Transfer Letter (if any)
Letter of Award / Appriciation / Rewards etc
Copy of Advaces Salary / Loan Application
Copy of Insurance Document if Any
Warning Letters (If any)
Inquiry Letter (if any)
Suspension / Retrechment Letter (if any)
Relieving Letter
Full and Final Settlement with Receipt signed by employee
Experience Letter issued to employee
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Posted by on December 31, 2012 in Forms and Formats

 

Resignation Letters


sample resignation letters and templates

Certain contracts of employment state how resignation notice should be given – particularly how given and to whom – if your contract states a procedure for resignation take note accordingly. Resignation letters should be printed or hand-written (either is acceptable) on a headed note-paper or a sheet of paper showing your home address (normally positioned top-right corner or top-centre). Resignations should ideally be delivered by post or by hand – avoid sending by fax, and email is not a good method either because these methods are simply not robust, reliable methods of making or terminating contracts. If you resign verbally (assuming you do not wish later to withdraw it) you must confirm the resignation in writing. Failing to do so could leave you vulnerable to losing certain rights, and if you then go on to leave the job you could be dismissed without notice due to failing to show up for work, on the basis that you had not formally resigned.

resignation letter

Top-left insert the name, title, organization and address of your line manager – not your foreman, team-leader, supervisor or shift supervisor, unless they are formally responsible for managing recruitment and resignations. Normally supervisory positions are not responsible for employment issues – your supervisor’s boss is normally your formal line manager and the person to whom to address your resignation letter. It is important that your resignation letter is received by a manager who is officially responsible, otherwise disputes and confusion can arise as to whether you have actually resigned, and letters can ‘go astray’ if not sent to a responsible person in authority. If in any doubt as to whom to address your resignation letter (in small or disorganized companies sometimes these matters are not crystal clear) check with a senior manager, director, HR/Personnel Manager or even the CEO’s p.a., any one of whom should be able to advise you.

Top-left below your manager’s address insert the date you are writing the letter. Generally employers will deem the effective date of resignation to be the date shown on the resignation letter, but in other situations employers can regard notice of resignation effective from the date they receive the letter, so try to ensure that the date on the letter an the date of receipt are the same or very close. (It is not unknown for resignation letters to sit in a manager’s in-tray for a week or more due to absence or holiday, leading to inevitable confusion as to the effective resignation and leaving dates, also impacting on termination pay and commencement of the person’s new job.) Whatever, date your letter with due regard for its possible effect on your notice period and final leaving date.

Start your letter with Dear Mr/Mrs/Ms/Miss (surname), or Dear (first name), whatever you normally use when speaking to your boss – in all but the most traditional and formal organizations first name terms are quite acceptable. The resignation letter below is a sample which you can use as is, or as a letter template to amend as you need.

Clarity and simplicity are important – just say what is relevant and no more. Do not take the opportunity to tell the employer all the things you’d do differently or would change about the organization given the chance. If they want to know how you feel they’ll hold an exit interview, which is the place for feedback, not the resignation letter.

State the date that you regard to be your leaving date, calculated by adding your contractual notice period (normally a week or a month, or in senior positions anything from three months to more than a year. Stating your preparedness to work your full notice period is significant – asking to leave sooner will reduce your chances of receiving a settlement payment in lieu of notice if it is to be offered. This is when for certain jobs the employer stipulates an earlier leaving date than required by your contractual notice period, in which case the employer must pay you for the notice period, being your entitlement whether you work it or not. In certain jobs, particularly business sales and management positions, resigning employees are often not required to serve their notice period. Many employers have a policy to release resigning (or otherwise terminated) employees immediately to minimise potential disruption or subversion, in which case don’t take such a reaction to your own resignation personally. Generally if the employer asks you to leave before your notice period is served then you are entitled to pay in lieu of notice, unless you first indicate an intention or wish, or agree, to leave before serving your notice period. Obviously if you want or need particularly to leave before your notice period permits, then you should ask for this to happen, in which case if the employer agrees (which they generally will) you will forego your pay during the notice period.

 

 

sample resignation letter and template – (when you are prepared to work your notice period)


Name, Position, Organisation Name and Address (each on a separate line)

Date

Dear (line manager name – eg., Mr Smith, or first name if appropriate)

Please accept this as formal notice of my resignation from the position of (your job title and site/department/division as applicable), with effect from (normally date of the letter or receipt of letter – check your contract – if in doubt refer to date of letter).

In accordance with my contract of employment I am happy to continue to work until (date that your employment ceases according to notice period, calculated from your stated effective date of resignation).

(This part is optional:) While I believe that I am moving for good reasons, I am sorry to leave, and I thank you for your support during my time with the company, which I have found enjoyable and fulfilling.

(And if applicable:) Please let me know the arrangements for handing back equipment, company car, etc, and handing over outstanding work and responsibilities.

Yours sincerely etc.

 


 

 

sample resignation letter and template – (when you are not able, or firmly do not wish, to work your notice period)


Name, Position, Organisation Name and Address (each on a separate line)

Date

Dear (line manager name – eg., Mr Smith, or first name if appropriate)

Please accept this as formal notice of my resignation from the position of (your job title and site/department/division as applicable), with effect from (normally date of the letter or receipt of letter – check your contract – if in doubt refer to date of letter).

I realise that my contract of employment requires me to work until (date that your employment ceases according to notice period, calculated from your stated effective date of resignation), however I’d be grateful to be released earlier on (date that you actually need to leave), and will assume that this is acceptable unless you inform me to the contrary.

(This part is optional:) While I believe that I am moving for good reasons, I am sorry to leave, and I thank you for your support during my time with the company, which I have found enjoyable and fulfilling.

(And if applicable:) Please let me know the arrangements for handing back equipment, company car, etc, and handing over outstanding work and responsibilities.

Yours sincerely etc.

 


 

 

sample retirement resignation letter and template

Use this simple format when you wish to notify or remind your employer that you will be leaving due to retirement. In most cases the employer should be ahead of you on this and will set matters in motion for you. Again, write using your home address or headed notepaper. Write to your line manager, with a copy to your HR or Personnel department or equivalent. If in doubt about policy and process refer to your contract of employment and contact your local government employment office. You should give notice according to your contract of employment.

You should also be mindful of your rights under the Age Discrimination Regulations effective 1st October 2006 (UK and similar legislation across Europe), which subject to transitional arrangements applicable from 1 October 2006 to 31 March 2007, forbids employers from enforcing retirement before the ‘default’ statutory age of 65 years, unless the employer can satisfy the requirements of the ‘objective justification’ contained in the regulations (evidence that the early retirement is appropriate and legitimate for the organisational context and aims). The regulations also require employers to give at least six months’ notice of retirement to people retiring and to follow certain procedures for the retirement.

Employees must give at least three months’ notice in writing to their employers of their wish to work beyond their expected retirement date.

See the Age Diversity and Discrimination information which is important for employers and employees. The featured resources contain sample retirement letters for employers and employees for each stage of the retirement process under the new (UK/European) legislation.

sample retirement letter

Different versions for different situations will appear in due course. Meanwhile see the Age Diversity and Discrimination page.


Name, Position, Organisation Name and Address (each on a separate line)

Date

Dear (line manager name – eg., Mr Smith, or first name if appropriate)

Please accept this as formal notice of my retirement due on (date of retirement). I’ll therefore be leaving my position of (your job title and site/department/division as applicable) as of that date.

(This part is optional:) I’ll be sorry to leave, and I thank you for your support during my time with the company, which I have found enjoyable and fulfilling.

Please let me know the arrangements for handing back equipment, company car, etc, and handing over outstanding work and responsibilities.

Yours sincerely etc.

 


 

responding to, and accepting resignations

As a manager, having confirmed that the resignation is real and genuine, you must then decide whether you wish to try to persuade the person resigning to stay. This is a complex issue. Some managers never, as a matter of principle, try to persuade anyone to withdraw a resignation. This old-fashioned attitude is not helpful at all, (it’s typical X-Theory behaviour) usually stemming from the manager’s desire to enhance his autocratic reputation. Management and organizational response to a resignation should depend on the person and the situation: resignations can sometimes be a cry for help, a technique to achieve a pay rise, or an attempt to win promotion or improvement in conditions. On other occasions a resignation can be prompted by a determined approach by a competitor or head-hunter. Resignations can also be prompted by stress, which might be work related or domestic, or both. Resignations can also be caused by illness and related stresses (see the stress section). People occasionally resign in a fit of temper or as a result of an argument at work. So, resignations are not always what they seem, and as a rule the first response of the manager must be to counsel the person resigning to assess the real reasons for the resignation (see conflict resolution and trust). Also the manager should normally notify other departments as required by the organization’s procedures, typically HR/Personnel, and usually your own line boss. If there is a valid and genuine reason for the resignation, you as the manager must then decide what to do about it, if necessary seeking advice from other people in the business (mindful of the need to maintain discretion at all times). If you decide to accept the resignation, again check your own organizational policy and follow it.

It is important to consider matters from a compassionate standpoint – people have feelings and must be treated with care. See the notes about love and spirituality in management and business, which help explain the value of bringing compassion and humanity to work.

If having done this you still need guidance, example or template for a resignation acceptance letter, use the sample below and amend it as you need.

In writing acceptance of resignation letters ensure you keep the acceptance positive. There is nothing to gain from being critical, or by raking up old issues, moreover you are liable to legal action for defamation if you choose to write anything negative. (N.B. This is different of course from disciplinary letters or termination letters following disciplinary action, when necessarily you must state the reasons for dismissal, in addition to adhering to other proper processes, about which your HR department or relevant government employment agency should be able to advise.)

Print the resignation acceptance letter on your organization’s letterhead. Do not send your acceptance of someone’s resignation by fax or email – use the post or give it by hand. Other methods such as email and fax, or worse still, mobile phone text messaging, are not contractually robust (or kind) and could lead to confusion and disputes. Never accept a resignation using only verbal confirmation – it is simply not valid and leaves the situation open to all sorts of difficulties.

 

 

sample resignation acceptance letter and template (when the person is required to work out their notice according to contract)

Ensure you check correct policy and procedures with, and seek approval from, your HR department (or equivalent) before sending any formal letters such as a resignation acceptance.


Name and Address of person who has resigned.

Date

Dear (name – Mr Smith, or first name if appropriate)

Your resignation from the position of (job title and site/department/division as applicable), effective from (date of effective resignation which should be confirmed with HR department or equivalent), is accepted.

According to your contract of employment you will work until (date that employment ceases according to notice period, calculated from stated effective date of resignation – and agreed with HR department or equivalent).

(Optional:) While working your period of notice you will obviously continue to be subject to your conditions of employment, and I would be grateful for you to maintain your normal high level of commitment to your job up to the time you leave.

(Insert specific instructions relating to leaving procedures, eg., return of equipment, company car, completion of expenses, final pay details, etc.)

(Insert details of exit interview date, time, venue and interviewer, if applicable.)

(Optional, and generally recommended unless there are disciplinary implications:) I thank you for your efforts and contribution during your time with us, and I wish you all the best for the future.

(Also optional:) I am happy to provide a reference if required.

Yours sincerely etc.

 


 

 

 

sample resignation acceptance letter and template (when the person is not required to work out their notice according to contract)

This situation commonly applies to sales and management jobs, and particularly when the person resigning plans to join a competitor, or cannot be relied on to continue to work in a committed way in the interests of the employer. Again, check correct policy and procedures with, and seek approval from, your HR department (or equivalent) before deciding and taking action about resignation acceptance.


Name and Address of person who has resigned.

Date

Dear (name – Mr Smith, or first name if appropriate)

Your resignation from the position of (job title and site/department/division as applicable), effective from (date of effective resignation which should be confirmed with HR department or equivalent), is accepted.

Although your contract of employment provides that you should work until (date employment theoretically ceases according to notice period, calculated from stated effective date of resignation – confirmed by HR department or equivalent), your employment will actually cease on (date of actual termination), and you will be paid in lieu of notice up to (contractual date of termination, or any other date that you might negotiate – sooner or later – with the resigning person).

(Insert specific instructions relating to leaving procedures, eg., return of equipment, company car, completion of expenses, expenses float, final pay details, etc.)

(Insert details of exit interview date, time, venue and interviewer, if applicable.)

(Optional, and generally recommended unless there are disciplinary implications:) I thank you for your efforts and contribution during your time with us, and I wish you all the best for the future.

(Also optional:) I am happy to provide a reference if required.

Yours sincerely etc.

 


 

 

withdrawing a resignation – letter examples

There are many reasons which cause people to resign, and sometimes the reason can disappear or change after you’ve resigned or sent your resignation letter. Think carefully about how you feel and what you want to do. If you conclude that you really do not now wish to leave, you wish to withdraw your resignation. It is an option that most people dismiss because they prefer to save face.

If after resigning, your circumstances change so that it really does makes sense to stay on, then consider trying to.

Going through with what may no longer be a good decision, just to save face, is not a good idea.

Without knowing the circumstances (it helps to give a reason), how long ago you resigned, and your formal notice period, which are all factors in this, here’s a simple withdrawal of resignation letter, which you should write on your own headed paper:

resignation withdrawal letter example (soon after resigning)


(Name, address, and date)

Dear………..

I wish to withdraw my resignation of (date).

I hope that you are happy for me to carry on in my job as normal, and I will assume this is so unless you notify me otherwise.

Thank you in anticipation of your understanding, and apologise for any inconvenience I may have caused.

Yours sincerely, etc.

 


If there is a sensible and understandable reason for your change of mind then it would help to very briefly explain it, which you should do between the 1st and 2nd paragraphs. Don’t beg or feel guilty – these things happen. Hopefully your employer will see it that way too. If they don’t or can’t, then be philosophical – sometimes that’s just the way it goes.

If the situation is more complex, and/or you have completed a more than a quarter of your notice period, then a different sort of letter is appropriate, with a more questioning tone:

resignation withdrawal letter example (significantly after resigning)


(Name, address, and date)

Dear………..

I realise that various processes are now under way for me to leave the organization since I resigned on (date).

My circumstances and therefore my feelings have changed (due to…..), and if possible I would now like to withdraw my resignation.

I hope that I can continue in my job as normal, although I appreciate matters may not be that simple, and I await your response.

Thank you in anticipation of your understanding and apologise for any inconvenience I may have caused.

Yours sincerely, etc.

 


 

Make sure you copy the letter to all relevant people (ie HR or personnel department, your line boss, and the up-line decision-maker if appropriate).

Always follow-up a letter by phone or face-to-face discussion, and try to judge how best you can help the organization respond positively to your request.

This might be the first time that your boss has had to deal with someone wanting to withdraw a resignation and they may initially not know how to deal with it, so try to help and be flexible.

Many employers will look kindly on a request to withdraw a resignation if you present it in a mature and reasonable manner, so if things have changed and now you’d really rather not leave, it’s always worth making an attempt to stay.

Of course there may be contractual issues, especially if you try to withdraw a resignation after a period of more than a few days. If the organization has already begun to make other arrangements to fill your job, then it may be difficult for them to reverse things even if they want to. And obviously if the organization treats the request as an opportunity to reduce your terms, or nail you to some unfair expectations, be very wary. Sometimes there is no going back, and if that’s the case for any reason then grit your teeth and drive on.

The main point of this item about resignation withdrawals is simply that if things change and you no longer want to leave, it’s often worth swallowing your pride and asking the question.

 
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Posted by on December 31, 2012 in Letters

 

Reference letters


Spelling note: These references letters tips and references letters samples generally use spellings based on UK-English common form, for example, ‘recognise’, ‘organise’, ‘specialise’, whereas US-English uses the ‘ize’ spelling. Other words ending with ‘our/or’ – such as endeavour/endeavor, favour/favor – also vary in UK-English and US-English. Please change the spellings in your own references letters to suit your situation.

 

reference letters structure/template

  • Addressee name and address if known
  • Date
  • Salutation (‘To whom it may concern’, or ‘Dear Sir or Madam’, or ‘Dear <title> <surname>’)
  • Confirm dates, job title(s) capacity, and salary and benefits details if required/appropriate.
  • Confirm that the person’s performance and attitude was (at all times) satisfactory/exceeded expectations or standards.
  • Briefly explain the person’s responsibilities (optional)
  • Briefly describe their skills/qualifications/strengths/characteristics (optional)
  • State that you would willingly re-employ the person if the opportunity arose (optional, and very re-assuring for the reader)
  • Offer to provide more information if required (optional)
  • Yours faithfully (or ‘Yours sincerely’ if writing to a named addressee)

N.B. It’s a matter for your own discretion how much praise and positive information to include in the reference letter, hence the optional items.

 

 

employment reference letter template sample

 


 

Date

To whom it may concern,

I confirm that (name) is/was employed as (position) with this organisation from (date) to (date/the present day), and was/is paid (salary, plus bonus and benefits as applicable).

Their job of (position) carries the following responsibilities (describe briefly the job). (Name) is skilled in (details of skills) and is also (characteristics – eg reliable dependable, a good communicators, etc).

I would happily re-employ (name) as I consider him/her to be a valuable member of the team, who consistently achieved good results and delivers all expectations.

Yours faithfully, etc

 


 

Spelling note: These references letters tips and references letters samples generally use spellings based on UK-English common form, for example, ‘recognise’, ‘organise’, ‘specialise’, whereas US-English uses the ‘ize’ spelling. Other words ending with ‘our/or’ – such as endeavour/endeavor, favour/favor – also vary in UK-English and US-English. Please change the spellings in your own references letters to suit your situation.

 

character references or personal reference letters

Certain situations require character reference letters of a more personal nature, such as character testimonials or references relating to court proceedings, or for a position in non-business organizations such as councils, trusts, clubs, or societies. In these cases follow the same principles: do not defame a person in writing or verbally when providing a reference; state only positives or nothing at all. If you need a personal or character reference always ask the writer if it would help to provide them with a draft. Writing reference letters is time-consuming and difficult for many people – offering to provide a draft may sound cheeky, but it is often necessary and much appreciated by the reference giver (incidentally called the ‘referee’).

Be aware that offering to provide a written character reference relating to a person’s court proceedings may lead to your being asked to appear in court as a character witness – so be sure that whatever you write you’d be comfortable stating it in a court of law.

 

 

example and template for personal or character reference letter

 


 

Date

To whom it may concern

I confirm that I have known (name) for (number) years.

(State relationship – social, business, working together in some other capacity, club, activity, project, etc.)

At all times I have found (name/him/her) to be (state characteristics – eg, dependable, reliable, hard-working, conscientious, honest, peace-loving, courteous, etc – to be as helpful as possible think about what the reader will most prefer to see, in terms of satisfying concerns, or seeing evidence of relevant required skills or characteristics).

I’m happy to provide further information if required. (optional)

Yours faithfully, etc.

 


 

 

See the section dealing with Data Protection and ‘Subject Access Rights’ in relation to references. This is essential for employers, and very useful too for individuals, in terms of rights of access to references.

 

character reference letters for court appearances

Here’s an example of the sort of letter you can write if asked to provide a character reference for someone you know who is to appear in court on a criminal charge. First ensure that you are personally comfortable with the responsibility of providing the character reference and potentially being called to appear in court as a character witness (the accused legal team should normally advise you on how best you can help – if in doubt ask). When using the sample letter below you can substitute the relevant character aspects of the accused that you wish to endorse or support, and which should logically relate to, and counter, the type of behaviour alleged in the court charge. If the charge relates to violence you should try to endorse and describe peace-loving attributes; if the charge relates to dishonesty, obviously try to endorse and describe honesty attributes. Integrity endorsements are obviously helpful for any situation because they hopefully support the validity of the accused person’s own statements in court.

N.B. It is important to bear in mind that whatever you write you should be comfortable and capable of reliably repeating, and potentially providing examples, if required, under oath in court. Both the prosecution and defence sides have the right to force witnesses of all sorts to appear personally in court, and while most written statements and letters do not lead to a requirement to appear in person, the possibility of the need arising always exists.

 

sample character reference letter (written by the character witness)

Obviously, change gender as applicable.


 

(date)

To whom it may concern (or Your Honour, or as advised by legal team)

Person’s Full Name (heading)

I have known (name) for (number) years as (state relationship – business associate, staff member, socially, etc).

I can confirm that he is a man of great integrity, is extremely dedicated to his family and work, and is entirely peace-loving. (substitute character descriptions as applicable).

Furthermore, (add further character descriptions and/or examples of the person’s behaviour and/or history supporting the above testimonial.)

For your information, I am (personal statement building your own credibility – details of position held and any other details that help build your own credibility, particularly any experience in judging the characteristics or behaviour referenced above).

Yours faithfully

 

Name

Position (if applicable)

 


 

Spelling note: These references letters tips and references letters samples generally use spellings based on UK-English common form, for example, ‘recognise’, ‘organise’, ‘specialise’, whereas US-English uses the ‘ize’ spelling. Other words ending with ‘our/or’ – such as endeavour/endeavor, favour/favor – also vary in UK-English and US-English. Please change the spellings in your own references letters to suit your situation.

 

trade reference letters – sample – quality of service

You may be asked by one of your suppliers to provide a trade reference letter, which they will present to a new customer seeking assurances of quality of service, reliability, etc. (See below for a sample reference letter relating to payment and credit-worthiness) Here’s an example of a trade reference letter relating to quality of service. Use a letterheaded sheet, and date it. The subject of the trade reference letter could be a company, a sole trader or freelance supplier. Use the name of the person or the company as the heading.

Letters like this typically begin with ‘To whom it may concern’, which enables the reference to be used for different people requesting one.

Then insert the heading, and follow with your reference statement(s). It will help you to write the letter if you ask the supplier what they feel will be most useful to include. Be honest, and as generous in your praise as you can be. (As with any reference request, if you cannot say anything positive, say nothing at all.)

If you are writing a letter like this on behalf of your organization for one of its suppliers, ensure you obtain necessary approval from a director or appropriate authority (typically a finance or purchasing director), and in certain circumstances (for significant or very important references) you could actually ask the person in authority to sign the letter and send it in their name.

 

trade references letters sample – quality of service


(date)

To whom it may concern

New Company Ltd (the supplier or person who is the subject of the reference)

I confirm that I have dealt with New Company Ltd since 1998, during which time they have provided my business with excellent support in the areas of website engineering, site optimisation, search engine analysis and site submission. Their work has been a major factor in our website’s success, helping it to become one of the most visited resources of its kind on the Internet.

I can confidently recommend New Company Ltd as a solid and reliable supplier, and experts in their field.

Yours faithfully

(name and title)

 


 

 

trade reference letters sample – credit worthiness

This is an example of a trade reference letter relating to a person’s or organization’s credit-worthiness and reliability for making payments. You may be asked by one of your suppliers or customers for such a reference letter, which they will present to a new supplier who is seeking assurances of their financial reliability and credit-worthiness. Use a letterheaded sheet, and date it. The subject of the trade reference letter could be a company, a sole trader or freelance supplier. Use the name of the person or the company as the heading.

Letters like this typically begin with ‘To whom it may concern’, which enables the reference to be used for different people requesting one.

Then insert the heading, and follow with your reference statement(s). It will help you to write the letter if you ask the supplier what they feel will be most useful to include. Be honest, and avoid negative comments as this amounts to defamation. (As with any reference request, if you cannot say anything positive, say nothing at all.)

If you are writing a letter like this on behalf of your organization for one of its suppliers, ensure you obtain necessary approval from a director or appropriate authority (typically a finance or purchasing director), and in certain circumstances (for significant or very important references) you could actually ask the person in authority to sign the letter and send it in their name.

 


(date)

To whom it may concern

New Company Ltd (the supplier or person who is the subject of the reference)

I confirm that New Company Ltd has been a customer of ours since 1998, during which time they have always made payments reliably, in full and on time.

Yours faithfully

(name and title)

 


 

request for reference (from past employers and referees) – examples and template

This template is for employers seeking references from current or previous employers or other character referees for job applicants, candidates and interviewees. The template can be amended for sending to other nominated referees (eg., character reference providers).

When seeking a reference about a potential new employee or job candidate you should ask permission of the person involved.

Failing to do so undermines trust and confidence before the new person has even started the job, and sends a signal that the employer does not have strong ethical standards. Failing to divulge information relating to data obtained and held about an individual also has implications in the UK under theData Protection Act and individual’s rights of access to references.

In any event, being open and cooperative about seeking references displays trust, and demonstrates positive and ethical standards – all of which of course are very appealing employer qualities in the eyes of most employees, and especially high calibre employees. Good practice assumes that employees should always be informed clearly through appraisals and other processes as to their weaknesses, failings and transgressions. Keeping such information secret only stores up problems for the future.

Sending a template or ‘pro-forma’ containing relevant criteria makes it easier for the reference provider than simply asking to provide a reference, which stumps many referees. Better to ask them exactly what you want to know. Sending a specially created form for references therefore increases your chances of getting a reply at all, and also getting the answers about the person’s characteristics and history that you most need.

As with all of the free templates on this page, employers should check with their relevant employment law department or advisors before creating, adapting and using letters and forms relating to references and recruitment, so that legal implications can be properly considered. International employment law varies around the world, and changes over time, for example the Ageism legislation effective in the UK in October 2006. When requesting and providing references it is important to act within all relevant laws relating to discrimination (gender, race, disability, etc) in addition to the laws surrounding libel and defamation, etc.

Feel free to change any of the criteria or positioning statements in the sample template below, especially if sending it to referees who are not previous or past employers (character referees, for example). For most references the criteria listed below are too many. Delete what you don’t need so that you don’t waste people’s time providing information that is not needed.

In addition, you can also show a form like this to each job applicant to get their agreement that it’s okay to send it to their referees/past employers. You could also (if you’d like to be very progressive and open about this) even ask the applicant or job candidate if they’d like anything else of relevance to be added to the form, as might enable the clearest and most helpful outcome from the exercise. Little is gained from being secretive about things, whereas much can be gained from being open and up-front.

Either incorporate this template within a letter or attach it to a covering letter, and send it to the nominated reference provider(s).

You will improve response rates if you send a stamped addressed envelope with the reference request.

Additionally (in the UK) you can help inform yourself and others about how the Data Protection Act relates to employment references (and other types of references, such as for education) by reading and enclosing a copy of the official Good Practice Notes relating to Data Protection and References, explained and available in the Data Protection and Access Rights section below.

Communicating and agreeing clear expectations with people will always greatly improve your success in everything you do, especially in sensitive areas such as requesting and giving employment references.

 

 

request for reference template

Adapt and amend this template to suit the situation – and seek approval from the person concerned for the final version. Leave sufficient space for comments between each point. If you include every possible criteria on your ‘master’ form, you can delete the criteria which do not apply for each reference request situation.


(your logo, address, etc)

Confidential – Request for Reference

date……………

name of applicant…………..

The above has applied for a job as ………………………….. with us and has suggested you might provide a reference, or has agreed that we can contact you for one. I’d be grateful for you to provide whatever details you feel able to according to the criteria below. Please don’t write anything that might compromise you or your organisation (if applicable), although where clear evidence exists of significant negative history, especially of a serious nature, then we’d be grateful for such information.

If you’d prefer to speak on the phone please call me on ………………

Delete/ignore as applicable.

1. The above person was/is employed with us as ………………………………………. date(s) ……………………

(provide estimates if precise dates are not readily available)

2. General character

3. Attitude

4. Relationships with others/peers/subordinates

5. Team-working

6. Personal integrity and honesty

6. Reliability

7. Calmness under pressure

8. Competence (state skills if appropriate……………………..)

9. Ambition

10. Overall performance in past role(s) with your organisation

11. Qualifications/Training attained

12. Why did the person leave?

13. Would you re-employ the person if a suitable vacancy existed?

14. Any other comments?

15. Under the Data Protection Act (UK) the person named above would normally have access to the information provided here if requesting it from the receiving organisation. The organisation providing the reference is exempt under the Data Protection Act – but the organisation receiving the reference is not. If there are strong reasons for protecting confidentiality (risk to referee, etc) please state them here. For your information the law relating to data protection and references is explained at http://www.ico.gov.uk.

16. Please be aware also that references are subject to legislation relating to equality and discrimination, which from 1st October 2006 also includes age.

 

Respondent’s/Referee’s signature ……………………………………….. date……………………..

Respondent’s/Referee’s name and title………………………………………………………………..

On behalf of (employer/organisation, if applicable) ……………………………………………….

Please return this form to ……………………………….

Reference number ………………………………………..

Contact details of sender of this request (email, phone, etc) ……………………………………………….

 

Please make a copy of your reply for your own records and if in doubt about anything you’d like to state on this form please seek advice before writing and sending a response.

Thank you for your assistance.

 


 

Spelling note: These references letters tips and references letters samples generally use spellings based on UK-English common form, for example, ‘recognise’, ‘organise’, ‘specialise’, whereas US-English uses the ‘ize’ spelling. Other words ending with ‘our/or’ – such as endeavour/endeavor, favour/favor – also vary in UK-English and US-English. Please change the spellings in your own references letters to suit your situation.

 

 
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Posted by on December 31, 2012 in Letters

 

Writing SMART Goals (Also Called KRAs) From Job Descriptions


Many Managers (Including HR managers responsible for writing others Goals) often ask to help them oncreating Goals (Key Responsibility Areas) for different designations, which they can use for setting Goals and/or conducting performance appraisals. While most of these managers are completely aware of their job profile, they find it difficult to shape it in a written form.

Knowing your Goals and writing them effectively is an all-together different game. To describe your Goals (KRAs) you need to have effective writing skills and sound knowledge of terminology. Unfortunately, some executives/ managers may not have a flair for writing and thus unable to write their Goals (KRAs). This is true for HR also. So here are some tips that will help Talent Junction users to write Goals (KRAs) from the Job Descriptions.

SMART: A Smart Goal (KRA) is one which is:

  1. Specific : Clearly stated what to do and how to do?
  2. Measurable: States how the performance for this goal will be measured.
  3. Achievable: It can be achieved by employees if they work really hard (You can draw this conclusion by talking to employee, manager or someone who has done this job successfully).
  4. Relevant: The KRA (Goal) is relevant to the job and the performance on this goal will improve productivity of the employee.
  5. Time Frame: States a time frame to achieve the goals.

How to WRITE SMART Goals (KRAs)?

Here are the steps how anyone can write Goals (KRAs) from Job Descriptions:

  1. Go through employee’s Job Description. If Job Description is not updated talk to employee and his/her Manager or many be manager’s manager also.
  2. Try to find out exactly what the employee is supposed to achieve.
  3. Based on your reading and discussions, make a list of the functions and responsibilities which are critical to the employee’s job.
  4. Categorize these critical functions and responsibilities in two categories:
    • A : Which can be measured whether in numbers or percentages or yes/no.
    • B : Which cannot be measured in numbers and cannot be calculated.
  5. ‘A’s are the one which can be be converted to Goals (KRAs).
  6. Make a list of all critical functions.
  7. Write a self explanatory (1 sentence ) definition of each Goal (KRA).
  8. If you plan to follow BSC (Balanced Score Card) Pattern, then categorize each goal into one of the following categories: Customer, Financial, Internal Business Process, Learning and Growth.
  9. There after describe each Goal (KRA). Make sure you mention a measurable target to be achieved and time frame for achievement of the Goal (KRA).

An Example

I picked up job description of a Sales Manager in a company and here are the functions mentioned in the JD.

Functions of a Sales Manager:

  • Develops a business plan and sales strategy for the market that ensures attainment of company sales goals and profitability.
  • Responsible for the performance and development of the Account Executives.
  • Prepares action plans by individuals as well as by team for effective search of sales leads and prospects.
  • Initiates and coordinates development of action plans to penetrate new markets.
  • Assists in the development and implementation of marketing plans as needed.
  • Conducts one-on-one review with all Account Executives to build more effective communications, to understand training and development needs, and to provide insight for the improvement of Account Executive’s sales and activity performance.
  • Provides timely feedback to senior management regarding performance.
  • Provides timely, accurate, competitive pricing on all completed prospect applications submitted for pricing and approval, while striving to maintain maximum profit margin.
  • Maintains accurate records of all pricings, sales, and activity reports submitted by Account Executives.
  • Creates and conducts proposal presentations and RFP responses.
  • Assists Account Executives in preparation of proposals and presentations.
  • Controls expenses to meet budget guidelines.
  • Adheres to all company policies, procedures and business ethics codes and ensures that they are communicated and implemented within the team.
  • Recruits, tests, and hires Account Executives based on criteria agreed upon by senior management.

After going through the above list I identified the following six functions (actually there can be around 10 but for convenience I chose only 6) that are critical to a Sales Manager’s job and can be measured quantitatively:

Critical Measurable Functions of a Sales manager

  1. Improvement in Financial Performance of Account Executives
  2. Development of Sales Action Plans
  3. Reporting to Management about Performance of Sales Team
  4. Negotiates with prospective customers in order to maximize the profits
  5. Create and conducts proposal presentations and presentations
  6. Adhere to company policies.

Writing Goals (KRAs) for Critical Functions:

Here are the KRA (/Goals) based on above functions. First I wrote the definition for the KRA and then gave a description along with measure and time line.

Goal Definition Goal Description
  1. Improves Financial Performance of Account Executives
To ensure that all sales executive under him meets/exceed the sales targets provided to them. Track the performance of sales and guides the salesmen to improve their skills to ensure more sales. 

Target: US$ 500,000 per quarter for the whole team.

Development of Sales Action Plans Conducts market research and develops solid sales plans. Sales plan must be reported every quarter to management team for analysis and approval. 

Target: Renew and Renovate the Plan every quarter.

Target: Conduct 2 Sales Training per month.

Reporting to Management about Performance of Sales Team Create and send the monthly reports with accuracy and time to management. Reports should clearly indicate the strengths and weaknesses of the sales team. 

Target: Complete Reports to be send by 7thof Every Month.

Negotiates with prospective customers in order to maximize the profits Sales manager should ensure that all salesmen are pitching most competitive and profitable rates to the clients. 

Target: Average Selling Price: US$ 10,000 or above

Create and conducts proposal presentations and presentations Reply to Request for Proposals, Tender Notices, and Price Quotations in Time. 

Target: All Proposals to be submitted to management for review 2 days prior and to customer as on date.

Collections of Due Revenues Sales Manager should assist the Accounts Receivables manager in collecting all due invoices in time. He/She should ensure that customer has accepted the delivery of the product and the Invoice. 

Target: 80% of the due invoices to be collected within 30 days/ ad agreed in Purchase Order.

Adhere to company policies and procedures Ensure that all teams members attend the weekly sales meet and present their report. 

Target: 90% attendance in Sales Meetings.

 
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Posted by on December 30, 2012 in KRA's

 

About ESI


Coverage –  Act is applicable to non-seasonal factories using power and employing 10 or more persons and non-power using factories 20 or more persons.

Earning wages limit-  Gross Salary Rs. 15,000/- w. e. f. 01.04.2006.

Contribution :   By Employer         @ 4.75%

By Employee           @ 1.75%

Registration and number allotment–   Duly filled Form-01  Form-01 Employer’s Registration Form

For Employees Form 01 & Declaration Form no. 03 within 10 days of joining, kept one copy of Form-3 for record.  Form-3 Return of Declaration Form

Identity Cards : Form 4 the ESI Office will issue the same.

Register for ESI Record : Every employer shall maintain a register in Form-6 which is prescribed in rule-32.  Form-6 Register of Employees

Contribution periods   1st  : 1st April to 30th September

2nd  : 1st October to 31st March

Challans Deposit : Deposit in bank by 21st of every month.

Returns of contribution : On Form no. 5 in quadruplicate with Six Challans within or before  11 May & 12 Nov of every year mandatory certified by the Chartered Accountant if the member are 40 nos. or more w. e f. 01.04.2008.

Special Provision :

(i)     Within 42 days of the termination of the contribution period to which it related.

(ii)   Within 21 days of the date of permanent closure of the factory.

(iii) Within 7 days of the date f receipt of requisition in that behalf from the appropriate office.

Notice of Accident : As soon as practicable after the accident.

Maintenance of Accident Book : Form-11 any injury to an insured person. Form-11 Accident Book

Report to Accident :

  1. Immediately if the injury is serious. i.e. is likely to be cause to death or  permanent disablement or loss of a member.
  2. In any other case within 24 hours after the receipt of the notice or when the accident came to his notice or to his foremen or other official under whose supervision the insured person was employed at the time of accident.
  3. If the injury result in the death at the place of employment, the report to IMO and Local Office should be sent through a special messenger.

Every Employer shall send a report in Form-16 to the nearest Local Office and to the nearestInsurance Medical Officer in triplicate i.e. Form-16 Claim for Periodical Payment of DB

(1)   One deposit to Local Office

(2)   Second deposit to IMO

(3)   Kept for their records.

Benefit Period : If the person joined insurable employment for the first time say 5th January, but his contribution period will be 5th Jan to 31st March and his corresponding first benefit will be from 5thOctober to 31st December.

Sr. No. To be deemed as a wages Not to be deemed as a wages

1

Basic Allowance Contribution paid by employer on any pension / PF or ESI

2

Dearness Allowance Daily Allowance paid for period spent on tour

3

House Rent Allowance Encashment of leaves

4

City Compensatory Allowance Washing Allowance

5

OT Wages Amount towards reimbursement for duty related journey

6

Production Incentive Gratuity payable on discharge

7

Payment for day of rest Benefit paid under ESI

8

Night Shift Allowance Payment of Inam which does not form part of the terms of employment

9

Meal / Food Allowance

10

Suspension Allowance

11

Conveyance Allowance

 

Damages or contribution  or any other amount due but not paid in time-

Sr. No. Period of delay Maximum rate of damages in % per annum of the amount due

1

Less than 2 months

5 %

2

Grater than 2 but less than 4 months

10 %

3

Grater than 4 but less than 6 months

15 %

4

Grater than 6 months

25 %

Penalties : Different punishment have been prescribed for different types of offences in terms of section 85 :

(i)     Six month imprisonment and fine Rs. 5000/-

(ii)   One year  imprisonment and fine

And under section 85-A

(i)     Five year imprisonment and not less than 2 years

And under section 85-C(2) of the ESI Act which are self explanatory

Besides these provisions, action also can be taken under section 406 of the IPC in case where an employer deduct contribution from the wages of his employees but does not pay the same to the corporation which amounts to criminal breach of trust

 
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Posted by on December 26, 2012 in Statutory Compliance

 

Tags: , , , , , , , , , , , , , , , , , ,

Full and Final Settlement Form


Full n final settlement

 
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Posted by on December 25, 2012 in Forms and Formats

 

Resume Writing Tips 2


Creating a resume is an essential part to finding employment. Without a resume, the individual seeking employment is unable to apply for or be considered for a position for which they wish to work. A resume is the first impression that an employer will often receive of the applicant, for this reason, it should be concise and outline the achievements, experience and qualifications that make an individual eligible for a certain position.

There are many aspects that should be taken into account when crafting a resume. What message does your resume convey? The resume may be tweaked for each positionwhich is being applied for, this means that each position may require different qualifications and education to be outlined on the resume.

Stand Out
It is important to remember that a potential employer may see tens to hundreds of resumes applying for a certain position. The resume should be stylized to set yours apart from the crowd. Many employers make a decision based on the style and formatting, as well as the content of the resume within seconds of reading the first couple of headings. Read over the first couple of headings in the resume, what conclusion would you come to? Would you make any snap judgments about your professional abilities based on the appearance of your resume?

Length
For the optimum effect on the employer, the resume should be kept under a page long. The resume may be attached to a cover letter, also a page in length. Resumes or CVs that are in excess of one page are often scanned by employers, meaning that they may easily miss valuable and important information that is conveyed on the resume.

Keep it Professional
What type of font should be used on a resume? Professional and easy to read fonts should be used on the resume such as Times New Roman or Arial. This font should be maintained between the sizes of ten and twelve for the optimum effect. A professional resume will read well and contain no spelling or grammar mistakes. The resume should also be sure to follow the same formatting through the entirety of the report.

Information Overload
Many people make the mistake of including each job and position that they have held on the resume. Only jobs that have been held for a significant amount of time or are relevant to the position that is currently being applied for should be placed on the resume. When narrowing these positions, the employer is able to easily view the qualifications and experience that enable the applicant to be eligible for the position. Including too many jobs could also cause the employer to become confused with the sheer amount of jobs that have been held.

Vital Information
There are certain aspects of the resume that should be included in every single report. The objective of the applicant as well as experience and qualifications are a crucial part of the resume. Other headings that may assist the employer in getting to know the applicant are; interests, activities and any special certifications that have been received through on or off the job training.

Updating
Current, up-to-date contact information should be present on each resume. If this information is outdated the resume should be updated. Maintaining a resume on your personal computer through a word processing program could mean the difference of getting the job. Chances are, the employer is going to notice these tiny details. If you are willing to overlook these small details, the employer often questions if you are going to overlook small details that come with the potential position? These small details could make or break the resume and should be looked at in detail before the resume is distributed to any potential employers.

Proofreading
Have a friend, acquaintance or family member view the resume with a critical eye, as the eye of a potential employer. This valuable tool should be taken advantage of as it will provide a new pair of eyes that can determine the intent of the resume. You will receive useful comments and concerns about the appearance, formatting and professional appeal of the resume. This is an important step in completing the resume process and can become an invaluable tool in resume creation.

Templates
Templates can be found on the internet or through a word processing program that can assist in the resume creation process. The formatting will include the text size, the font type and the layout that should be adhered to. Headings can be changed to applicable types and formatting can be added into the resume such as bulleted points or list to organize information to become appealing to the potential employer.

Printing
When printing the resume, use high quality paper in bright white. Colored paper should be avoided when crafting a resume as it can take away from the professionalism that comes with the resume. This will ensure you are taken seriously when you are applying for the job of your dreams. Using these tips, you should be able to make your resume appeal to even the most stringent of employers!

 

Ref: http://www.resumewriting.net/tips.htm

 
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Posted by on December 25, 2012 in Resume writing