TEMPLATES 25 HR EMAIL - chrmp
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chrmp
®
CERTIFIED HUMAN RESOURCE
MANAGEMENT PROFESSIONAL
25 HR EMAIL
TEMPLATES
A RESOURCE FOR HR PROFESSIONALS
Page 01 Become a Certified Human Resource Management Professional. Visit www.chrmp.comHow Human Resources (HR) Professionals should Write Different Types of Emails Every organisation’s HR department is involved in the complete lifecycle of its employees, that is from the time they are hired till their separation from the organisation. At various touch points in this lifecycle, HR professionals need to communicate different organisation- al decisions to employees using various types of emails. Nowadays, emails have almost entirely replaced physical letters as the preferred medium of communication. Here, you will find wording for various essential emails that can be used, depending on the occasion and the requirement. All of these emails can be written in whatever style the writer finds appropriate. The only points to pay attention to are that each of the mentioned pieces of information should be included, and general courtesy towards the recipient should always be maintained. HR pro- fessionals are generally the face of the company, and everything they say or write should keep in mind the potential impact. Page 02 Become a Certified Human Resource Management Professional. Visit www.chrmp.com
25 HR Email Templates (with Tips) Increment email 4 Rejection email during or after a selection process 5 Warning email for disciplinary action 6 Offer/selection email 7 Release/relief email 8 Promotion email 9 Recommendation email 11 Internship offer email 12 Probation extension email 13 Appreciation email 14 Transfer email 15 Congratulatory email on first year completion 16 Greetings email for a special day 17 Festival greetings email 18 Training invitation email 19 Termination email 20 Email to welcome a new employee 21 Email enquiring about an employee who is on a prolonged period of leave 22 Announcement of an all-department meeting 23 Email to reject a candidate’s internship application 24 Email denying long leave request due to non-availability of staff 25 Email announcing employee of the month 26 Email asking employees to participate in employee survey 27 Email to introduce an employee referral bonus programme 29 Email introducing a new policy on accepting gifts within the company 30 Page 03 Become a Certified Human Resource Management Professional. Visit www.chrmp.com
Increment Email
An employee’s good performance is often rewarded by way of an increment in his/her sal-
ary. This is also a way of balancing employees’ expectations vis-à-vis their performance.
Usually, periodic salary hikes also depend on a variety of factors external to the employee,
such as market conditions, organisational policy, the company’s overall performance, etc.
When writing an email to inform an employee about an increase in his/her salary, the HR
department must keep the following in mind:
• Congratulate him/her on the increment.
• Thank him/her for his/her general contribution over the period of time.
• If the increment is a reward for individual performance, state how it has benefited the
organisation (e.g. boosting the overall growth of the company) and show appreciation
for this. Highlighting the individual’s contribution towards the larger goals of the organi-
sation serves as a means of motivation.
• Mention the increment amount or percentage in a numerical format.
• Express your future expectations from the individual and wish him/her the best in future
endeavours.
Sample
Subject: Salary increment
Dear [employee name],
The period [year/half year/quarter] has been a wonderful one for the company and we have
all met multiple objectives while overcoming challenges together in our various roles.
Your contribution during this period has been extraordinary, and as such it has played a sig-
nificant role in the company’s overall progress towards meeting the ambitious targets we
set for ourselves. We appreciate the hard work and dedication you have displayed towards
delivering this performance and would like to take the opportunity to thank you for it.
In view of this, we are happy to inform you that the company has decided to award a twelve
percent (12%) increment in your salary. This will take effect from [date].
We hope this will please you, and that you will continue to achieve your goals and deliver
brilliant results in the future as well.
Here’s wishing you the best of luck!
Page 04 Become a Certified Human Resource Management Professional. Visit www.chrmp.comWarm regards,
[Name]
[Designation]
[Company name]
Rejection Email During or After a Selection
Process
Talent acquisition is a complex process and a recruitment/selection drive in any organisa-
tion goes through several stages. A candidate may be eliminated from the selected process
at any of these stages. It is considered a good HR practice to inform a candidate about his/
her rejection by the company by means of a polite email. Informing the candidate that he/
she has not progressed to the next round helps to bring closure for the candidate.
A few points to highlight in the rejection email are:
• Appreciate the time the candidate has invested and the interest he/she has shown in the
position and the organisation.
• Give positive feedback about certain aspects of his/her profile.
• State specific reasons why other candidates progressed to the next round or were se-
lected instead.
• Inform the applicant that he/she may be considered for future requirements, if and when
they emerge.
• Wish them good luck for the future.
Sample
Subject: Update on your application
Dear [candidate name],
At the outset, we would like to thank you for the interest you’ve shown in the [designation]
position at our company, [company name]. We appreciate the time you’ve invested through-
out the course of our selection process.
We were impressed by your skill set and accomplishments to date. In particular, [e.g. some
of your extracurricular activities during your college days that demonstrate leadership abil-
ities] caught our attention. We were also happy to see how you have excelled in various
professional roles over the last few years.
It is therefore with regret that I’m writing to inform you that we have decided to proceed with
another candidate who will bring more technical experience to the role.
Page 05 Become a Certified Human Resource Management Professional. Visit www.chrmp.comIf you’ll permit it, we would like to keep your details on file for consideration as and when
future requirements present themselves.
Once again, I would like to take the opportunity to thank you for your time, interest and ef-
fort. My colleagues and I wish you the very best of fortune for your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Warning Email for Disciplinary Action
Any company’s policies and processes are meant to be adhered to by all of its employees.
However, sometimes an employee’s actions go against the guidelines and the principles
of a particular policy. HR professionals then need to send a warning or even a termination
email, depending upon the severity of the employee’s actions; this also depends on whether
the employee has displayed such a behaviour in the past, making it a repeated act. A warn-
ing email is issued to inform the employee of a breach of policy.
However, a proper investigation must be done before issuing such an email, as it can impact
the career and the morale of the individual. Once this has concluded, the essential elements
of such an email are:
• State the unacceptable act/behaviour that the employee has displayed.
• Mention the related policy or rule that this has breached.
• State how such an act/behaviour impacts the organisation in a negative manner.
• Explain the course of action that will be taken in future to penalise the employee if the
act is repeated.
Sample
Subject: Official warning
Dear [employee name],
I hope you are well.
I am writing this email to bring to your notice that there have been a total of five complaints
made against you by colleagues, due to your unruly behaviour at work during the last three
months. An internal inquiry has concluded that these complainants were right to report your
Page 06 Become a Certified Human Resource Management Professional. Visit www.chrmp.comaggressive tone of voice and body language, which was found to be threatening.
I wish to draw your attention to the employee handbook that was provided to you during
your induction, which you signed to indicate your agreement to comply. In accordance with
Clause 2 of the Code of Conduct policy, found within that book, you are being informed that
such behaviours disrupt harmony within the organisation. This creates a negative culture in
the workplace and is therefore unacceptable in our company.
Such behaviours also take us off the path towards achieving our goals. We are a values-ori-
ented organisation, and as such we expect you to improve your behaviour and always act
as per the company policies.
The internal inquiry committee has ruled that this will be treated as your final warning for the
violation of the company’s Code of Conduct policy. Any future repetition of this behaviour
will have terminal consequences. We hope you will pay attention to this warning, and that it
will bring about a positive change in your behaviour.
Please feel free to contact me for any clarifications.
Best regards,
[Name]
[Designation]
[Company name]
Offer/Selection Email
The whole process of recruitment and selection can be spread over as much as a couple
of months or as little as a few days, depending on the role and the company. Throughout
this process, HR professionals coordinate with candidates on the next steps to be followed.
Once a candidate is finally selected, an offer is made to him/her. An offer email initiates the
employer-employee relationship and makes sure that this start is positive.
An offer email must include the following:
• Congratulate the candidate on his/her selection and provide some appreciation for his/
her skills, in addition to the time and effort taken to go through the selection process.
• Acknowledge how challenging the selection process was, stating the total number of
applicants and number of rounds.
• Provide basic information about:
– Designation and role;
– Total compensation;
– Location of work;
– Date of joining;
Page 07 Become a Certified Human Resource Management Professional. Visit www.chrmp.com– Documents to bring on the first day.
Sample
Subject: Your selection
Dear [candidate name],
This is with reference to your application for the role of [job title] at our company. We are
pleased to inform you that you have been selected to be a part of our team, should you wish
to accept. We extend our heartiest congratulations to you on becoming a part of our family!
Your joining date will be [date]. You will be working from our [city/town] office.
Your total compensation shall be [amount] per annum. A detailed breakdown of this shall
be provided in due course.
We request you to report to our [city/town] branch on your joining date, and to bring your
original [list required documents], along with a photocopy of each one.
This offer is valid subject to the successful passing of background verification, which shall
be initiated after you accept the offer. Please reply to this email with your acceptance within
48 hours, as the offer will expire after that time and we will then need to offer it to another
candidate.
Warm regards,
[Name]
[Designation]
[Company name]
Release/Relief Email
Separation of an employee from the organisation is the last stage in the employee lifecy-
cle. Once an employee tenders his/her resignation, the organisation should provide him/
her with a release/relief email to document proof of the end of the employee’s relationship
with the company. The email, while discharging the employee of his/her role, also ensures
proper closure of the process. A positive release/relief email can also serve as a means of
continuing the relationship, even after the end of his/her tenure in the company. This email
should essentially contain the following:
• State the designation of the individual from which he/she is being relieved.
• Thank the individual for his/her contribution to the organisation.
Page 08 Become a Certified Human Resource Management Professional. Visit www.chrmp.com• Mention the conduct of the individual.
• Mention the length of service of the individual in the company.
• State any significant contribution he/she has made during his/her tenure.
• Mention the next steps to be followed by both the employee and the company to ensure
smooth closure.
• Mention the notice period to be served as per the company’s policy.
Sample
Subject: Release email
Dear [employee name],
I hope you are doing well!
This email is with reference to your letter of resignation, dated [resignation date]. I wish
to inform you that your resignation has been accepted and you shall be relieved from the
role of [designation] with effect from [date], after serving your notice period of [time] as per
company policy.
It was a pleasure having you as part of our company and working with you for the period of
[number] years. I hope you too enjoyed your time here.
During the period of your employment with [company name], your conduct was found to be
very good, in line with the company’s expectations. Your performance, too, was found to be
above average, which we sincerely appreciate.
Kindly return any company property, such as mobile phone, laptop, etc. that was provided to
you by [date]. Once you submit all such company property, your full and final settlement will
be initiated. If you have any questions regarding this settlement, please contact the payroll
department.
We wish you best of luck for all your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Promotion Email
Page 09 Become a Certified Human Resource Management Professional. Visit www.chrmp.comAfter the relevant periodic performance appraisal concludes, deserving employees are re-
warded for their performance based on the achievement of their specific goals and the
competencies displayed by them. A promotion, along with corresponding salary increment,
may ensue. While the HR department must make sure to convey this good news to the
concerned employee in person, they should also send an official email to the employee to
confirm this information in writing.
The email should include the following:
• Thank the employee for his/her sincere dedication and contribution.
• Mention the new designation that he/she has been promoted to.
• Mention the date on which the promotion will take effect.
• State relevant details about the new position, along with the reporting structure.
• Mention the increment in salary, if any.
• State the employee’s previous designation and mention a few instances of notably pos-
itive performances.
• Draw attention to a few other competencies that the employee has demonstrated that
make him/her better suited to the new, more senior role.
• Indicate your expectations and wish the employee the best of luck.
Sample
Subject: Promotion
Dear [employee name],
I hope you are doing well!
As you know, our annual appraisal cycle has just concluded. As part of this, we have con-
cluded that you have displayed a strong sense of goal achievement in your role as [original
designation]. Based on your performance and the achievement of your targets during [time
period], we are pleased to inform you that you are being promoted to the next level as [new
designation].
Congratulations on your promotion to this role, which will come into effect from [date].
In this role, you will be reporting to [manager’s name], [manager’s designation], and will be
entitled to a revised compensation of [amount].
We appreciate your contribution towards the growth of the organisation and expect that you
will continue to fulfil your enhanced responsibilities just as diligently in your new role.
Congratulations once again on your promotion! Here’s wishing you a continued successful
career at [company name].
Page 10 Become a Certified Human Resource Management Professional. Visit www.chrmp.comWarm regards,
[Name]
[Designation]
[Company name]
Recommendation Email
Companies invariably require prospective candidates to furnish them with recommenda-
tions from prior employers in order to confirm both their professional as well as personal
attributes. These are generally taken very seriously. A candidate who can provide recom-
mendations from his/her previous employer(s) stands a better chance of being selected
compared with someone who cannot. Hence, a past employee may approach the HR de-
partment of his/her former company and request a recommendation email. This becomes
even more crucial where the reasons for separation were beyond the employee’s control.
The basic intent of this email is to indicate that the person in question was a bonafide em-
ployee with a good record in terms of personality, skills, qualifications, goal orientation, etc.
A few essential elements of such an email are:
• A brief statement of the writer’s current designation and relationship with the candidate
in question.
• An overview of the applicant’s strengths as experienced by the writer.
• Mention of a few personal anecdotes that highlight some particular traits of the appli-
cant.
• A concluding remark summarising why the individual would be a good fit for the oppor-
tunity.
• An invitation to the reader to contact the writer in case of any need for clarification.
• Signature, full name, designation and contact details.
• Optional: The recommendation email may focus on the kind of role the applicant would
be performing in the future organisation, if preferred.
Sample
Subject: Letter of recommendation
To whomsoever it may concern,
I am writing this email to discuss [applicant name], who has applied for a job at your organ-
isation.
I am [name], [designation] at [company name]. I have known [candidate’s full name] for [num-
ber] years. During [his/her] tenure with us, I worked closely with [candidate’s first name].
Page 11 Become a Certified Human Resource Management Professional. Visit www.chrmp.com[He/she] consistently used [his/her] skills and knowledge to deliver the results that were
expected from [him/her]. [His/her] conduct and behaviour was always impressive. I am con-
fident that [candidate’s first name] would be able to meet the expectations you would have
of [him/her].
When [candidate’s first name] was working as [designation], [he/she] once [an incident crit-
ical to the role].
Further, on another occasion, [he/she] [second incident].
[Candidate’s first name] was a genuine achiever for us, and I can state without doubt that
[he/she] would be an asset for your organisation as well. Please feel free to get in touch with
me if you have any questions regarding [his/her] work with us.
Warm regards,
[Name]
[Designation]
[Company name]
Internship Offer Email
Organisations often recruit interns instead of permanent employees, either for particular
projects or for specific durations. When someone – college student or not – wants to serve
your organisation as an intern, he or she should still be sent a confirmation email. It might
not be a permanent position, but the significance of a written email can never be under-
mined.
The content should include:
• Congratulations on being selected as an intern.
• Highlight a factor in the applicant’s profile that helped him or her to get selected.
• The exact designation for the internship.
• The reporting manager’s name and designation.
• Details of any stipend.
• The length of the internship being offered.
• A reference to an attached document that details the terms of engagement.
Sample
Subject: Internship offer
Dear [candidate name],
Page 12 Become a Certified Human Resource Management Professional. Visit www.chrmp.comCongratulations on being selected as a [internship type] intern at [organisation name].
Among the many resumes that we received for this position, yours stood out for the admi-
rable multitasking skills that you exhibited in your previous assignments.
This internship shall be effective from [start date] to [end date].
The internship, as discussed in our previous correspondence, shall be [unpaid / paid at a
stipend of [rate]], and you are expected to attend our offices for [number] hours per working
day.
During the internship period, you will be reporting to [manager’s name], [manager’s desig-
nation], and you will be assigned projects that improve your understanding in the field of
[department/subject]. You might also be asked to work on a few other assignments, as per
the needs of the organisation.
You will be provided with the required guidance and support from our team, and we will ex-
pect you to conduct yourself as per our company policies (attached here) at all times.
I would like to take the opportunity to wish you all the very best in this role, and say that I
look forward to welcoming you to the team.
Warm regards,
[Name]
[Designation]
[Company name]
Probation Extension Email
New recruits are usually hired for a specific period of probation, which can be extended at
the discretion of the company. At the end of any extended probationary period, a new recruit
is either confirmed as a permanent employee or his/her employment is rejected. When the
probationary period is being extended, it is imperative for an HR professional to send a for-
mal extension email. While writing this, this person should make specific reference to the
employee’s work during the probationary period.
In this email:
• State the period of probation completed.
• Mention the reason for, and length of, the extension.
• State the next course of action after completion of the extension.
• State what the organisation is expecting of the individual.
Page 13 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSample
Subject: Extension of probation
Dear [name],
As you know, your probationary employment was for a period of three months, ending on
[date]. The company has continuously monitored and assessed your performance during
this period, and ultimately found it to be less than satisfactory.
However, I am happy to say that in consideration of your zeal for constant learning, we
are willing to extend your probation by three months to give you a further chance to prove
yourself. Following this period, we will again assess your performance and either confirm or
reject you as a permanent employee of our company.
I hope you will utilise this opportunity to showcase your capacity to deliver results, and
would like to take the opportunity to wish you all the very best in this endeavour.
Warm regards,
[Name]
[Designation]
[Company name]
Appreciation Email
It is good practice to reward employees whenever they do something significant for the
organisation. While monetary and material rewards go down very well, emails of sincere
appreciation also play a major role in motivating employees and increasing their job satis-
faction.
Good things to include in this type of email are:
• A summary of the good work the employee has done.
• Specific appreciative feedback on this work.
• Recognition of the significance of this work for the individual’s team and the wider or-
ganisation.
• An indication of the company's expectations from the individual going forward.
Sample
Subject: Expressing our appreciation
Page 14 Become a Certified Human Resource Management Professional. Visit www.chrmp.comDear [employee name],
I hope you are well!
I am writing this email to acknowledge your unique contribution to our organisation.
Your team spirit and attitude of continual encouragement towards your peers has played a
significant role in helping the team achieve its targets lately, and I want you to know that this
has not gone unrecognised.
We appreciate all of your hard work and the support you routinely offer to your co-workers.
Indeed, your superiors, co-workers and clients have consistently mentioned your positive
attitude and said that they hope to be able to continue working with you. To get such univer-
sally positive feedback is truly a remarkable achievement.
I also honestly feel that without the initiative you took to [give specific details], the team
would not have been able to finish the [name] process on time. This deserves particular
gratitude.
[Company name] sincerely appreciates your contribution, and we very much hope that you
will continue to surpass our expectations in future as well.
Again, thank you for all your support.
Warm regards,
[Name]
[Designation]
[Company name]
Transfer Email
As part of their overall manpower planning, organisations with a presence in multiple loca-
tions sometimes need to transfer their employees from one branch to another. The reasons
could be as varied as a vacancy in one location, an employee’s desire to relocate for person-
al/professional reasons, or even career progression through internal movements. Although
the decision to transfer is discussed with the employee and a consensus is usually reached,
the HR department should write an official email to officially inform the employee about this
decision.
Below are possible points to mention in such an email:
• Inform the employee about the transfer.
• State the reason for transfer.
• Mention the joining date at the new location.
• Refer to the company’s policy on relocation.
Page 15 Become a Certified Human Resource Management Professional. Visit www.chrmp.com• Give some words of encouragement, including a statement of your expectations from
them in the new location.
Sample
Subject: Transfer confirmation
Dear [name of employee],
This is to inform you that you have been transferred to our [new location] office from [orig-
inal location], effective from [date of transfer]. There will not be any changes to your desig-
nation or your compensation, and you will continue to enjoy all of your existing employment
benefits in [new location].
Your transfer is in order to fill an urgent vacancy that has arisen in [new location] due to the
sudden passing of the previous employee in this role there. Please note that the logistical
details of your move, as well as coverage of costs associated with your relocation, will be in
accordance with the company’s Relocation Policy.
You have been a sincere and a hard-working employee for a few years now, and we believe
we can trust you with your new responsibilities in [new location].
We are hopeful that you will continue to excel in your performance in your new role, and wish
you all the best for this.
Please don’t hesitate to get in touch if you would like to share or discuss anything.
Warm regards,
[Name]
[Designation]
[Company name]
Congratulatory Email on First Year Completion
If an employee successfully completes a year in the organisation, it should be acknowl-
edged by the company. And who is a better person to do this than the HR professional?
While drafting such an email, you may include the following:
• Congratulate the individual on completing a year with the company.
• Mention that the organisation is happy to be associated with them.
• State one or more positive things about the work they have done.
Page 16 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSample
Subject: First anniversary
Dear [employee name],
CONGRATULATIONS!!!
We would like to take a moment to recognise and thank you for your contributions to the
organisation over the past year. We are indeed happy to have you with us. In particular, we
would like to acknowledge your performance in content development, given the volume of
illustrated blog posts you have produced for the company. Our new site has attracted hun-
dreds of visitors, and has taken our online presence to a whole new level.
We would like to wish you all the best for your future with us. Keep up the good work!
Warm regards,
[Name]
[Designation]
[Company name]
Greetings Email for a Special Day
Birthdays, anniversaries, kids’ birthdays, etc. are all special days in everyone’s lives. An em-
ployee, when wished by the organisation on one of these landmark days, tends to feel more
engaged as it helps to build a deeper connection with the organisation. However, these
same emails, if not written carefully, can have unwanted impacts on employees. Not every-
one likes to be reminded that another decade has passed!
These are some key elements of greetings email for special occasions:
• Congratulate and mention the reason.
• If it’s for completing a certain number of years with the company, you could mention
whether it’s the second, fifth or fiftieth occasion.
• If it’s for a birthday, you might skip the count, bearing in mind that some people are sen-
sitive about their ages, and just state that the company wishes them.
• If it’s for an anniversary, send wishes for the couple’s forever growing relationship.
• If you personally share a personal bond with the employee, you may like to add a fun
element, such as a memory or a joke.
• Reiterate your wishes.
Page 17 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSample
Subject: Here’s wishing you a happy birthday!
Dear [employee name],
We hope that you’ll have a wonderful day on your birthday, and that you’ll accomplish all the
goals you have set for the year that lies ahead! May your coming years be filled with fun,
love and peace.
We have organised a small party in the office to mark the occasion, and would like to invite
you to come down to the cafeteria at 3 pm. All your teammates are also invited.
Once again, we wish you a very happy birthday!
Warm regards,
[Name]
[Designation]
[Company name]
Festival Greetings Email
An email for festival greetings should extend warm wishes for the occasion, and should
help employees feel the significance of the festival.
Things such an email might mention include the following:
• Extend warm greetings for the occasion to employees and their families.
• Appreciate everyone for their sincerity and hard work.
• Recognise a recent organisational achievement that adds to the happiness quotient of
the occasion.
• State how the company wishes to make the day special for everyone. Details of an event,
a bonus amount or activity that the company plans could be shared here.
Sample
Subject: Happy Holi!
Dear all,
On behalf of [company name], I am writing to wish you and your loved ones a happy and
Page 18 Become a Certified Human Resource Management Professional. Visit www.chrmp.comcolourful Holi!
This year, the festival of colours feels even more special thanks to our company’s significant
growth, particularly over the past two months, which is in no small part down to the commit-
ment and devotion of each one of you. Your efforts and hard work have helped the company
rise from last year’s losses to a place in which we have been able to capture a major market
share in our industry.
I have always said, and will mention again, that I truly appreciate the way everyone here
works efficiently towards achieving individual and team targets. For this reason, we are an-
nouncing a bonus of [percentage or amount] for all employees on this occasion.
Once again, I would like to extend sincere thanks for all your hard work and dedication. Have
a great Holi. Here’s wishing you all many such colourful days to come!
Warm regards,
[Name]
[Designation]
[Company name]
Training Invitation Email
When a training is organised, the HR department can send an email to inform as well as
invite whoever they consider appropriate. The email should contain practical details about
the training along with some inspiration to attract the reader to attend.
Below are the important elements of such an email:
• Include essential information, such as date, time, location, training topic, etc.
• A compelling brief about the trainer helps to motivate employees to attend.
• List a few important things they are expected to learn, so that they feel further attracted
to the workshop.
• You may also include a colourful poster as either an attachment or embedded into the
email, to provide an appealing visual aid.
• Give a ‘call to action’ statement, in order to keep the momentum you’ve been building up
till the training day. It could be a simple ‘Contact us now’, ‘Click here’, ‘Book your seat’,
etc.
Sample
Subject: Come and join us to learn all about [topic]!
Dear [employee name],
We would like to invite you for a workshop on [topic] that will be led by the widely reputed
Page 19 Become a Certified Human Resource Management Professional. Visit www.chrmp.comtraining company, [company name]. This training is being conducted with the objective of
improving our employees’ leadership credentials.
The facilitator, [facilitator name], is a leadership consultant with [number] years of experi-
ence in the field of learning and development. [He/she] has worked with thousands of cor-
porate organisations and has also authored three books on leadership.
This will be a [number]-day workshop in which you will receive precious insights into your
personal strengths and develop a personal strategy aimed at consistently improving these
skills. Additionally, you will receive material and content that will empower you to act and
move towards accomplishing any of the goals you set for yourself!
Please block your calendar:
Date: [Date]
Time: [Time]
Venue: [Venue]
Do register now! We very much look forward to seeing you at the venue on [date].
Warm regards,
[Name]
[Designation]
[Company name]
Termination Email
An employee’s employment might be terminated for any of many different reasons, and this
must be formally conveyed in writing via email. This is a sensitive situation and the email
must be written with care. If possible, one should also consult the legal team before clicking
that ‘send’ button.
Below is what should be mentioned in a termination email:
• The date from which the employee will cease to be a part of the organisation.
• The reason for termination.
• A request to submit all company properties to the respective departments, as per policy.
• The status of the individual’s salary and how it will be settled.
• Details of a contact person for any further queries.
Sample
Subject: Termination due to uninformed absence from work
Page 20 Become a Certified Human Resource Management Professional. Visit www.chrmp.comDear [employee name],
This to inform you that your employment with [company name] will cease after [date of
termination].
This termination comes as a consequence of your decision to take leave from work without
permission for a period of 15 days, and shall not be revoked.
You will receive your full and final settlement on your last working day.
You are requested to return your company laptop, ID card and mobile phone to the HR de-
partment on your last day of employment.
If you have any questions about this, please feel free to get in touch with [employee name]
at [email address].
Best regards,
[Name]
[Designation]
[Company name]
Email to Welcome a New Employee
Any person joining a new organisation is usually filled with anxiety and apprehension about
whether or not they will be accepted well by their new co-workers. A welcome email from an
HR professional that’s addressed to the whole team can help to relax the fresh recruit and
impart a sense of new belonging. This becomes an important part of an effective orienta-
tion process.
Some key things to be included in your welcome emails are:
• Mention the correct name of the employee and the team/department that he/she will be
joining.
• Provide a brief about his/her past education and experience.
• State one or more of their major past accomplishments.
• Put down the date and time they will be starting at the organisation.
• Write something to indicate the organisation’s excitement on their joining.
• Finally, wish the individual luck and express hope for a great association.
Sample
Page 21 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSubject: A very warm welcome to [employee’s full name]
Dear all,
Please join with me in welcoming [employee’s full name], who will be joining [company
name] on [date] in the role of [designation]. [He/she] will be reporting to [manager’s name].
[Employee’s first name] comes from [city or town] and has relocated to [city/town] for work.
[He/she] was awarded [educational qualification] by [institute name]. Since then, [he/she]
has amassed [number] years of experience in [field name].
In [his/her] spare time, [employee’s first name] loves to pursue activities like [list hobbies].
On behalf of the [company name] family, I again welcome [employee’s first name] and wish
[him/her] a long and successful career with us.
Warm regards,
[Name]
[Designation]
[Company name]
Email Enquiring About an Employee Who is on a
Prolonged Period of Leave
When an employee doesn’t resume work or does not contact his/her superior after an ap-
proved period of leave concludes, the organisation should try to make contact. Usually, an
email from the HR department is sent, asking the concerned employee to get in touch with
the Human Resources team by a certain date.
Such an email should include the following elements:
• State the date from which the individual has been absent.
• Inform him/her that he/she doesn't have any leave days remaining.
• Give one or two sentences that show concern for the employee.
• Talk about the disciplinary action that will be taken if this is a case of misconduct.
Sample
Subject: Warning owing to prolonged absence
Dear [employee name],
Page 22 Become a Certified Human Resource Management Professional. Visit www.chrmp.comI am writing to address your prolonged absence from work since [date]. I wish to clarify a
few things regarding your current leave status, [company name]’s expectations from you
and your apparent failure to adhere to company policy in this respect.
Please note that your leave was approved from [date] to [date], and you were expected to
report back to work on [date]. Neither have you reported back to work, nor have we received
any further communication from you. We would first and foremost want to check that you
are well, but we have not received any medical certificate or even a leave request from you
on medical grounds.
As per company policy, under these circumstances we must first put you on unpaid leave,
commencing immediately after your available leave days are exhausted. If no communi-
cation is then received, there remains no option but to terminate your employment. Your
absence has already exhausted all your available leaves and now you are in the stage of
unpaid leaves.
We expect a reply to this email by [date], failing which we will be forced to terminate your
employment, effective [last date of working].
Best regards,
[Name]
[Designation]
[Company name]
Announcement of an All-Department Meeting
Organisations conduct regular meetings with their employees at different levels. HR profes-
sionals are usually involved in writing the emails required to inform those concerned about
meetings to be held at the broader organisational level.
These emails should have some particular features:
• State the precise agenda for the meeting in the body of the email, and give the detailed
agenda in an attachment.
• Mention the date, start time, duration and people who will be attending the meeting.
Also, it is a good practice to mention if any special speakers will be attending.
• If the meeting is to be broadcasted over the Internet to enable remote employees to
participate, this too can be mentioned along with joining details.
• Emphasise the importance of the presence of everyone concerned.
• Mention exceptions if there are any.
• Finally, re-emphasise that everyone would be waiting and looking forward to meeting
them.
Page 23 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSample
Subject: All-department meeting update
Dear [employee name],
We will be holding an all-department meeting on [date] from [start time] to [end time] at
[venue].
This meeting is to discuss the general performance of the organisation during the past
quarter and the expected performance for the current quarter, so that everyone in [company
name] can stay updated about company progress.
Our CEO, [name], will open the meeting with a keynote address, and this will be followed by
a short speech from each of our three department heads.
We also plan to come up with a course of action for the next quarter, and want everyone to
be a part of this process of deliberation and decision making. Although we have not made
attendance mandatory, we expect you all to be present on this occasion and contribute to-
wards the growth of [company name].
We look forward to seeing you at the meeting.
Warm regards,
[Name]
[Designation]
[Company name]
Email to Reject a Candidate’s Internship
Application
Often, organisations have internship openings for candidates who are currently in college
and want to gain work experience. Since they mostly do not yet have any experience under
their belts, it is only their academic qualifications that can be the basis for assessing their
capabilities. However, an organisation might still fail to find candidates suitable for fulfilling
the responsibilities they require and therefore want to send an email to inform those who
applied of their rejection.
Here are some things to include when writing an email on this subject:
• Thank the candidate for showing interest in your organisation.
• State that you found their profile interesting and saw merit in it.
Page 24 Become a Certified Human Resource Management Professional. Visit www.chrmp.com• Mention in a line or two why you are rejecting his/her candidature, despite it being
interesting.
• If his/her candidacy is very good, you may want to mention that you will retain their de-
tails for future reference, and undertake to get in touch if any suitable internship position
becomes available in future.
Sample
Subject: Decision on your internship application
Dear [candidate name],
Thank you for your application for the position of [designation] with [company name].
We reviewed your CV and were impressed with your background and the projects you have
completed during your second year of higher studies. However, after careful review of your
full application, we have decided to extend the current internship to another candidate who
has completed two previous projects in the same industry.
We would like to retain your details in our database. In case of any requirements in the
future where we find a match between the opening and your profile, we shall definitely con-
sider your candidature. In the meantime, we appreciate your interest in our organisation and
wish you luck for all your future endeavours.
Warm regards,
[Name]
[Designation]
[Company name]
Email Denying Long Leave Request Due to
Non-Availability of Staff
Employees sometimes ask to take leave for longer durations than average. However, it might
not be possible for the HR department to approve all such requests. This denial should be
conveyed in the right tone and manner.
• You should keep the following things in mind as you compose this email:
• State that the request can’t be approved.
• Mention the reason why the requested leave is not possible.
• Include a sentence of apology for any inconvenience caused.
• Ask the employee to apply for leave during another period.
Page 25 Become a Certified Human Resource Management Professional. Visit www.chrmp.comSample
Subject: Your leave request
Dear [employee name],
Thank you for your email.
We understand that you are looking for a vacation leave of 12 days to visit your hometown.
Unfortunately, we regret to inform you that your leave request from [start date] to [end date]
cannot be approved. Please note that this decision has been taken keeping in view the ratio
between the staff count and workload during the period in question.
As per the company’s leave policy, we grant leave on a first come first served basis. Since
it will be a festival time, some other employees had already applied for an extended leave
during the same period, before your application came in. Moreover, as you are aware, the
footfall in our stores increases at that time owing to the offers we run during festivals, which
requires us to maintain a minimum headcount.
Please allow me to offer my sincere apologies for any inconvenience caused. I very much
hope you understand the situation.
Please feel free to apply for leave during different dates.
Warm regards,
[Name]
[Designation]
[Company name]
Email Announcing Employee of the Month
Employee branding is a useful tool in the hands of the HR department, which it can use to
motivate and engage its employees. One way of achieving this is by announcing an ‘Employ-
ee of the Month’. Companies do regular performance reviews, and based on certain criteria
they can choose an employee who stands out from his/her colleagues. This recognition is
awarded to the employee by way of an organisation-wide email.
When writing such an email:
• State who has been chosen as the employee of the month and why.
• Congratulate the employee on being chosen for the coveted title.
• Mention the process that resulted in this choice.
Page 26 Become a Certified Human Resource Management Professional. Visit www.chrmp.com• Mention if they will receive any kind of special reward.
• Talk about how difficult it is to be chosen for this reward. You may also mention who else
were close competitors.
• Congratulate again and close.
Sample
Subject: Employee of the month
Dear all,
It is with great pleasure that I announce that [employee’s full name] has been chosen as our
Employee of the Month for [month].
Congratulations on your achievement, [employee’s first name]!
[Employee’s first name] has achieved a CSAT score of [score%], based on customers’ feed-
back. As it happens every month, all departments submitted one name based on CSAT
scores. Then a voting process was conducted through a secret ballot. As per the company’s
rewards policy, the winner receives a $500 Amazon gift voucher.
It is not an easy feat to achieve the status of Employee of the Month, as it requires dedicated
effort throughout the month. [Employee’s first name] has admirably demonstrated [his/her]
commitment to the cause.
Congratulations once again, [employee’s first name]! Dare we say that we hope that you will
even surpass this performance in future.
All the best for your future months!
Warm regards,
[Name]
[Designation]
[Company name]
Email Asking Employees to Participate in
Employee Survey
Employee surveys are not perceived positively by most employees, as they frequently hold
the belief that the results will be ignored and that there will be consequences if it's felt that
one has made complaints or criticisms. Therefore, employees do not always take the ques-
tions posed seriously. However, if the responses are assimilated prudently and an impartial
Page 27 Become a Certified Human Resource Management Professional. Visit www.chrmp.comanalysis is done, such surveys can still be of great use.
Here are a few points to remember while writing a persuasive email to encourage participa-
tion in an employee survey:
• State the significance of the survey, with points on how it will benefit the organisation as
well as individual employees.
• Emphasise that answers will be kept confidential and will not be used in any way that
may affect individuals’ employment.
• Provide another final persuasive and reassuring statement to motivate employees to
participate.
• Mention when the collated results of the survey will be available.
• Thank the employees in advance for filling out the survey.
Sample
Subject: Invitation to our employee survey
Dear [employee name],
We have all had a variety of experiences during our tenures at [company name]. Here’s your
chance to tell us everything that’s in your mind regarding the organisation!
Through this email, I would like to invite you to fill out the attached employee survey. Rest
assured that your responses will be kept confidential. You may even choose to leave your
name blank if you wish.
We want to incorporate certain changes throughout [company name], so that every aspect
of your employment here meets and exceeds your expectations in all possible ways. Al-
though we have changed many things here already in recent times, we feel that there is
always some room for improvement. And hence, this survey!
We want to hear your opinions on our benefits, work rules, management style, products and
marketing efforts. Individual forms and responses will not be made available to those at
managerial level, only aggregate results will.
Please fill out the form, at the end of which you’ll find a separate identification ticket. Please
record the number and you will receive a reward when you submit it on the ‘lottery page’ of
the company’s Intranet.
Do let me know if you have any questions.
In the meantime, I would like to take the opportunity to thank you for your participation.
Page 28 Become a Certified Human Resource Management Professional. Visit www.chrmp.comWarm regards,
[Name]
[Designation]
[Company name]
Email to Introduce an Employee Referral Bonus
Programme
Existing employees are a great source of future recruitment. Companies value their employ-
ees’ opinions about who among their friends or relatives could be an asset to the company.
While this can lead to savings in recruitment costs, it also becomes a tool for retaining em-
ployees. For this reason, most organisations have referral bonus programmes.
While informing employees about such a programme through email, try to include the
following:
• Explain the programme in detail.
• State any exceptions, if relevant.
• Mention why the programme has been introduced and its benefits to the company and
employees.
• State what benefits will be due if a referral results in a hire.
• Thank them.
Sample
Subject: Introducing our employee referral programme
Dear all,
We are pleased to introduce a new employee referral programme at the company!
At [company name], we have always valued our dedicated workforce. We also know the
challenges an organisation like ours can face while seeking new staff who can fit into our
culture well. In the past, we have seen especially positive contributions made by employees
who were referred by one of you.
Therefore, we have decided to reintroduce our employee referral programme from next year
and provide opportunities to your family and friends through you. Referring employees will
be rewarded as well. Here’s how it will work.
Any eligible employee (by which we mean full-time and part-time regular employees, not
Page 29 Become a Certified Human Resource Management Professional. Visit www.chrmp.cominterns, sorry!) will earn a reward of $2,000 if they refer an applicant and that person is hired
by the company. The applicant must list your name as his or her referer at the time they first
apply for a job. The referred employee must then remain employed with the company for a
minimum period of six months.
To avoid any bias, employees from the recruitment team will not be able to participate in
this programme. Although they can refer anyone, they sadly won’t be eligible for a referral
bonus.
To know further details about the policy, please obtain the policy manual from the Human
Resources Office.
We look forward to your wholehearted participation in this programme!
Warm regards,
[Name]
[Designation]
[Company name]
Email Introducing a New Policy an
Accepting Gifts within the Company
An organisation’s policies cannot remain stagnant, and need to evolve as its structure or
processes themselves change and evolve. Along with revisions in existing policies, there
could also be the introduction of a completely new policy. Employees need to be informed
of such changes, as they are the ones who will be required to follow the rules diligently.
Here are a few things to include:
• State the policy name.
• State the purpose of the policy.
• Mention if any exceptions may be made.
• Mention the date from which the changes will come into effect.
• Mention the disciplinary action that might be taken if the policy is violated.
• Since it’s an email about a sudden change, ask employees to refer to the company’s full
policy manual for comprehensive details.
• Also state to whom employees can reach out if they have any queries
Sample
Subject: New gift policy
Page 30 Become a Certified Human Resource Management Professional. Visit www.chrmp.comDear all, We are introducing a new gift policy for all permanent employees of [company’s name]. Ef- fective from today, [date], no [company name] employee is permitted to offer or accept gifts of any value to/from any employee, vendor, customer or any other external stakeholder. This policy has been framed with the purpose of avoiding any breach of confidentiality or unnecessary exchange to the benefit of vested interests. It will also provide clarity to em- ployees on where to draw the line when accepting or offering gifts. For the avoidance of doubt, ‘gift’ here can mean anything such as pens, stands, shirts, watch- es, bags, chains or similar that have some commercial value. Please note that this also applies to all vendors and clients of [company name]. When you are offered a gift by someone, you are expected to politely refuse. In case there is a repeated request to accept the gift, please bring it to the notice of the HR department immediately. We expect our employees to demonstrate the highest standards of ethics in all matters when interacting with any internal or external vendors and suppliers. The only exception to this policy is when someone receives a gift at an event or conference as a token of gratitude or appreciation. Cards and thank you notes are also exempted from the list of gifts. If you receive a gift through courier or post, you may return it via the same means with a note stating that our policy does not allow this. Edible items given as a gift that can’t be returned must be shared with everyone. The full policy has been added to the company’s policy manual. Please refer to it for any required clarification. For any outstanding concerns, please contact your HR business partners. Warm regards, [Name] [Designation] [Company name] Page 31 Become a Certified Human Resource Management Professional. Visit www.chrmp.com
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