I want to know a how to write a official mail when I have to inform to something. For example I have to inform to my staffs that no body is allow to take any leaves on monday.
Best option would be that you make it a part of policy after taking approval from management committee. May be you can present it this way that if anybody who has opted for leave on saturday if working than they cannot take leave on monday. In case a penatly made be kept that if if a person takes a leave on friday or saturday and he also takes the leave on monday that at a stretch 4 days leave would be deducted and so on. You may consult your senior before making or applying the same in HR policy.
Whatever might be your compulsions, it's not legally valid to restrict anybody to avail or not to avail leave. Instead you can issue a general circular/mail advising
"everybody to avail leave only after obtaining prior approval of competent authority except on extreme unavoidable circumstances like accident, ill health etc. regularisation of which is within the discretion of management. And non adherence of this stipulation will attract action as indiscipline"
I am also confused about your exact requirement.
But if you have to inform it to all then write down it in the 'Circular' form.It can be like this
To All Employees,
This is to inform you all that Management has decided that further on no employee will be allowed to take any type of Leave on Monday.
In extreme urgent cases only on the basis of approval from concern HOD the Leave will be considered on Monday. Prior Intimation to HR Department is necessary.
In case of any queries please contact to the undersigned.
All the concerned hereby advised pls not remain absent on dated 7/01/2013 due celebration of annual function as companies all the governing bodies will be present on the occasion so all the employees are advised to pls do not remain absent on 07/01/2013 all the hod are requested pls circulate the same to their insubordinate so that every one would be aware & could ensure their presence except extreme situation hope every one would like to co-operate in this regard.
Thanks & regards,
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