How to write a circular for all employees that they should maintain timings (punctuality) - Doc Download

Dear All, My office timings are from 9:30 to 6:30. Please guide me on how to write a circular for all employees instructing them to maintain punctuality with their timings.

Dear Lakshmi,

Please follow this format:

"This is to inform you that all employees should strictly adhere to the office timings (9.30 to 6.30). Employees who violate the office timings will be noted and remarked upon during the appraisal period. Therefore, please ensure punctuality.

Thank you,
HR Department."

Dear Team,

Hi Lakshmi,

Below is the given format. We are hearing a lot of complaints regarding the late arrival to the office. The office timing starts exactly at 9.30 AM, and everyone is instructed to arrive on time. Any employee who arrives after 9.45 AM will be marked as half-day absent, and this policy will be strictly enforced from (Date) onwards. We need your cooperation on this to maintain a healthy work environment.

Thank you.

Hope the attachment would help you to some extent!

Hope the attachment would help you to some extent!

Hi all,

Good question. A policy, of course, has to be in place for attendance; that's the primary requirement. However, you still see people reporting late to the office. If it's between 5 to 15 minutes, it's still okay, but if they are late by hours or so, do not hesitate to deduct their amount.

The drawback to this is that employees giving their extra hours may not cooperate going forward. They will always argue that if you deduct the amount for being late, then you should also pay overtime for staying late. Basically, some amount of flexibility is required.

Furthermore, there are many ways of addressing employees, like the examples below:

1) Remove the milk from the teapot and say the office boy is late the way you are.
2) Do not clean the toilet early in the morning and say the cleaner is late the way you are.

I think if you implement this for a day, things should improve. Do not hesitate to communicate this to all users, indicating they are among the latecomers.

Soon, you will see progress. Trust me; this is a tested method.

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I have corrected the spelling, grammar, and paragraph formatting while preserving the original meaning of the text. Let me know if you need further assistance.

Hi,

Can you tell me how we can keep track of service hours for those employees who are involved in marketing jobs and who have no fixed office schedule (like 9.30 to 6.30)? Sometimes they need to meet clients outside the office for a few days, and sometimes they need to attend to clients at night via instant messenger (if the client is from the US). Therefore, there is ample opportunity for not being able to avail proper working hours (exact and total) for marketing personnel.

Can anybody help with this regard?

Thanks,
Animesh.

Circular

TO ALL CONCERNED

Punctuality in attendance and the unfailing observance of work discipline in all spheres are watchwords of an organization for its success. It has been observed that there is growing indiscipline among the workmen in many areas of activities of the organization, which has been causing tremendous inconvenience to customers besides tarnishing the image of the organization. As a manufacturing organization, the management can ill afford to sacrifice time discipline amongst workmen. Therefore, it has been decided by the management to give the highest priority to toning up discipline, which alone can increase productivity and meet customer requirements. All are expected to extend their fullest cooperation to maintain the highest level of disciplinary standards.

Name - xxxxxx

Designation - xxxxxxx

Dear Lakshmi,

Please find the circular and kindly make changes as per your organizational structure.

Regards,

Ramnath

Ref No: Date: Place:

CIRCULAR

To,

The Staff,

Corp Office,

Sub: Enforcing punctuality in attendance.

This has been observed that in recent days there are a lot of irregularities and indiscipline among some of the staff, which has caused tremendous inconvenience to the organization as well as the related customers. As a service-oriented company, there will be some flexibility for some employees, which is permitted by their respective Department heads, but not for all.

Here onwards, the Management will not tolerate such irregularities and inconveniences. Therefore, all employees must be on time, and any late arrivals or absences from duties without permission from the Department Heads may result in necessary action by the Management.

OR

Take Notice:-

Henceforth, if the management finds such irregularities in the working atmosphere, which goes against the "Rules & Regulations" or "certified Standing orders" of the company, as explained during the employee induction, the management will not tolerate it and will take action accordingly.

Kindly sign in the enclosed Annexure - I,

Director or Concern Head or Authorized Signatory

Enclosed: - Annexure – I

Lots of grammatical and typographical errors have crept into the draft circular. Kindly correct before the actual issue if you intend to use the circular.

Dear All:

Our office starts at 8:30 am, and I want all of you to be here promptly by 8:30 am. If for any reason you are unable to arrive on time, please be advised that you are required to work a minimum of 9 hours per day, including your lunch break. Your tardiness should not have an adverse effect on the targets assigned to you.

For those who arrive at the office after 9:30 am, it will be considered as taking half-day leave.

Dear Mr. Raj Kumar,

Lots of grammatical and typographical errors have crept into the draft circular. Kindly correct before actual issue, if you intend to use the circular.

As per Laxmi's requirement, we are not here to teach or make any drafts. The posting was an example to help her, and if you really want to create an exact circular or notice, I think she will pay you. Go ahead.

Regards,
Ramnath

Hi Ramnath,

While appreciating your efforts in helping the needy members by providing examples of required material, I feel sorry for making you feel bad. I just pointed out the grammatical errors so that she'll be careful when making a fair copy of the circular.

And dear friend, we are not here to seek any monetary compensation for our voluntary efforts, so the question of making any payment doesn't arise at all. How did it cross your mind? To me, it sounds insulting.

Warm regards.

Following can be the notice for Time Management:

The normal work schedule for all employees and associated members is 8 hours a day, from 10:00 A.M to 6:00 P.M, Monday to Saturday. Failure to report to work on time and tardiness will result in being marked as absent for the day.

Reporting to work regularly and on time is essential, as lateness or absences interfere with the daily operation of the company and place an extra workload on fellow employees.

Regards,
Ankita

Dear Lakshmi,

Considering that this is your first post, I wish to help you with a draft of the proposed Circular. Here's the required link: Sample/specimen CIRCULARS - a knol by Raj Kumar Hansdah. This is a legally-compliant draft, vetted by Law Officers of reputed Corporates. You can amend the short, crisp draft to suit your specific needs.

Warm regards.

Hello Lakshmi,
i want to suggest you to handle this matter softly, instead of mailing timing strictly. Mail some thing nice which employee should feel Good and shouldn’t react on this like " why Don't you start some thing "Swipe to Run"...
This is the one which, I follow in my company. See i will explain you. Marks A nice mail to employee telling that we have Start a policy or event. Swipe To Run. The Employee who come before there timing for 20day, one leave will be credited to there leave account and as well as there will get some gift from company, you can choose 3 employee by looking of there in-time into the office premises. and you can gift them some think like chocolate Box / Pen. Hope all would like my suggestion.
if yes Do reply

Dear All,

Most of our staff are misusing the work-from-home concept. Finally, our management has decided to completely remove the option of working from home, and everyone must now work from the office itself.

To send a circular to all staff, kindly provide me with the format for the above.

Thanks,
Perinm

Lunch time for the Production Department is from 1:00 PM to 1:30 PM, and for the Account and Sales Department, it is from 1:30 PM to 2:00 PM. Any other members who are too busy can have their lunch break from 2:00 PM to 2:30 PM. The lunchroom will be closed strictly after 2:30 PM, so please follow these instructions.

Yes, this is a good idea and can build a good relationship with each and every one. In that way, it can encourage others to maintain time management.

Hi,

Can you please tell me how we can keep employees to work 12 hrs instead of 9 hrs in restaurants? Due to fewer work hours, my staff cost is going high. Please help me.

Can anybody help with this regard?

Thanks,
Falak.

Subject: Guidelines for Sending Holiday List and HR Circular via Email

Hi team,

I hope this message finds you well. As we approach the holiday season, I would like to provide some guidance on how to send the Holiday list and HR circular to all employees via email.

When composing the email, please ensure that the subject line is clear and specific, indicating that it pertains to the Holiday list and HR circular. This will help employees easily identify and prioritize the information.

In the body of the email, start with a warm greeting and a brief introduction before attaching or including the Holiday list and HR circular. Clearly outline any important dates, deadlines, or instructions related to the holidays to avoid any confusion.

Additionally, remember to use a professional tone and format in the email. Proofread your message for any errors before hitting send to maintain a professional image.

If you have any questions or need further clarification on sending out the Holiday list and HR circular, please feel free to reach out to the HR department.

Thank you for your attention to this matter.

Warm regards,

[Your Name]
[Your Position]
[Company Name]

How to write a notice regarding a holiday that falls on a working day for those who are deputed on examination duty.

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Dear Team,

I hope this message finds you well. I am writing to inform you about the upcoming holiday that coincides with a working day for those who are currently on examination duty.

Given the nature of your responsibilities during this time, we understand the challenges this may pose. Therefore, please be advised that arrangements are being made to ensure that your duties are appropriately covered while allowing you to observe the holiday.

We appreciate your dedication and hard work, especially during this critical period. Should you have any questions or concerns regarding this matter, please do not hesitate to reach out to your supervisor or the HR department for further clarification.

Thank you for your understanding and cooperation.

Best regards,

[Your Name]

Dear all,

Please help us understand the difference between a resigned employee and a departed employee.