How Can I Improve This Employee Circular Before Sending It Out?

Dear All, Kindly help me. I have to send the below information to all my employees, so kindly let me know the corrections or any other suggestions if any. I'm waiting for an immediate response from you all.

Employee Work Schedule and Office Protocol

1. This is to inform you that all employees are requested to complete their day-to-day work schedules before 07:00 PM. If there is any urgent requirement, work can be continued with the approval of the concerned HOD/Director of Operations.

2. Employees working before or after office hours (except 08:45 AM – 06:00 PM) should inform the system personnel to continue the server process.

3. Before going to lunch in the afternoon or leaving for home in the evening, all employees should turn off their computers. Kindly switch off the lights and A/Cs as well. This will help us save electricity.

Regards,

Dear Suganyahari, First and foremost, you deserve appreciation. In this forum, a large number of such requests are made; however, the members were reluctant to prepare a draft of the circular or notice they would like to circulate. It is good to note that you have prepared something on your own.

The revised draft could be as below:


1. It is observed that a few staff members work well beyond stipulated working hours. Finishing day-to-day work during office hours is in the interest of the organization as well as personal life. Therefore, all staff members are to note that they have to complete their work every day by 07:00 pm. If the situation merits their stay beyond this time, staff members have to obtain written permission from their respective HOD or from the Director of Operations. Staff members' stay beyond 07:00 pm is subject to this written permission.

2. Early coming to the office or late sitting requires intimation to the Systems Department to maintain the continuity of the server process. Therefore, whoever obtains permission to work early or work late must pass on the corresponding information to the Systems Department.

3. While at work, we expect the staff members to be energy-conscious. Whether during working hours or otherwise, staff members are to turn off lights, computers, air-conditioners, etc., whenever they are away from their workplace. This will curtail power consumption.

Director/GM

Note - While writing business letters, notices, etc., it is important to give introductory sentences and then start with the main topic. Introductory sentences or transitory sentences give an easy flow to the topic or between two paragraphs.

Ok...

Dinesh Divekar [Phone Number Removed For Privacy Reasons]

Dear All,

I am Jigar. I have to issue a circular in my office requesting employees not to play any music. The loud music is causing many employees to lose concentration on their work. This policy will be effective immediately. I have also attached some points related to the restriction on playing music.

Please provide me with an email format to communicate this message to all employees.

Thank you.

I would like to inform you that in the afternoon, before going to lunch, and in the evening, before leaving for home, everyone should turn off their computers, laptops, and monitors. This will help us save electricity.

Could you please help me draft this email that I can circulate to all staff members? Also, what should I write in the subject line?

Thank you.

Dear employees,

It has been brought to our attention that many employees have developed the habit of leaving the workplace without switching off the computer monitor when they go for lunch. Additionally, many employees fail to switch off the computer when they leave the office after shift hours.

All are hereby requested to ensure that the computer monitor is switched off during lunch and that both the computer and the main power plug are switched off when leaving home after office hours. This will help us save electricity. Your cooperation is appreciated.

Apart from the above circular, please consider pasting some slogan notices at the workstation like:

"Like money saved is money earned, power saved is power generated."
"Please switch off your computer monitor when not in use."

Regards

Please help me to write a circular to all employees to use the HR software for applying for leaves. Currently, employees are applying for leave via email instead of utilizing the HR software. This practice makes it challenging to track leaves efficiently.

Thank you for your assistance.