Need Help Drafting a Professional Email About Annual LTA Transfers to Employees

Request for Assistance in Drafting LTA Circular

I need to send a circular stating that henceforth the LTA amount will be transferred to the employee's account only once a year. How can I draft this in a professional manner and send an email to all employees? Please assist me in drafting the email.

Thank you.

Regards

No one other than you knows the requirements of your company very well. You should write the draft on your own and post it here. Seniors will correct it. 100% spoon-feeding by seniors is not in your interest.

Ok...

Regards,
Dinesh V Divekar

Agree with Dinesh Divekar. Prema, please compose a draft and publish it on this forum for further corrections from seniors.

Dear All,

Please find the draft below:

This is to inform you that the LTA for the calendar year will be credited to your respective bank accounts by tomorrow evening. For those who joined in the middle of the year, a proportionate amount will be credited taking into account your date of confirmation or joining. Similar to the bonus, LTA will be credited on a specific day for all by the end of April. If you wish to take LTA leave, you can inform me as usual, but the LTA amount will only be transferred by the end of the financial year. For those who have not taken LTA leave, we will deduct 5 Earned Leave from your leave account.

Is this acceptable, or are there any changes that need to be made? Please advise.

Dear Prema,

The draft could be as below. I have prepared it as per my understanding. However, you can make changes as per your requirement.

Date: -

Office Circular No ---/2011: Disbursement of LTA

All the staff members are hereby informed that the rules for the disbursement of LTA have been revised. Hitherto, the LTA was paid as and when the claim was received. However, it has been decided to streamline this process.

Hereafter, irrespective of the receipt of the LTA claim, the claim will be settled in the month of April. The last date for the receipt of the claim to the HR Department is 31st March. Claims received after this date will be settled in the subsequent financial year.

Upon receipt of the LTA claim, the HR department will vet and process the claim and forward it to the accounts department. The accounts department will scrutinize the claim and keep it pending for payment.

In the month of April, a designated member of the accounts department will initiate the payment process. The claim amount will be directly credited to the bank account of the employee, and no separate cash or cheque payment will be made.

Employees who join the company in the middle of the year can also make the claim, but they will be paid a pro rata amount. However, the employee must have completed 90 days of continuous service (including Sundays and holidays) to become eligible for this pro-rata amount of LTA.

The rules for the submission of the original copies of tickets of rail travel or boarding passes for air travel along with the LTA Claim Form will remain the same, and there is no change in these rules.

Staff members who do not avail of any leave will be paid a fixed amount as LTA as per their designation. They need to submit the LTA claim form even for this blank claim. However, for the payment of the blank claim, their five days of earned leave will be deducted. If they do not wish this deduction of the five days leave, then they will not be paid any LTA amount.

Authorised Signatory

Point No 7: By the way, I did not understand the exact meaning of the statement "For those who had not taken LTA leave, we will deduct 5 Earned Leave from your leave account." I have written it as per my understanding; however, you can make necessary changes as per my requirement.

Thanks,

Dinesh V Divekar

[QUOTE=premacitehr;1528473]
Dear Shaik,

Thanks for posting your comments. Please note that I am not taking this site for granted; that's the reason I drafted and asked for suggestions. I am the only HR person in my company, and there is no senior to guide me. In this case, asking for suggestions is not wrong.

Dear Ms. Prema,

I am glad to know that you are the only HR person in your organization but felt really concerned when I learned that there is no senior to guide you. Within your organization, have you ever tried to seek guidance or help from those who have a good command of language or possess letter drafting skills? I am sure there should be someone who can help you out. This is the best way to engage with your employees and build employee relationships within an organization, which is highly valued in every organization, irrespective of its size. Please correct me if I am wrong.

With profound regards.

Dear Shaik,

Ours is a small company. I can't approach them for this kind of help because they themselves are not great at drafting emails. The only person I can approach is my CEO. I do seek his help, but if I go to him for every email, he may start to think that I am inefficient. That's the reason I joined this site. Anyways, let me try to improve myself in written communication.

Drafting comes with experience, depending on whether the HR person just sits in the office and lazes around or really learns something new. Drafting is not a big task; just go through documents, letters, and circulars to observe the language used. Also, drafting depends on your company type. Government and semi-government organizations have a specified format of drafting (e.g., the one put up by Dinesh). Every circular needs to be in the proper format, printed out, and signed by all employees.

Private companies, MNCs, and corporations have another approach. In private companies, you often receive emails with casual language like "Hi all" and casual talk, so they might just draft an email and send it via email only. Depending on your company type, always strive to learn new things.