Need Help Improving a Draft Circular for New Branch Office Timings – Any Suggestions?

Dear All, Can any of us please share with me a draft circular on informing office timings to staff? This is to circulate among our staff appointed at our new branch in another location. I have prepared a draft. It would be helpful if the same is modified in a better way. Please help.

Thanks,

Regards, Meera

You can also mention that employees can avail themselves of a 30-minute lunch recess during duty time every day, in consultation with the respective in-charge of the departments.

You can consider putting the effective date of implementation of office timings, or you can add "with immediate effect." Duty time and break time should be mentioned separately.

When the circular is issued from the desk of the Head of HR (through the Executive Director), the signing authority shall be the Head of HR and not the Executive Director.

If you want to make a change, it should probably be as below (or it can go as it is).

Notification of New Timings

This is to inform all our staff members that the timings for each of the following functions at ________ Center will be as under with effect from [B][\/B]* (Date). The staff members working for each of the departments must be at their designated workplaces by that time. You are all requested to strictly follow the timings to maintain discipline and ensure customers are not inconvenienced.

Override of Previous Communications

(You can add if you want:) This circular will override all previous circulars, letters, and communications regarding work timing for each of the staff members of the concerned center.

Lunch Break Policy

Please note that a 30-minute lunch break will be given to the staff members, which should be used/adjusted in such a manner as to not leave any station unattended and keeping in mind the flow of patients and pending work.

Contact for Queries

In case of any doubt or problem, you are required to approach Mr. [B][\/B]**, Center Supervisor directly.

Adding more in said context, please check whether information regarding the shift timing has been sent to the concerned department because it is mandatory as under -

Section 61 in The Factories Act, 1948

Title: Notice of periods of work for adults

(1) There shall be displayed and correctly maintained in every factory in accordance with the provisions of sub-section (2) of section 108, a notice of periods of work for adults, showing clearly for every day the periods during which adult workers may be required to work.

"Any proposed change in the system of work in any factory which will necessitate a change in the notice referred to in sub-section (1) shall be notified to the Inspector in duplicate before the change is made, and except with the previous sanction of the Inspector, no such change shall be made until one week has elapsed since the last change."