In recent times, improved technology has enabled many employers to experiment with having a work from home policy (or/and a remote work policy) for employees. For some companies, it has become a common practice; they either hire professionals who work fully remotely – even in different countries – or offer flexible work from home/remote work opportunities as benefits. How do they make itwork? Usually, they provide employees with all the necessary gear, from live-messaging to project management tools to work virtually almost in the same way as they would in the office.

But not all companies and employers are familiar or comfortable with this relatively new work arrangement. They have more traditional operational systems and employees may not always be so tech-savvy. Not to mention that several roles require in-person contact or communication, for instance in healthcare or front-facing customer service, and telecommuting (yes, this is another word for work from home) is not a viable solution for them.

However, in certain cases, transitioning to work from home becomes imminent, for example during a health crisis (see COVID-19 in 2020) or even less complex situations, like moving to a new office. So, if you’re new to this – particularly to mitigate any kind of breakdown in workflow – the first thing you need to do is ensure that employees have everything they need to work effectively. If you cannot offer appropriate equipment and tools, be honest about it and figure out solutions with them (for example, allow use of personal laptops or permit them to attend meetings via phone).

Once you’ve ticked this box, share some tips with your employees on how to navigate through working from home successfully, avoiding undesirable consequences that might occur down the road such as lack of clarity in tasks, difficulty in communication, and common distractions in the home.

Here is our working from home tips email template:

Email subject line

Working from home tips for success

Email body

Dear [all/name of employee],

You’re about to experience the world of telecommuting (if you haven’t already). There’s a lot to gain; flexibility and better work-life balance are the two main pros. But, working virtually can be challenging at times, especially for those who are not familiar or even comfortable with it. That’s why we decided to put together some tips for you on how to effectively structure your day to remain productive and energetic.

Useful working from home tips:

• Craft a daily work routine: To put it simply, do what you would do in the office. Follow a certain schedule, structure your breaks, and in general, create rituals. This will help you stay more focused and keep your energy at a good level.
• Stick to your working hours: In the same tone, retain your working schedule as much as you can. We expect you to work for specific hours per day; if you need to change this plan for personal reasons, discuss it with your manager first. Let your team members know when they can reach out to you throughout the day and be available to them – they will be there for you, too.
• Stay online: It’s important to stay connected with your team and colleagues. Check your e-mail and [messaging app] regularly to receive your team’s requests and questions. Keep your calendar updated and hop into meetings with your camera and mic on. If you face issues with any of your primary tools, [e.g. mention main tools or apps], reach out to [IT/other department] at [address and/or phone number] to work on quick solutions and inform your team leader about it.
• Check your internet connection: Make sure you have a secure internet connection and fast enough to keep things rolling at all times. Follow all internet security guidelines diligently and do not connect to untrustworthy providers.
• Create a workspace: Having a dedicated room/desk/corner, where you can sit comfortably solely for work, will help you concentrate more. Keep all essential items within your reach. If you live with family or roommates, be transparent with them about your expectations during work time, especially when you are in calls/meetings with colleagues, customers, and partners.
• Limit distractions: Whether that’s scrolling through social media or cooking your lunch, it’s better to separate work from personal duties. This will enable you to retain your focus and dedicate your time to your duties.
• Share your thoughts with your manager and team: Working remotely sometimes can lead to the fear of missing out. Remember that your manager and team members are always there to hear your ideas and updates. Welcome their feedback to boost your performance and feel free to openly communicate your concerns with your teammates.
• Remember to socialize and have fun: Relationships with colleagues are important. Having them around only virtually can become confusing. The good thing is you can still get to know them during 1:1 meetings and calls. Share a laugh whenever you can, and socialize. We trust that you know how to keep things in balance.

We respect that every person is different – we believe that you can make it work on your own terms. After all, we want to make sure that you have everything you need to contribute to our mission and make the best out of this journey.

Email sign off

Thank you,

[Your name]
[Your e-mail signature]

You can also get answers to common questions around remote work in our FAQ guides:

• Remote Working FAQs
• Remote Hiring FAQs
• Remote Onboarding FAQs

The post Working from home (WFH) tips email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

We’ve created the following email templates that you can download, customize and send to your teams to inform them about your company’s preventative measures against COVID-19, also referred to as the coronavirus. It’s useful to scale your outreach to the staff based on the current situation in the region where you operate. Also, make sure that you keep the communication lines open, beyond those emails, so that employees can address their concerns or questions about the pandemic outbreak.

Phase 1: When the risk of transmission in your region is low

At this stage, it’s important to make employees aware of the situation and let them know that you might have to take additional measures if the virus outbreak spreads in your region. Focus your email on the importance of hygiene along with guidelines to those who have traveled or plan to travel to high-risk areas.

Subject line: Coronavirus preventive measures

Hi all,

We’re closely monitoring the updates around the coronavirus (COVID-19) outbreak. Although for the time being our region is mildly affected, we want to act fast and ensure we’re taking all the precautionary measures to avoid any risks.

This is why we’d like you all to pay extra attention and implement the following guidelines:

Sick leave:

• If you’re feeling sick, leave the office immediately and stay at home until you’re completely asymptomatic. Common COVID-19 symptoms are coughing, difficulty breathing and fever, but we ask you to use your sick leave even if you have the slightest symptoms in order to prevent potential infection in the workplace.
• If you are diagnosed with COVID-19, use your sick leave as usual. You can refer to our sick leave policy [insert link] for more details on the process. You can return to the office only after you’ve fully recovered, with a doctor’s note confirming your recovery.

Travel policy:

• As of today, all business trips to high-risk areas are canceled. (You can consult the WHO Coronavirus disease (COVID-19) travel advice for more details.) If you had a trip planned to those areas (e.g. for training or to attend a conference), we will try to rearrange that when we have official assurance that it’s safe to travel.
• If you have traveled to any of the high-risk areas (or if you’re currently there), please contact HR and your manager as soon as possible. We might ask you to work from home for 14 days until you’re fully asymptomatic and avoid all in-person contact with colleagues in the meantime.
• The above applies even if you didn’t travel, but you live with someone who did travel to a high-risk area recently (e.g. a spouse, a flatmate or a child).

Please don’t hesitate to reach out to HR if you have any doubts about which areas are considered high-risk. Also, as guidelines on international travel guidance are regularly updated, be mindful of any upcoming trips you’ve booked, including those in areas that are currently low or moderate risk.

Work from home:

• If you’re catering for a family member who’s been diagnosed with COVID-19, but can work, you can request to work from home. Talk to your manager to see if this is possible, based on current projects and team needs; if not, we’ll ask you to use your paid leave.

Hygiene:

We’re already cautious when it comes to office hygiene, but in times like these, we ask you to ensure you follow these official guidelines:

• Wash your hands regularly throughout the day for at least 20 seconds at a time.
• Use hand sanitizers with at least 60% alcohol – we’ve equipped the office so you can find one anywhere.
• Avoid touching your face – especially eyes, nose, and mouth – with your hands.
• Cover your mouth with your elbow when you cough or sneeze.
• Open the windows regularly to ensure regular fresh air flow.

Your health is our top priority, so we will keep an eye on any developments around the coronavirus outbreak and will let you know if there are any extra precautionary measures we all need to apply.

There’s no need to panic – let’s all contribute to keeping our workplace safe. Feel free to reply to this email or stop by HR if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

Phase 2: When the risk of transmission in your region is moderate

At this point, it’s time to start implementing stricter measures, such as restricting visitors to the office. You also need to get your teams prepared for the next phase. Remember that as the outbreak spreads, employees might start feeling stressed about it. So, make sure to give them clear guidelines and set the right tone so that they can all remain calm but cautious. Remember, you’re here to help and support them in any way you can.

Subject line: Coronavirus preventive measures

Hi all,

Following up from [last week’s] email and considering the updates of the coronavirus outbreak in our region, we want to take some extra measures to protect our teams’ health.

Visitors policy:

• Effective immediately, we’re restricting visits from external partners, customers, candidates and any other guests in our offices. Please cancel any meetings you’ve already planned with them and reach out to our IT department to get support on how to run these meetings virtually if possible.
• We are canceling any scheduled events that would take place in our offices. Don’t make plans to host other events until further notice.
• You’re also advised to refrain from visiting partners’ offices and scheduling meetings in coworking spaces.

Travel policy:

• All business trips, no matter the destination, are now canceled. If you have something planned, talk to your manager; we’ll try to rearrange trips when we have official guidance that’s it’s safe to travel.
• If you have recently traveled (to any location) or live with someone who did, please reach out to HR and your manager. As a precautionary measure, we might ask you to work from home for 14 days until you’re fully asymptomatic.

Work from home:

We’re expanding our work from home policy, so you can talk to your manager and HR about the option to work from home in cases where:

• You commute using public transit.
• You have a medical background such that COVID-19 could put your health at risk.
• You live with elderly/children/people with chronic diseases/etc.

In the following days, we will provide you with technical guidelines, along with some productivity tips, to help you work from home effectively. In the meantime, please reach out to your manager in order to coordinate regular meetings and workload.

For those of you who still work from the office, be extra cautious with hygiene and try to avoid overcrowding meeting rooms. In case you have the slightest symptoms (e.g. cough) but can work, don’t risk staying at the office. Talk to your manager immediately and work from home or get sick leave.

These all might sound like inconveniences, but they’re preventive measures we need to take in order to protect our health, and also not infect our loved ones or fellow citizens. We’re also doubling down on our efforts to keep the offices sanitized.

We will be monitoring the COVID-19 outbreak and will let you know as we have new guidance from the local authorities. Stay healthy and don’t hesitate to contact your managers or HR, if you have any questions or concerns.

Thank you,

[Your name]
[Your email signature]

Phase 3: When the risk of transmission in your region is moderate-high

At this stage, employees are already aware of the situation and – hopefully – getting preventive measures. But, with the COVID-19 outbreak officially declared a pandemic, you need to take even more drastic measures, like shutting down the offices and adopting a fully virtual work model. Employees are most likely expecting such a transition but make sure you give them all the necessary resources to adjust as smoothly as possible.

Subject line: Coronavirus preventive measures

Hi all,

I hope you and your loved ones are all healthy.

As we monitor the situation and follow the guidance of local authorities and the World Health Organization, we have decided to make work from home mandatory across the company.

Starting from [date] you’re all asked to work from home – our offices will be open in case you need to go and take your things (e.g. laptops, notebooks, chargers, etc.) or coordinate some details with your colleagues.

You can find here [link] comprehensive guides on how to work remotely effectively and what tools to use in order to keep being productive. Get in touch with your manager and team members to discuss best ways to connect virtually.

[You can also include specific, official guidelines from the government that may apply, such as pay to hourly employees, additional parental leave, etc.]

At this point, we can’t tell for how long we’ll have to work remotely but rest assured we’ll do anything we can to help you adjust to this new virtual work environment. This is a measure we need to take to protect our health but also minimize the risk of further spreading the virus.

We, in the HR team, and your managers are always available to discuss any questions or concerns you may have. If you’re unsure about something, simply ask and we’ll find a way to make it work for everyone. Above all, we want to remain safe, healthy and calm.

Thank you,

[Your name]
[Your email signature]

Email to managers and team leaders

This email can go specifically to managers and team leaders in order to keep everyone aligned. Many employees will have questions around the preventive measures, so keep managers informed about the best ways to address concerns that may come up. Make sure to update managers on any changes you make to company policies, e.g. if you decide to offer more flexible remote work options, as well as any guidance you have from the government.

You can customize the following email template during different trigger points to match the specific precautionary measures that you take against COVID-19 outbreak. Most importantly, provide managers some useful tips so they can help their teams remain calm and productive during these times of uncertainty.

Subject line: Team guidelines around coronavirus

Hi all,

As you know, we are taking preventive measures against the COVID-19 outbreak which means that we all need to adopt some new work habits. We rely on you to help your team members adjust as smoothly as possible.

We have already sent [or, we plan to send shortly] a company-wide email to announce some [additional] measures we’ll be implementing – please make sure that you and your teams are following these guidelines.

As we’re currently operating under some uncertain conditions, and we’re not in a position to predict how things will turn around in the next few weeks or even months, let’s all work together to ensure our team’s wellbeing.

Here are a few tips to keep in mind:

• Time off / Sick leave / Work from home: While we update our policies and share any changes we make, use your best judgment when a team member requests time off, sick leave or work from home. You can also proactively encourage employees to do so, taking into account that we’re not only protecting our health, we’re also protecting the health of those around us.
• COVID-19 symptoms: If any of your team members has even the slightest symptoms (e.g. cough, fever, difficulty breathing) ask them to go home. Be discreet; we don’t want to make anyone feel uncomfortable. This is a pandemic outbreak; it’s not anyone’s fault if they get infected, but we do need to minimize the risk. So, contact HR as soon as possible – we might need to sanitize the office or take other drastic measures.
• Remote work: As we’re transitioning to a virtual work environment, make sure your team is adequately equipped. Support them on tools you might start using, set some ground rules to enhance your communication (e.g. have video calls with the camera on) and be empathetic as some employees might struggle with finding a quiet space at home (particularly if they don’t live alone).
• Mental health: It’s natural that some of your team members might get stressed over this situation. Be there for them and let them know that we’ll all get through this tough time together. Try to avoid negative words that imply emergency and danger and opt for a more empathetic, calm tone. You can also encourage your team members to talk about their feelings and concerns during 1:1 meetings.

We do take and will continue to take precautionary measures so that we can keep working with a lower risk factor, but we realize that health is the top priority at this point. Be mindful of the inevitable changes in production and use this time to re-evaluate how you and your team are collaborating and how you can adapt to new working styles as we might need to work remotely for some time.

Mostly, make sure you also stay safe and reach out with any questions or concerns you have.

Thank you,

[Your name]
[Your email signature]

The post COVID-19 (Coronavirus) HR action plan email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

• What is an employee warning letter?
• How to write an employee warning letter
• Employee warning letter template

Employee warning letter email template

Email subject line

Warning notice for [attendance] / Warning notice / Final warning notice

Email body

Dear [Employee’s name],

As we’ve recently discussed, your [absenteeism] is negatively affecting both your individual performance at work and your team’s productivity. We take [attendance at work] seriously and we expect all our employees to [comply with our company’s policy regarding time off].

However, you have frequently violated [this policy] and [have exceeded the number of days you can be absent from work] despite reprimands. More specifically, [in the last month you didn’t show up at work on X, Y, Z without any prior notice to either HR or your manager.] We do understand that unexpected issues may arise occasionally and we [are flexible (for example, by giving the option to work from home or take a sick leave to take care of a sick family member).] But, we still expect our employees to be professional and act in our company’s best interest.

This is your [first] warning notice. We expect you to correct your behavior and [request time off in advance and in a formal way (e.g. via email to your manager or through our HRIS.)] Otherwise, we will have to take further disciplinary action, up to and including termination.

Email sign off

I’m available to discuss any complications you face that cause your [absence at work.] Please, contact me directly if there’s any way I can help you.

Sincerely,

[Your name]
[Your email signature]

What is an employee warning letter?

An employee warning letter is a document that an employer issues to an employee to officially notify them of a breach of company protocol and to inform them of any disciplinary consequences. The employee signs the written warning to acknowledge its receipt and a copy is kept in their personnel file.

How to write an employee warning letter

A warning notice is a formal way to discipline employees about their misconducts. Misconduct may refer to:

• Unwillingness to perform job duties
• Attendance issues
• Breach of a company policy
• Other types of misdemeanors or one-time minor offenses

Take stricter measures (like suspension or termination) for serious violations such as harassment or fraud.

Related: Termination letter sample template

Depending on your company’s disciplinary action policy, it might be best to first have a manager or Human Resources representative issue a verbal warning and advise the employee on how to correct their behavior. If they don’t conform to your company’s standards, you can then send a written warning notice to emphasize the seriousness of their misconduct and explain what will happen if this behavior continues.

The purpose is to help employees understand how their misconduct impacts the company and their work, what the consequences are and how they can self-discipline so that they don’t face more serious disciplinary actions, including termination of employment. On your part, employee warning notices help you keep track of actions taken before deciding to dismiss an employee who ignores company regulations and reprimands.

Use the following employee warning notice email template as a point of reference and edit according to the type of misconduct. Make sure to include specific incidents that show how or when the employee committed a mistake at work and how this violates your company policies. If this is the first warning notice you send to an employee, ask them to meet at your office so you can further discuss the issue or suggest alternative solutions (like taking some days off if they have personal problems that affect their behavior.) If this is the final warning notice before dismissal, make that clear to employees so that they have one last chance to correct their behavior.

The post Employee warning notice email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

To avoid back-and-forth emails, make sure you ask candidates to send you all necessary contact information, including names, phones or emails and the working relationship they had with their references.

You can ask specifically to get references from managers if, for example, you want to learn whether your candidates can follow instructions, take initiative and meet deadlines. To check how candidates behave as part of a team, ask for references from coworkers.

Asking for references email template

Subject line

[Job_title] at [Company_name]

Email body

Dear [Candidate_name] / Hi [Candidate_name],

Thank you for taking the time to talk to us about the [Job_title] position and [completing your assignment]. We enjoyed getting to know you and we’d like to move to the [next/final] stage of the process. Could you provide me with [two] references of yours? It would be nice if you could send me the names, reporting relationship and phones or emails of [two] of your former [managers/colleagues].

Feel free to contact me if you have any questions.

Email sign off

All the best / Kind regards,

[Your name]
[Your email signature]

When to ask for candidate references

It’s generally advisable to request references after a successful interview. This timing ensures that you’ve had an initial assessment of the candidate and see potential in their fit for the role. By waiting until after the interview, you also avoid the premature task of checking references for candidates who might not progress to the next hiring stage.

However, while post-interview is an optimal time, it’s crucial to ask for references before making the final job offer. The insights and feedback from references can play a pivotal role in making an informed hiring decision.

Additionally, always ensure that the candidate is comfortable with you reaching out to their references. Some individuals might have reservations, especially if they’re concerned about their current employer discovering their job-seeking activities.

How to ask for candidate references

When you’re ready to request references, it’s essential to approach the matter with clarity and respect. If you’re considering adding a section in the job application for candidates to list references, be mindful that some might prefer to provide this information at a later stage.

When reaching out to a candidate to ask for their references, personalizing the message can make a significant difference. Addressing the candidate by name and specifying the position they’ve applied for adds a touch of professionalism and shows attention to detail.

It’s also beneficial to be transparent about the reference-checking process. Informing the candidate about who will be contacting the references, whether it’s via a phone call or email, and what specific topics or questions will be covered can alleviate any apprehensions they might have.

It’s equally important to specify the kind of references you’re seeking. For instance, if you’re looking for professional rather than academic references, being clear about this helps the candidate provide the most appropriate contacts.

Providing a clear timeframe for when you’d like to receive the references can ensure the process remains timely and efficient. Emphasizing the importance of up-to-date contact information for references is also crucial to avoid any communication hiccups.

Lastly, reassuring the candidate about the confidentiality and professionalism of the reference check can provide them with peace of mind, especially if they’re concerned about the implications for their current role.

Related resources:

• Employment reference check questions
• Demystifying employment background checks
• Background check red flags

The post Asking candidates for references email template appeared first on Recruiting Resources: How to Recruit and Hire Better.

First, when someone asks you for a reference letter, think whether you can actually give them a good recommendation. If you’re not sure you can recommend them without thinking twice, it’s best to politely decline sending the referral letter rather than be forced to lie (or make negative comments ruining the other person’s chances).

If you’re sure you can write a positive professional reference letter, follow this process:

1. Refresh your memory about the person. For example, ask HR what their exact title was when they worked in your team and for how long they stayed. Consult your own records to see if there are useful notes about them.
2. Write down two-three qualities that characterize this person. If you can recall specific examples that prove these qualities, put them in your reference letter too.
3. Think about specific experiences you had with that person. Especially instances where they showed positive attitude or knowledge. Include one example in your letter if possible.
4. Use our reference letter template to shape your own letter of recommendation format.

At any case, you might need to spend half an hour or so to write a good recommendation letter, but if you have good things to say, this person is worth it.

Here’s our reference letter template:

Dear [insert name],

I am writing to recommend [employee_name]. [He/She/They] worked with us at [company_name] as a [employee_job_title] and [reported to me/ worked with me] in my position as [insert your job title].

As an employee, [employee_name] was always [insert quality]. During [his/her/their] time in my team, [he/she/they] managed to [insert example].

I’ve always put a premium on [insert quality] among my team members and [employee_name] never failed to deliver. An example was when [insert example].

[Employee_name] is a delight to work with and I wouldn’t hesitate to hire [him/her/them] again.

Should you have any further questions about [him/her/them], feel free to reach me at [phone number].

Thanks,

[Your name and signature]

How to use this reference letter format:

• Flesh it out. Use one or two sentences to give context to each of your examples.
• Be flexible. Use the template as a guide, but write in your own voice and say what you think is important.
• Be honest. Your former employee or colleague may be asked about the examples you provided. Don’t embellish to make them look good since this may come out eventually.
• Be targeted, if you can. If you have information about the job or program the employee is applying to, tailor your letter to reflect specific requirements. For example, if you know this job requires leadership skills, give relevant examples.

Here’s a reference letter example based on our template:

Dear Mr. Skywalker,

I am writing to recommend Leia Thompson. She worked with me at Acme Inc. as a Senior Product Manager and reported to me in my position as VP of Engineering.

As an employee, Leia was always reliable and resourceful. During her time in my team, she managed to conduct high-impact user research and make a number of key recommendations that resulted in an improved product (and subsequently increased sales).

I’ve always put a premium on initiative and willingness to learn among my team members and Leia never failed to deliver on both fronts. An example was when she suggested we create a regular internal meetup where more senior employees could answer questions from other employees about their work. She was the first to take advantage of the knowledge these meetups offered and implemented it in her own work.

Leia is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

Thanks,

Sarah Long

VP of Engineering, Acme Inc.

The post Employee reference letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

Dear [name of recipient],

we inform you that we will no longer require the services of [name of company], as of [date]. With this notification, we comply with the minimum notice period required by our agreement. Your company has provided us with good service in the past, however, we decided to terminate our business contract due to [reasons].

From this moment, our company will not place any more orders with your company. We won’t cancel any orders or deliveries arranged before this letter unless we explicitly inform you. Ideally, all outstanding orders should be completed before our contract is officially terminated. On our part, we will clear any outstanding amounts in our account by [date]. To that end, we would like to receive all relevant invoices by [date].

Please confirm the receipt of this letter as termination of our contract and the closing of our account. If you have any questions you can reach me at [phone] or [e-mail address].

We would like to thank you for our long-standing collaboration.

More resources:

Related: How to hire freelancers

The post Business contract termination letter sample appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a letter of recommendation?

A recommendation letter is a brief recount of your experience or acquaintance with someone, usually a former student or employee, where you praise their performance or personality. This person might ask your for a reference letter when applying to a job or a university.

Since your former student or employee asked you for a letter of recommendation, they’ll probably expect you to give positive feedback on their work. If you’re not sure whether you can actually recommend them, or if you don’t remember your interactions with them too well, you could let them know you’re unable to send a letter at this point.

How to write a letter of recommendation

So, what do you say in a letter of recommendation? Here’s an efficient process you can use from the start:

1. Make sure you know the purpose of this letter.
2. Think about the person asking the recommendation.
3. Use our template to create the first draft of your letter.
4. Shape the draft by cutting or adding information.

1. Know the purpose

What should be written in a letter of recommendation depends on the purpose of that letter. Is your former team member applying to a Master program, an internship, or a job? Who do you need to address the letter to and what will this person be most likely interested in?

The answers to these questions will help you include the right information. For example, if your former team member applies for an education program on machine learning, it’ll be more helpful if you included how well they did at a machine learning project under your supervision. Or, if you know that the job they wish to get requires leadership skills, give relevant examples, too.

If you don’t have this information, consider asking your former student or colleague for more details or choose more generic examples to include.

2. Think about the person asking for recommendation

It’s useful to refresh your memory on this person’s work or your own experiences with them. If they were a former student, they might have completed projects under your supervision. If they were a former team member, you could consult any available notes on their performance.

In general, try to answer these questions:

• What was my working relationship with this person?
• What projects did they work on under my supervision?
• Do I remember two examples of good performance or positive attitude exhibited by that person?
• What are two or three qualities I know this person has?
• Is there anything that’s particularly impressive about this person or their knowledge?

Answers to these questions will help you shape your letter of recommendation.

3. Start with our template

Here are two templates to get you started, one for a former employee and one for a former student:

Letter of recommendation for employee

Dear [insert name],

I am writing to recommend [employee_name]. [He/She/They] worked with us at [company_name] as a [employee_job_title] and [reported to me/ worked with me] in my position as [insert your job title].

As an employee, [employee_name] was always [insert quality]. During [his/her/their] time in my team, [he/she/they] managed to [insert example].

I’ve always put a premium on [insert quality] among my team members and [employee_name] never failed to deliver. An example was when [insert example].

[Employee_name] is a delight to work with and I wouldn’t hesitate to hire [him/her/them] again.

Should you have any further questions about [him/her/them], feel free to reach me at [phone number].

Thanks,

[Your name and signature]

Letter of recommendation for a former student

Dear [insert name],

I am writing to recommend [student_name]. I am [job_title] at [institution] and [student_name] was my [student/ PhD candidate/ lab assistant/ etc.] for [X months/ years].

As a student, [student_name] was always [insert quality]. During [his/her/their] time in my class, [he/she/they] worked on [insert projects] and managed to [insert example].

I’ve always put a premium on [insert quality] among my students and [student_name] never failed to deliver. An example was when [insert example].

[Student_name] is [insert personality attribute] and I wouldn’t hesitate to collaborate with [him/her/them] again.

Should you have any further questions about [him/her/them], feel free to reach me at [phone number].

Thanks,

[Your name and signature]

4. Personalize your draft

Our templates give you an outline of what you could include, but feel free to modify them or add as many examples as you think are important. Here are a few things to consider:

• Flesh it out. Use one or two sentences to give context to each of your examples.
• Use your own voice. Any piece of text will have more impact if it sounds natural and authentic.
• Be honest. Your former employee or student may be asked about the examples you provided. Don’t embellish to make them look good since this may come out eventually.

For example, see a modified letter of recommendation sample for two cases (the information and names included are fictional):

Sample letter of reference for an employee

Dear Ms Edwards,

I am writing to recommend May Thompson. She worked with me at Acme Inc. as a Senior Sales Manager and reported to me in my position as VP of Sales.

As an employee, May was always reliable and resourceful. During her time in my team, she managed to build a strong sales team from scratch. Her team exceeded our annual goals on closed deals for three consecutive years. May also conducted high-impact customer research and made a number of key recommendations for our product positioning strategies.

I’ve always put a premium on leadership and problem-solving qualities among my team members and May never failed to deliver on both fronts. An example was how she motivated her team members with multiple fun competitions that she also used as coaching opportunities for more junior employees. She also helped resolve a major conflict between the sales and product team regarding features our customers were asking for.

May is a delight to work with – a team player with a positive, can-do attitude all the way. I wouldn’t hesitate to hire her again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

Thanks,

Sarah Potter

VP of Sales, Acme Inc.

Letter of recommendation example for students

To the admissions office of MIT,

I am writing to recommend Luke Thompson for your PhD program in chemical engineering. I am a professor of chemical engineering at Acme University for over 15 years and I specialize in nanotechnology. Mr Thompson was my student for two years before he got his Bachelor’s degree from Acme.

As a student, Mr Thompson always possessed a curious mind and was eager to learn. During his time in my class, he worked on various projects where he conducted research on nanotechnology and biotechnology. His grades on all these projects were outstanding, as his papers were well-researched, well-structured and offered brilliant insights. One example is his project about nanosensors and their impact on the field of biomedicine. We submitted this paper to a conference held in Berlin and got immediately accepted.

I’ve always put a premium on initiative and hard work among my students and Mr Thompson never failed to deliver. An example was when he and a couple of other students organized learning sessions with different professors. In these open sessions, any student could ask questions on each professor’s field of expertise. Mr. Thompson was the one who suggested that these sessions could work as informal career orientation for younger college or high school students, too.

Mr Thompson is intelligent, hard working and has a great passion for the field of chemistry and chemical engineering. I wouldn’t hesitate to collaborate with him in an academic capacity.

Should you have any further questions about him, feel free to reach me at +1000000.

Thanks,

Professor Sally McPhee

These two letter of recommendation samples give you an idea of how you could shape your own reference letter. Whether it’s a letter of recommendation from employer or a letter of recommendation for students, our guide will make the process faster.

You can download the Letter of recommendation template word from the link below, or the recommendation letter template in pdf format.

More resources:

• Formal job offer letter sample template
• Employee reference letter sample

The post Letter of recommendation template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a termination letter?

A termination letter is a formal notice from an employer to inform an employee that they are being dismissed from their job. A letter of termination typically includes information regarding the reason for dismissal, benefits or severance pay they may receive, date of their final paycheck, and other details that are relevant to the termination.

How to write a termination letter

Letting someone go is a difficult job, and it’s key to ensure employees don’t feel cheated or degraded. If your evaluation or disciplinary processes work well, the employee should have had some warning that a termination may be coming. Make sure to arrange a brief meeting with the employee to let them know they’re fired, before you send them an official ‘termination of employment’ letter.

There are also cases in which you need to let go of employees temporarily – this is also known as furloughing. An employee furlough is mandatory unpaid or partially paid time-off, during which employees are usually eligible for unemployment and other benefits, such as health insurance. Several causes many lead to furloughs, for instance cost reduction or organizational restructuring. You should inform employees about this arrangement via an ‘employee furlough’ letter.

Both letters should be written with two elements in mind: tone and compliance. It’s to everyone’s best interest to close (or pause, in the case of furloughs) your employment relationship with the employee on good terms (except if you’re terminating them for cause), and a fully compliant furlough or termination letter helps reduce risk of lawsuits.

So, here are some things to pay attention to:

• Consult a lawyer to make sure you’re legally allowed to terminate this employee and learn more about relevant terms. For example, in some countries, you’re required to give ample notice, severance pay or reasons for termination. Also, if it’s a layoff or a furlough, there might be specific regulations involved.
• Decide on what the last day before the termination or furlough should be with their manager or head of department.
• Collect all policies that are in effect after an employee has been terminated or furloughed, so you can remind them in your letter.
• Use our sample letters as guides, but be mindful of the tone of your final customized version. Be sensitive, but firm. If possible, ask a fellow HR colleague to read the letter and let you know if anything sounds wrong.

Here’s our termination letter template:

Dear [employee_name],

I’m sorry to inform you that as of [termination_date], you’ll be no longer employed with [company_name]. As discussed, we think this is the best decision, because of [insert reason for termination]. [This is the final step in our disciplinary process/ a decision we made after the end of your Performance Improvement Plan launched on _date.]

From [termination_date] on, you won’t be eligible for any compensation or benefits associated with your position. Please return [company property that must be returned] before [date] to the Human Resources office.

You are entitled to your salary up until [termination_date] and we’ll also compensate you for your remaining vacation days. We’ll also provide severance pay that will amount to [amount]. [You’ll receive a separate letter with the complete details of compensation or other related information you’re entitled to receive from us.]

Please keep in mind that you have signed a non-compete, non-solicitation and non-disclosure agreement. If you have any information about our customers, employees or other stakeholders stored on paper or on your personal devices, you must delete it immediately.

If you have questions or clarifications, I’m at your disposal for up to [five] working days after your last day of employment.

We wish you best of luck.

[Your name and signature]

A full termination letter example

Dear Mr Thomas,

I’m sorry to inform you that as of 12/3/2018, you’ll be no longer employed with Acme Inc. As discussed, the reason behind this is your reduced performance the past six months. We made this decision after the end of your Performance Improvement Plan, which we launched on 07/03/2018.  

From Dec. 3 on, you won’t be eligible for any compensation or benefits associated with your position. Please return your swipe card, company cell phone and laptop by 5 pm on Dec. 3 to our HR office.

You are entitled to your salary up until Dec. 3 and we’ll also compensate you for your remaining vacation days. We’ll also provide severance pay that will amount to two monthly salaries. You’ll receive a separate letter with the complete compensation details and information about your health coverage (as per Consolidated Omnibus Budget Reconciliation Act or COBRA).

Please keep in mind that you have signed a non-compete, non-solicitation and non-disclosure agreement. If you have any information about our customers, employees or other stakeholders stored on paper or on your personal devices, you must delete it immediately.

If you have questions or clarifications, I’m at your disposal until the end of next week.

We wish you best of luck.

Elijah Burns

Here’s our employee furlough letter sample:

Dear [employee_name],

I’m sorry to inform you that your position will be put temporarily on furlough due to urgent business conditions, from [date] to [date]. Hopefully, we’ll be able to restore your employment after this critical time.

Here’s what to expect:

• During this time you will [not receive any payments/receive a x% reduction in your salary] from the company. [You must also entirely withdraw from your working duties.]
• If you receive employee benefits such as health or car insurance, the company will continue to pay them.
• You may be eligible for unemployment benefits under certain criteria. Contact the [state unemployment department] for more information.
• Your current PTO balance will remain the same. You can use your time off during this time if you wish to.

We commit to do our best to bring you back as soon as we can. If you need any clarifications, feel free to reach out to [me/HR] or [manager_name].

We wish you the best of luck.

[Your name and signature]

A full furlough letter example

Dear Mr Thomas,

I’m sorry to inform you that your position will be put temporarily on furlough due to urgent business conditions, from 12/3/2018 to 15/6/2018. Hopefully, we’ll be able to restore your employment after this critical time.

Here’s what to expect:

• During this time you will not receive any payments from the company. You must also entirely withdraw from your working duties.
• The company will continue to pay your health and car insurance.
• You may be eligible for unemployment benefits under certain criteria. Contact the State of California Employment Development Department for more information.
• Your current PTO balance will remain the same. You can use your time off during this time if you wish to.

We commit to do our best to bring you back as soon as we can. If you need any clarifications, feel free to reach out to me or Mr Brown.

We wish the best of luck.

Elijah Burns

Related resources:

• Policy: Termination of employment
• Policy: Temporary layoff
• How to fire an employee gracefully

The post Employee termination letter template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Whatever the case, it’s best to reach out to former employers with a friendly email before calling them. You will learn what’s a convenient time to connect and give some time to the employer to remember the employee and prepare their answer. This way you’ll increase the chances of receiving useful information. Here’s an email template you can customize to your needs:

Subject line: Could you provide a reference for [Candidate_name]?

Hello [Name],

My name is [your name] and I work for [your company name]. We’re in the process of hiring for a [job title] and one of your former colleagues, [Candidate_name], has made the final cut.

Before we make an official offer, I’d like some more information to ensure we’re making the right choice. I’m reaching out to you because [Candidate_name pointed to you as a potential reference/ mentioned you were her manager for several years/ etc.] It’d be very useful if you could tell me a bit about your overall experience working with [Candidate_name] and whether you’d recommend [him/her].

Could I call you for a brief discussion today or tomorrow? Please let me know if the number [Candidate_name] provided is accurate: [+00100000000]. If you’d rather send me information via email, feel free to do so.

Of course, our communication is confidential.

Thank you for your help,

[Your name]
[Email signature]

When requesting a reference for a new employee via phone, ask a few targeted questions to get a well-rounded view of their past work and behavior. Check out our list of reference check questions.

Also, check out our employee reference request template that helps you send an email requesting references from a candidate more efficiently.

The post Requesting a reference for a new employee appeared first on Recruiting Resources: How to Recruit and Hire Better.

This guide can be used if you’re writing a letter to recommend a teacher or if you’re a teacher who wants to recommend a student. Our own template focuses on the first case, but you can easily apply the same principles to other recommendation letters.

How to write a letter of recommendation for a teacher

The process is straightforward:

1. Ask about the purpose of this letter.
2. Recall your experiences and opinions on the person asking the recommendation.
3. Modify our template to fit your own story.

1. Consider the purpose

Before you start thinking about what you should write in your reference letter for a teacher, spend some time on the why; this will determine the approach you need to take. Is the teacher asking for recommendation applying for a new job at a school? Perhaps, a university? Or do they want to enter a graduate program or a voluntary teaching assignment at some other country?

The answers to these questions will help you include the right information. For example, if this teacher has applied for a Master’s program in special education, it’d be helpful to mention their work with children with special needs (if applicable). If they hope to go to another country to teach young adults, you could mention their language skills, work with immigrant children and inclusive behavior in the classroom.

If you don’t have this information, consider asking this teacher for more details. If they could provide you with the job description for the job they’re applying for, even better. Otherwise, choose more generic examples that speak to their professional skills and personal qualities and talents.

2. Recall examples from your interactions with the teacher

It’s useful to refresh your memory on this person’s work or your own experiences with them. If you were their supervisor at a school (e.g. their principal), you can consult your notes or their employee records for accuracy. In general, try to answer these questions to prepare for a teacher recommendation:

• What was my working relationship with this teacher?
• What classes did they teach under my supervision? What projects were they involved in (e.g. organizing volunteering activities for students, directing the school band, conducting research etc.)
• Can I recall two examples of good teaching skills or exemplary behavior toward students exhibited by that person?
• What are two or three qualities this teacher has as an educator and as a person?
• Is there anything that’s particularly impressive about this teacher, their knowledge or their experience?

Answers to these questions will help you shape your letter of recommendation for a teacher.

3. Work on our template to flesh out your own teacher recommendation letter

Now that you know what to include in general, modify our teacher recommendation letter template:

Dear [insert name],

I am writing to recommend [teacher_name]. [He/She/They] worked with me at [education_institution_name] for [time_period] as a [teaching_capacity]. I was the [your_title].

As a colleague, [teacher_name] was always [insert quality]. During [his/her/their] time with us, [he/she/they] managed to [insert example].

I’ve always put a premium on [insert quality] among our faculty and [teacher_name] never failed to deliver. An example was when [insert example].

[Teacher_name] is a delight to work with and I wouldn’t hesitate to work with [him/her/them] again.

Should you have any further questions about [him/her/them], feel free to reach me at [phone number].

Thanks,

[Your name and signature]

Feel free to tweak this sample as needed. It’s important to use your own voice and include real examples when writing a teacher recommendation letter. To give you a better idea of what it could look like, see this teacher recommendation letter example written by a fictional School Principal, Sam Davis:

Dear Principal Sarah Carlin,

I am writing to recommend Richard Lowe for a teaching position at your school. He worked with me at Acme High School as a history teacher and reported to me in my position as principal of the school.

As a colleague, Richard was always reliable and organized – he was always the first to work on his syllabus and find the right teaching methods for each of his classes at the start of the year. He also readily led our volunteering activities, including participation in reforestation efforts of nearby areas.

Richard was one of our best educators, firm but always finding ways to engage students. One example is a history competition he organized prompting teams students to write and reenact dialogues between two important historical figures during a historical event. Students loved this and learned a lot about various times of our history. His classes started getting exceptionally high marks in history after he joined our school.

Also, I’ve always put a premium on integrity and honesty and Richard never failed to deliver on both fronts. An example was how he handled a proffered bribe from a parent of a senior high school student who wanted their child to get a mark they didn’t deserve. Richard was discreet and polite with the parent, but he promptly declined the offer.

All in all, Richard is a delight to work with – a dedicated educator with a positive attitude. I wouldn’t hesitate to work with him again if the opportunity arose.

Should you have any further questions, feel free to reach me at +10000000.

Thanks,

Sam Davis

School Principal, Acme High School

This sample letter of recommendation for a teacher gives you an idea of how you could shape your own letter of recommendation for a teacher. No matter the context of your letter, our template will make the process faster and will help you include all important information.

See next: Teacher interview questions

The post Letter of recommendation for teacher appeared first on Recruiting Resources: How to Recruit and Hire Better.

Termination of contract letter sample

Dear [name of recipient],

We regret to inform you that we will be ending your term of employment with us, as of [date]. Please consider the aforementioned date as your last day of work. This is done in compliance with the minimum notice period required by your contract.

You are required to return any of the company’s material, documents or equipment to which you had access during the period your contract. As with all employees, you are bound by our confidentiality and data protection policies.

You are entitled to be paid the amount of [state amount] in accordance with the terms of your contract. We will provide such payment on [example: your final day of work]. You are also entitled to [state other possible compensation or benefits].

We would like to thank you for your contribution and we wish you all the best for the future.

Yours etc.

For non-contract employees, see our Employee Termination Letter template.

Related resources:

• Policy: Termination of employment
• Policy: Temporary layoff
• How to fire an employee gracefully

The post Sample employee contract termination letter appeared first on Recruiting Resources: How to Recruit and Hire Better.

We regret to inform you that we are terminating your employment with immediate effect. We reached this decision after we completed all appropriate steps of the company’s disciplinary process. This decision was necessary because you [repeatedly violated our anti-harassment policy.]

All rules governing our operations are extremely important. Failing to abide by our employment terms and company policies is a risk to our business and to your colleagues. We have an obligation to take appropriate action.

Upon termination, all benefits associated with your position will no longer be valid. Please return [state all property that must be returned: company car, computer etc.] until [date] to the Human Resources office.

Keep in mind that you are bound by our confidentiality policy. Any information that you received in the course of your work, regarding our customers, company, partners etc. must not be disclosed to any other party. Such information must also be deleted from all your personal devices. In addition, you have signed a [example: non-solicitation clause] as part of your employment contract. This binds you until the date specified.

You are entitled to your salary up until the termination date. You are also entitled to [state any other compensation or details for payment or benefits].

This decision is non-reversible. We advise you to read our disciplinary action policy carefully. If you would like copies of documentation relating to the process, the Human Resources department remains at your disposal for up to [three] working days after your last day of employment. Please keep in mind that the company has a right to refuse a reference if asked.

Yours,

More resources:

• Temporary Layoff Policy
• Policy: Termination of employment
• How to fire an employee gracefully

The post Employment termination letter sample (termination for cause) appeared first on Recruiting Resources: How to Recruit and Hire Better.