This is sample memo for employees late increments due to some financial conditions of company. Company could not bear the further increments expense so they are late and after a short while when company will over come the expenditures they will work for increments and company informs its employees through memo the reason behind late increments.
Sample Memo for Employees Late Increments
Dear Staff Members,
As you all know that since one year the company is facing financial problems as the tenders and bank grantees are failed due to our rates and our factory machines are out of order. Our Plant & purchase manager bought new machines for improvement of company production.
So management has decided to delay the increment period of salaries till next month. We hope that staff will understand the mentioned problems and current position of company. Our top management and officers are indulged in overcoming this improper financial condition and expectantly we will get recovered from it.
This decision is totally in liaison with senior executive staff and we assure other members that company will continue all its financial functioning properly from the next month.
Sample format of Memo Asking for Contribution or Asking for Charity. Internal memo for staff members, to ask them to make contributions and charity in case of any emergency, flood, earthquake and any other disaster victims. Template of memo from higher management to all members.
Sample Memo Asking for Charity
To: All Staff Members.
Subject: Contribution for Flood Victims.
From: Management.
Date: 3rd August, 2014.
Dear Staff Members,
I am writing to let you people know about the campaign started in our organization regarding the recent disaster in order to contribute for helping the flood victims. It has been nearly a week since the destructive rain and flood made a lot of damage in various areas of our country. The gale force water ripped the roofs off of homes, uprooted trees and brought down power lines in our hometown.
People are homeless and helpless. The villages have been totally destroyed and people are residing under the sky, and asking for help. The total cost to the local economy is still being calculated and many experts suspect that the total impact will run into the many billion rupees.The foundations of houses were critically damaged from the rising waters. The entire area was flooded with a storm surge.
We are thankful for the many organizations from and across the country have pledged their support to our community. Being humans it is our duty to be right there when our people are in need. Kindly, make generous contributions in this regard.
Many Thanks.
Management.
Sample Memo for Contribution
To: All Staff Members. Subject: Contribution for Earthquake Victims. From: Management. Date: 6th August, 2014.
Dear Staff Members,
This is to inform that you all know about recent disaster in Kashmir. It has affected thousands of people and economy of billion rupees has been devastated. This is a severe loss of our homeland and our native people.
Management has decided that in this holy month of Ramadan in form of zakat or donation, Rs. 500 from salary of each employee would be deducted as contribution in this regard.
We hope that it would not cause any problem or issue to any of you. You may contribute generously in this noble cause.
Sample format of memo for leave without informing. For staff people who are habitual to be on leave without informing management, and having leave without any notice. You can use this memo for teachers.
Sample Memo Format for Absentees
To: Mr Khalid Ahmed.
This is to inform you that your job requirement is to be present in office at peak hours. Your absence on daily basis is a cause of company loss as well. This would be the final notice to you, if this habitual conduct of being absent and being on leave will not be changed, you will have to suffer resulting your job termination. Please report to your manager regarding the mentioned issue during office hours.
Sincerely, HR Department.
Memo for Leave Without Permission
To: Mrs. Khalid.
You are being informed that it is for the third time you have taken leave from office without permission granted from the management. This shows unethical conduct and your job will suffer due to this act. This final warning is issued to you, otherwise you will be terminated on urgent basis. Kindly report to the manager for this issue and explain your reasoning.
Sincerely, HR Department.
Memo for Leave Without Informing
To: Mr. Akram Ali
This is to inform you that your leave from office without informing higher authorities is a case of your immoral ethics and improper conduct. This will serve as a warning letter to you and as you are on probationary period yet, in your appointment letter in terms and conditions section it is clearly mentioned that on third warning you will be terminated from the job. This is your second warning with the hope that in future you will show responsibility and won’t disappoint the management.
Sincerely, HR Department.
Memo for Leave Without Permission (For Teachers)
To: Mrs. Ayesha Khan.
This is to inform you that you are class teacher of senior section and without informing so many times you have been absent from school. This act is improper causing the loss of students. Annual exams are nearby and we do not expect such conduct from your side. Kindly meet the head of department in this regard.
Sincerely, Administration.
Memo for Leave Without Permission (For Teachers)
Explanation for Leave without Permission
Workplace:
In a professional setting, leaving without permission can be seen as a violation of company policies. It can lead to disciplinary actions, such as warnings, suspension, or even termination, depending on the severity of the offense and the organization’s policies.
School:
In an educational context, students are generally expected to attend classes regularly. Leaving school without permission can result in academic consequences, including missed coursework, lower grades, or even expulsion in more extreme cases.
Military:
In the military, going AWOL is a serious offense. Unauthorized absence can result in disciplinary actions, courts-martial, and even criminal charges. Penalties can include loss of pay, reduction in rank, or imprisonment, depending on the circumstances and the individual’s previous record.
Legal Consequences:
Leaving without permission can lead to legal issues in some cases, especially if it involves breach of contract or other legal obligations. For instance, in civilian employment, leaving work without authorization might breach a contract, resulting in legal consequences.
Safety Concerns:
Unauthorized absences can create safety concerns for various organizations, particularly in roles where personnel are responsible for the well-being of others. For example, in healthcare or emergency services, leaving without permission could jeopardize patient care or public safety.
Loss of Trust and Reputation:
Repeated instances of leaving without permission can damage an individual’s reputation and trustworthiness in both personal and professional relationships. It can hinder career advancement and educational opportunities.
Mitigating Factors:
In some cases, there may be valid reasons for leaving without permission, such as a medical emergency or unforeseen personal circumstances. Communicating such situations to the relevant authorities as soon as possible is crucial to avoid severe consequences.
In any context, it’s generally advisable to follow proper procedures for requesting leave or notifying superiors or authorities when an unplanned absence is necessary. This not only maintains accountability but also ensures that the individual’s responsibilities are appropriately managed during their absence.
Warning Letter to Employee for Leave Without Information
Re: Warning Letter – Unauthorized Leave of Absence
I am writing to bring to your attention a matter of concern regarding your recent absence from work. It has come to our attention that you were absent from your duties without providing prior notice or obtaining proper authorization. This action is in direct violation of our company’s policies and expectations regarding attendance and leave procedures.
As an employee of [Company Name], you are expected to adhere to our policies and procedures, which include informing your supervisor or the Human Resources department when you require leave or when unexpected circumstances.
The specific incident that has prompted this warning letter is as follows:
[Describe the incident, including the date and duration of the unauthorized absence.]
As a result of this unauthorized leave, we are issuing you a formal warning. This warning is intended to serve as a reminder of the importance of following company policies and to prevent future occurrences. Further unauthorized absences may result in more severe disciplinary actions, up to and including termination of employment.
We expect your immediate attention to this matter and encourage you to discuss any issues or concerns you may have that contributed to your absence without authorization. Open communication is crucial in resolving such issues and ensuring a harmonious work environment.
Please acknowledge receipt of this warning letter by signing and dating this document below. Your acknowledgment does not imply agreement with its contents but indicates that you have received and understood the warning.
I am writing to bring to your attention a matter of concern regarding your recent absence from work without proper authorization. It is important for all employees to adhere to our company’s policies and procedures regarding attendance and leave requests.
We have noticed that you were absent from your designated work location without prior notice or approval, which is in direct violation of our company policies. It is crucial for our team’s efficiency and productivity that we maintain proper communication and adherence to attendance guidelines.
To ensure clarity on the matter, we would like to highlight the specific incident of unauthorized absence:
Date(s) of Unauthorized Absence: [Specify the date(s) of absence]
Duration of Absence: [Specify the number of days or hours]
Reason for Absence: [If known or applicable]
We understand that unforeseen circumstances may arise that can affect attendance, but it is essential that you follow the proper procedures for requesting leave or inform your supervisor as soon as possible when such situations occur. This enables us to manage workloads effectively and maintain a harmonious working environment.
To address this matter, we are issuing this formal memo to inform you of the importance of adhering to our attendance and leave policies. This memo serves as a reminder and a record of the incident.
Please acknowledge receipt of this memo by signing and dating below. Your acknowledgment does not imply agreement with its contents but indicates that you have received and understood this communication.
Sample official memo for late comers of marketing persons or other office management staff. It is with reference to explanation of early leaving regarding office tasks or late coming due to Donor visit collection or other reason. It can be used for all office department persons. You can use as Internal memo for late comers. All Visits/ Duties/ Assignments should be in pre-planed arranged form in case of any emergency with employee.
Internal Memo Format Letter
Ms. Huma Rana.
Incharge Resource Department,
Rehman Foundation.
Date:____________
Subject: This is with reference to explanation of late coming / early leaving during working hours from:
Mr Jamil Shah
Mr Rashid Nawaz
Mr Nasir Munir
This is office internal memo , if any staff member has to go out of institute on duty, for any collection, visit etc, They should go with your permission/ information in advance and you are requested that if this time coincides with their arrival and departure please inform Mr Saqib Hassan about their late arrival and early departure so that he may be able to make necessary entry and do not place any red mark.
We have proforma for such assignment/ duties which you may fill in and send it to me through Mr Saqib. This will streamline departure and arrival time not only for Officers of Resource Development Department, but also other sections as well.
This time their late arrival and departure time is condoned but should be properly streamlined in future.
Dr. Abdul Qadeer Khan.
President,
Rehman Foundation.
Internal Memo Format Letter
Office Memo for Late Arrivals
RS/23454/450
2nd March 2015
Office Memo
The Arrival time for all admin & management staff is 8.30 am, however it is observed that many members of admin staff are not coming on duty by 8.30 am. There will be no deductions for February 2015 on the basis of yellow marking however it will be strictly applicable from March 20115 on wards.
The staff is once again reminded to arrive 5-10 mints before designated time.
HR Department.
Sample Proforma For Late Comers
A sample of proforma for late comers, to be filled by late comer and authorized by higher authorities. Reasons of approval of late coming reasons are mentioned.
Information Scheduled Working Hours:
All Visits/ Duties/Assignments should be pre-arranged with written record unless emergency prohibits. Please submit request to Hon. CEO through department Head.
Date:______
Period of Assignment:
From:____ To:_____
Specify Reason, Please:____________
Staff Member’s Name and Signature:____________
Signature of Department Head:______________
Approved:___________
Not Approved Reason:_____________
Late Comer Memo For Marketing Persons
Date…
Mr. Aslam Zahid.
Manager Marketing Department,
Roshni Association.
Subject: This is with reference to daily schedule of late coming / early leaving /Arrival & departure timing /during working .
It is ordered by management for marketing employee to come office at time and mark their attendance, make their daily schedule of visit & submit in front of manager. If any employee will not follow time schedule he/ she have to pay penalty & notice will be issued to him/her one have to tell his visit and meeting schedule by phone call, and should strictly achieve target given by management.
This order is hard & fast rule and must be obeyed. A proper daily visit plan must be submitted. One have to mark attendance even before taking off should have to be present in office before half an hour of office off timing. Three (3) late arrival & departure attendance will be considered as one leave. Strict action will be taken in case of any ignorance regarding memo.
Manager Human Resource.
Signature__________
Late Comer Memo For Marketing Persons
Internal Memo for Late Comers
Dear Member,
It is seen by the duty in charge of Daily Attendance that you are not performing your duty well as coming half an hour late on the job from the last five days. If you are not on time it directly means that you are not doing quality work that is expected from you. It is the first notification served to you as reminder, but next time you will be taken seriously by the administration. Good Luck!
Best Regards
Memo of Fine For Late Comers
To: ( Name and department)
From: (Name and department)
Date:
Subject: Memo of fine for late comers
This memo is to remind all employees that the customary working hours within our firm are 9am to 5pm. We expect from all workers to arrive on time and show punctuality and not leave early at the end of the day, before the ending timings of office. It is essential for all employees to be aware of timings and follow the rules and regulations of their job timings.
Early departure does negatively affect your personal review. Statements regarding your working hours can either be positive and lead to an increase in your salary at review time, or negative and lead to no raise or even to disciplinary action. In case of non observance of timings penalty would be charged from the employee and it may lead to warning letters in future.
We regret to pass this letter and consider that in future we should not have to.
Human Resource Department.
Signatory:——–
Coming Late at Office Email Memo
To:_____
From:__________
CC:___________
Message:
kindly be informed that it has been observed that Eng’r. Muhammad Khalil Rana (Head of Electrical Dept) & Mohamed Raza (Secretary –Electrical Dept) are not following the company rules and regulations, daily they are coming late at office around or after 10:00am and also the same has been repeated in the second shift too.
It is kindly requested to take the necessary action as per the company rules and regulations and issue them the warning letter if the same will be repeated again in future strictly action will be taken according to the rules and regulation of our Company.
Your utmost cooperation for this matter is highly appreciated.
Thanks & Regards,
Deputy Manager of Engineering Dept
Memorandum for Late Comers Students
To Whom It May Concern,
It has been noticed that most of the school students, especially those who attend higher and secondary school classes, have been arriving late. The school starts at eight a.m. sharp and the morning assembly is to be attended by all students. It is intolerable that some students do not consider it essential to arrive until after the assembly has ended and the national anthem has been said.
It is hereby being notified that in the future attendance will not be marked for those who arrive after the school commences. Strict fine policy shall be administered and students will not be granted permission to participate in extracurricular activities if it is found that they are negligent in their duties or not punctual. The qualities that this school values and inculcates in its students are foundational. We respect discipline and expect nothing short of this from those who study here.
The Principal,
Good Hall School
Faisalabad, Pakistan.
Sample for Office Memo for Late Arrivals
This is to inform that the arrival time for the administration and management staff to office is 9 am. It has been observed that many staff members are reporting to work beyond the official reporting time. The Management has decided to take a serious action against late arrivals from September 1st, 2021. Therefore, all the staff members are requested to report to work on time.
Regards,
Anthony Gibbs
HR Manager
Zenith Technologies
Memo for late comers of marketing persons template
Dear Marketing Team Members,
The Management has decided that all the marketing team members are required to first report to office at 9 am every day before heading out for any kind of marketing work they have been assigned. You will also be required to submit your day plan to your team leader on daily basis along with a report of the previous day so that the team leader has a complete track of your working on day to day basis.
It must be kept in mind that every day marking attendance at the office is important and in case you fail to do so then you will be marked absent for that day. We are hopeful that all the marketing team members are doing to adhere to these rules and regulations.
Regards,
Anthony Gibbs
HR Manager
Zenith Technologies
Example Memo Email for Coming Late at Office
Dear Employees,
The Management would like to inform all the employees that from September 1st, 2021, strict actions will be taken against all those who are coming late to office. The official office timings are from 9 am to 5 pm but it has been observed that many staff members are reporting to work beyond the official reporting time.
We are hopeful that all the staff members are going to be reporting to work on time from now on to avoid attracting any action against them.
Regards,
Anthony Gibbs
HR Manager
Zenith Technologies
Memorandum Format for Late Comer Students
Dear Students,
As you all are aware that the assembly timings for the school are from 8 am every day and classes start sharp at 8.30 am but it has been observed that many students are missing on the assembly and coming to school late on regular basis. Therefore, School Management has decided to inform everyone to report to school before 8 am so that all the students can participate in the morning assembly. For the same, attendance will be conducted by class teacher before the assembly and if you fail to report by then, you will be marked absent for the day.
Regards,
Administration
ABD School
Example for Office Internal Memo for Late Comers
Dear Staff Members,
It has been observed by the Management that not all the employees are following the office timings. May employees are coming to office beyond 9 am which is the official timing on daily basis. This is certainly against the Company’s rules and therefore, management has decided to take strict actions against those who fail to report to work on time.
In case of emergency, you are suppose to seek permission from your Manager to report late to work by submitting a written application or else you will be marked absent for that day.
Regards,
Anthony Gibbs
HR Manager
Zenith Technologies
Memo of Fine for Late Comers
Dear Staff Members,
We wish to remind all the employees that the official working hours of our company are from 9 am to 5 pm and we expect all of our employees to report to work on time every day. Unfortunately, it has been observed that some of the employees are reporting to work late on regular basis.
The Management has decided to go strict on all those who fail to report to work on time. All those who fail to punch their cards before 9 am will attract a fine of $10 for every late punch. In case there is some emergency then you are required to seek a written permission in advance from your Manager to report to work late.
Regards,
Anthony Gibbs
HR Manager
Zenith Technologies
Sample Proforma For Late Comers in Office
All the duties or visits or assignments should be arranged in advance in written until and unless there is an emergency. The request should be submitted to the Head of the Department.
Date:______
Duration of Assignment:
From:____ To:_____
Reason:____________
Name of the Staff Member:____________
Signature of the Staff Member:____________
Signature of HOD:______________
Approved or Not:___________
Reason For Not Approved:_____________
Sample format of internal memo, used for official purposes. Ordered by management i.e timing schedule, holidays notification, short orders etc. Used in school, college administration as well. Known as office order or notice letter.
Official Memo for All Employees
Subject: Employees Identity Card
All Staff Members,
This is to inform you that all employees are strictly forced to wear employee identity card during office hours.To display his/her identity card is must and non-conformance of this may cause fine of Rs. 200/day. Administration has received strict orders from management due to security reasons. The implementation will start from Monday, and will hope that everyone will follow the rule and take it seriously.
Administration.
Fiffa International.
School Notice for Parents Regarding Outstanding Dues
Assalam-o-Alaikum
Dear Parents,
It is to inform you that school is going to announce annual result of your child. In order to avoid any inconvenience on the result day, you are requested to deposit the outstanding dues of your child on priority basis.
Regards,
Administration
Official Notice from School for Parents
Dear Parents,
For your convenience the School Copies & Stationary are available from Thursday 18th of June 2015 from 09:00 to 12:00 from the school bookstore.
Note: Book store will remain open on Saturday 20th June 2015.
Best Regards,
Memo Format Letter For All Club Members
Dear Sir/Madam,
We would like to share with our worthy members that the Government of the Punjab has imposed General Sales Tax(GST) on the Club Services/Sports, therefore, we are compelled to charge GST on all services including sports subscriptions and other fees/charges @ 16% w.e.f 1st July, 2015 in order to comply with the relevant provisions of the Punjab Sales Tax on Services Act,2012. The Club Management is endeavoring hard to approach the authorities concerned for some relief on GST on sports which has already been promised by the Chief Minister of the Punjab. Any development/relief provided will be communicated to the members and appropriate adjustment will be made, accordingly.
Thanking You
Internal Memo Format Letter For Marketing Employees
Date:_____
From:______
To: Employee Name and Designation
Subject: Fund Raising through Efficient Management of Donation Boxes
While signing incentive reports for the month of _____.It was observed that out of 250 donation boxes only 50 were cleared. This is potential source of income for ….(organization name)……. I would advised you to kindly pay special attention to this aspect of fund raising. It was decided in the past that every donation box site will be cleared at least twice a month. I hope this aspect will receive special attention.
Regards,
Chairman
Organization Name:________
Internal Office Memo for Purchase Department
Office Memo
There is laid policy for purchase & repair. All purchases, repair and maintenance related requisitions should be processed through the CEO office.
No requisitions or bill be signed & paid without prior permission in writing.
This is strict compliance.
Chairman
Office Note from Human Resource For Employees Record Updating
Dear Employees,
In reference of record updating, three latest passport size photos of all employees are required.Please write your name designation, department and phone number on the backside of one photo. You are required to submit your photos at your department head latest by 20th Feb,2015.
Thank you
Farooq Ahmed
Manager HR
Office Order Regarding Air- Conditioner May Please Be Switched Off
Dear Staff,
Electricity bill is touching extreme height.It is requested to economize in this account as much as possible.
Now weather is fairly changed and we can be comfortable with fans. It is advised that Air-Conditioners may please be switched off and use them if it is absolutely necessary.
Chief Executive
Name:– ——–
Sample Office Timing Order
Office timings for admin and resource staff of Roshni Foundation in the month of Ramadan will be as follow:
Administration staff: Mon-Sat (9am to 2 pm)
Resource development: Mon-Sat (9am to 5pm)
By rotation one Resource development officer will be on duty from 9am to 6:30 pm.
Wishing all the members of staff a Happy Ramadan.
Sincerely,
Management.
Signatory
Office Order For Christian Staff Holidays Sample
This is to inform you that Office will remain closed for two days on the eve of Christmas for Christian staff. One day after Christmas leave will be provided. Other staff will attain only single holiday of Christmas day and will continue to office the other day.
Wishing all the members of staff a Happy Christmas.
Sincerely,
Management.
Signatory.
Sample Office Order for Farewell Contribution
Staff members are directed to contribute Rs. 500 each person for the farewell ceremony of Mr. Ali Hakim organized on 5th July, 2014.
Timings: 5pm-9pm
All staff is cordially invited to participate.
Sincerely,
Management.
Signatory.
Office Order Regarding Saturday’s Holiday
It is to informed to all concerned that the office and factory will remain opened on Saturday, June 28, 2014 and this holiday will be adjusted with Eid holidays.
Admin Department
Official Memo For Eid Holidays
Subject:_______
Dear Staff,
Rehman Foundation, Karachi office and Lahore office will remain closed from Monday 28th July to Friday 1st August 2014(inclusive). on account of Eid holidays.
Marketing (funding) Department will work till the day before Eid with their own internal arrangements and shall be closed from Eid day till 2nd August 2014.
A happy Eid to all the members of staff.
President:
Rehman Foundation
Official Memo For Employee Furnal
All Staff Members,
This is to inform you that our senior manager Administration Abdul Qayyum passed away on 18th of July in Islamabad.
Namaz-e-Janaza will be offered after Namaz-e-Zohar 1.30 pm on 21st of July at Main Mosque in Masjid Chowk, Block E, Phase 1 DHA Islamabad.
You are all requested to pray for the deceased and join for his Namaz-e-Janaza.
May Allah bless the family with patience and may his soul rest in peace. Aameen
Sincerely,
Management.
Signatory.
Sample Internal Memo Letter For Bank Guarantee
Sample internal memo between accounts and marketing department to arrange and provide Bid Bond/bank guarantee in favour of——————– company name.
Internal Memo
Sample internal memo for accounts and marketing department or purchase order for your reference and opening letter of credit in favour of ————– company name
Internal memo for requiring against payment of buying new item.
Sample format of business memo. Its very important part of business correspondence. You can write on paper or sent memo through email. All type of internal or external issues or information for staff or management members Memos are used. Memos are written messages sent among people working in the same company. Memo can be helpful for all multinational companies, banks, schools offices.
Business Memorandum Sample Format
•Memorandum is the Latin word for “something to be remembered”
•Memos are brief in-house correspondence sent up and down the corporate ladder
•They can be on paper or sent through e-mail
Memos are written messages sent among people working in the same company.
1. Memos can be written for a number of reasons Info staff about decisions/actions/events. 2. Request information / action /events. 3. Remind staff of action needed/procedures/changes in policy.
CONSTRUCTING MEMOS:
You must know the following things.
What is the Reason for Writing?
Who is your Audience?
Can be low-tech, high-tech or multiple
Better to provide a parenthetical definition with terms.
What response do you expect from your Audience?
MEMO FORMAT:
Some companies use a standard form while others have their memo printed on their letterheads. The memo may be on a half sheet or a full sheet. Basically, the memo consists of two parts–The identifying information at the top–The message itself FORMAT:
TO: If your memo is going to more than one reader, make sure you list them in the order of their status in your company FROM: Write your name (and job title, if necessary for the reader.)You may write your initials after your typed name to verify the memo comes from you DATE: Give the full calendar date SUBJECT:This serves as the title line of your memo.Summarize your message/purpose precisely STRATEGIES FOR MEMO ORGANIZATION:
1.Introduction
_ why are you writing –State briefly what are you writing about –State briefly any background information needed 2.Discussion
–Explain what you want to say . –State what is important, who will be affected, what caused it –Indicate why changes are necessary –Give precise dates, times, locations, and costs
3.Conclusion
–Summation statement (Complimentary / Directive) –Request a reply by a specific date –Provide a list of recommendations –Inform reader what is next and when –Ask readers to call if they have questions
