The document discusses various forms of internal communication within an organization. It describes different types of letters used for internal communication, including letters of recommendation, reprimand, complaint, nomination, suspension, sympathy, termination, and apology. For each letter type, it provides details on when to use it, what information it should include, and proper formatting. The goal of the document is to outline best practices for effectively communicating through various letter formats within an organization.

1.  Submitted To:  Submitted By:
Prof. Sneha Rajput Rakhi Gurjar(42)
Rashi Tomar(45)
Prasann Jain (36)

2. Internal Communication
 Interactions between members of the same organizations is called
“Internal Communication”.
 It’s concerned with the transmission and reception of
information, orders, suggestions, warnings etc. with in the
organization.

3. Forms of Internal Communication
 Letters to staff
 Circulars
 Memos
 Office Note or Notice
 Representations and Suggestions
 Motivational Communication
 Letters from Top Management
 Reminders and Follow up
 Employees News Letters

4. LETTERS TO STAFF

5. Types of letters to Staff and Employees
 Letter of Recommendation
 Letter of Reprimand (Warning)
 Letter of Complaint
 Letter of Nomination
 Letter of Suspension
 Letter of Sympathy or Condolence
 Employee Termination Letter
 Letter of Apology

6. Letter of Recommendation
 It provides evidence that letter’s author(employer) was satisfied
with the project, product service or performance of a person
(employee).
 It is used as a reference for Job application.
 When preparing the LOR, specific examples which illustrate, the
worth of the person, should be included.

7. Do’s and Dont’s of LOR
 Be clear and concise with your writing.
 Avoid short letters of only one or two small paragraphs.
 Avoid lengthy letters with run on sentences.
 Make your letter persuasive and to the point.
 Mention concrete examples to support your recommendation.

8. Letter of Reprimand (Warning)
 Given to the employee as a means of rebuke (showing
disagreement) towards unacceptable behaviour.
 It should be signed by the supervisor as well as employee.
 It is to be given to the employee along with one copy (each) to be
placed in the official employee file, personnel officer and to the
union (if applicable) respectively.

9. Information necessary in a LOR
 There should be a written notice of infraction, citing specific rule
and policies violated.
 The letter should contain specific information regarding the
unacceptable behaviour or performance.
 It should include grievance or appeal right.
 To improve employee performance, employer should know
expectation from the employee.

10. Letter of Complaint
• A LOC intended for a subordinate can be a sensitive matter. As a
superior, you may be unfairly judged.
• The LOC (if written carefully and respectively) can produce positive
outcome.
• The subject of this letter may be the sloppy work execution, habitual
tardiness or absenteeism or misbehavior of the employee under you
(superior).
• It can be used as a clean way of effectively giving orders that can
help, correct the situation or introduce positive change on part of the
subordinate.

11. Letter of Nomination
 Letters of Nomination who have shown enthusiastic and
consistence participation in company operations can help ensure
their meaningful recognition.
 It is good to include an introductory statement or summarizing
theme to reinforce the point of the letter, to persuade persons in
position of judges to select the nominated workers.

12. Letter of suspension
 Fair labor Standard Act (FLSA) covers the disciplinary
suspension for employees.
 If an employee exempt from the FLSA, he will be given
documentation of disciplinary action which would be equitant to
a paper suspension.
 It can not exceed 30 days.
 Employee can be removed from the workplace on the basis of the
outcome of an investigation dealing with suspension.

13. Letter of Sympathy or Condolence
 Condolence letters are written on the very unfortunate incident of
death of any relative or known person.
 These letters should be short and sincere.
 It should be hand written on standard stationary or on corporate
letter head paper.

14. Employee Termination Letter
 A company has its own rules and policies that the employee
should follow. If not followed, the employer have right to
implement disciplinary measures and termination, if needed.
 It should include the exact reason for firing the employee.
 It should be written in a polite language and should show
that you are concerned with your employee future endeavors
and well being.

15. Contd…
 It should begin with a brief statement of sympathy such as “I was
deeply sorry to hear of loss”.
 In middle, mention the good qualities or the positive contribution
made by the deceased.
 In closing, you can offer your condolences and your best wishes.

16. Letter of Apology
 In business, there are instances, where the business does not
perform well which ultimately may lead to close down.
 It becomes very upsetting and crucial to pass on this information
to your employees.
 The employer should be sensitive when he writes this letter to his
employees.
 Rule of KISS/CC should followed.