Ch 2 mpm letter drafting


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Ch 2 mpm letter drafting

  1. 1. CHAPTER : II Drafting communication in Personnel dept.
  2. 2. Drafting of Appointment letter <ul><li>An offer of employment or letter of appointment is a written document which formally offers a position of employment to a person. </li></ul><ul><li>Generally, well-drafted letters of appointment are a good idea from the viewpoint of all employees and employers. </li></ul><ul><li>They clarify the general agreement made and set the scene for determining the contents of the contract of employment. </li></ul>
  3. 3. <ul><li>A letter of appointment or a written offer of employment should be provided to all new employees. </li></ul><ul><li>In the case of non-award employees it is a critical point that there are no obvious fall-back documents (eg: an award) to refer to in order to understand the terms of the employment relationship. </li></ul><ul><li>Such basic matters as remuneration, hours of work, superannuation and termination of employment need to be clear between the parties. </li></ul><ul><li>Definition of non-award/agreement employee.   (white collar employees) </li></ul><ul><li>A 'non-award/agreement' employee is a general term referring to an employee to whom neither an award nor an enterprise agreement applies. Examples of such employees can include managers or supervisors, or employees in non-unionised industries. </li></ul>
  4. 4. <ul><li>Employers, Human Resources personnel, or the employers’ advisers usually draft offers or letters of employment. </li></ul><ul><li>Where a ‘standard’ situation is in issue, a standard approach may be taken. </li></ul><ul><li>However, if there are some different or particular matters to cover, careful attention should be paid to the relevant variations from the standard. </li></ul><ul><li>For example, an employer may wish a particular employee to be available at unusual hours and this should be made clear in any offer or terms of employment. </li></ul>
  5. 5. <ul><li>it is very important to set out clearly and accurately the terms and conditions of employment in the letter. </li></ul><ul><li>This letter should include -- </li></ul><ul><li>commencement date, </li></ul><ul><li>reporting manager or supervisor, </li></ul><ul><li>whether a probationary period applies and the duration of that period, </li></ul><ul><li>salary, </li></ul><ul><li>sick leave, </li></ul><ul><li>superannuation, </li></ul><ul><li>other benefits such as car etc, </li></ul><ul><li>leave entitlements, notice requirements etc. </li></ul><ul><li>Many of these terms and conditions will be particular to the individual job. If the engagement is conditional on the employee signing a detailed contract of employment then this should be made clear in any letter of appointment . </li></ul>
  6. 6. What is a letter of appointment/offer of employment – award/agreement employee <ul><li>An offer of employment or a letter of appointment in this context is a written document which formally offers a position of employment to a person. Sometimes the offer and the key terms of employment are rolled into one and sometimes the offer is made and the letter of appointment follows. </li></ul><ul><li>It is not as critical to provide written offers or letters of appointment to award employees as it is with non-award employees, but it is still advisable and prudent to do so. The written record serves to nullify any arguments over what was agreed between the parties. </li></ul>
  7. 7. <ul><li>Unskilled/manual labour; clerical; tradespeople - all of whom would almost always be covered by awards or agreements - may be given a letter of appointment which outlines the critical information relating to the new position -- so that commencing date and time, remuneration, superannuation and some administrative details are commonly found; </li></ul><ul><li>Professional staff are less likely to be covered by an award or an agreement. For those who are covered, they are more likely to be given a detailed letter of appointment which could in itself constitute a contract of employment (making sure that the minimum provisions of any relevant award are met). </li></ul><ul><li>Middle and senior management as well as managing directors/CEOs are most unlikely to be covered by an award or a registered agreement. </li></ul>
  8. 8. Interview letters <ul><li>The Interview Invitation Letter acknowledges receipt of a job application form, and proposes a date and time for an interview, requesting contact if an suitable, alternative date and time is required. </li></ul><ul><li>Specify the date, time and location of the interview - enclose a map if appropriate. </li></ul><ul><li>Indicate to whom and where the candidate should report to. </li></ul><ul><li>Provide information about any additional aspects of the selection process that are going to be incorporated into the day of the interview such as typing tests, presentations and/or informal lunches. </li></ul><ul><li>Ask if the candidate, whether or not they have disclosed a disability or health concern, requires any special adjustments or equipment that they would need to attend interview. </li></ul><ul><li>Candidate’s request should not be refused without discussing the matter with the Department of Human Resources . </li></ul><ul><li>Information about interview expenses that candidates can claim where appropriate </li></ul><ul><li>Request that the candidate confirms his/her attendance at the interview by a specified date. </li></ul><ul><li>The main costs associated with the interview process are: </li></ul><ul><li>Travel Costs </li></ul><ul><li>Accommodation Costs </li></ul><ul><li>Hospitality Costs </li></ul>
  9. 9. Letter of Appreciation <ul><li>Reasons to write a letter of appreciation include: -    Encouraging future opportunities for working together. -    Creating or strengthening personal and business relationships. -    Giving praise for a stand-out performance or work completed. .-    Thanking someone for a contribution or help -    Motivating someone to reach goals. -    Acknowledging receipt of an important document or a gift. </li></ul>