Legal

What is a rotating shift? Here is a comprehensive guide for you, including examples and ready-to-use templates. Read on!

Rotating Shift

Rotating shift is when your work timings keep on changing based on a set schedule. In this article, we will learn more about the different types of rotating shifts and the templates required to create a rotating shift. Rotational shift work is often seen in the manufacturing sector.

Also Read: Remote Meetings | A comprehensive guide

What is a rotating shift?

Rotating shift definition means a scheduled shift that keeps on changing over time. Workers are supposed to take turns working 8 to 12 hours per shift. For example, employees work during the morning shift for a certain period, and later they are asked to work during the evening shift.

What is shift work?

The term shift work is used for any work schedule that falls outside the 7 am to 6 pm work hours. Shift coverage might be either early morning, evening, or night. The shift roster can be both flexible or rotational based on the type of industry.

What is a 2-2-3 schedule?

The 2-2-3 work schedule calendar consists of a slow rotation cycle of 28 days where each employee does a 12-hour work shift every day. The 2-2-3 work schedule usually involves 4 teams that work for 2 days, get 2-days rest followed by 3 days of work.

What is a rotating schedule?

A rotation work schedule is a scheduling practice used by some employers to cover all the different shifts. Employees go through a cycle of working the day shift, night shift, and any other shift. Rotating shift is often used in the manufacturing and labor sectors.

What are swing shifts? 

A swing shift schedule is when an employee works at different intervals throughout the day and night. Swing shift schedules are often implemented in organizations that require continuous operations throughout the day and night.

Each swing shift schedule will vary, hence one cannot answer what hours are the swing shift straightaway. Swing shift job description specifies that employees must be flexible with the work timings and plan their days in advance.

Also Read: Instructional coach | Everything about starting an exciting career

Why are rotating shifts a necessity?

Rotating shifts allows each employee to get benefitted from the rotate system. Each one of them takes a turn into a less desirable role while also getting the perks of better shifts in the preferred time slots. Weekly rotations also help keep things fresh.

1. Rotational work schedule allows talent and expertise distribution

The biggest benefit of the rotational work schedule is the ability to spread talent and expertise across multiple shifts and roles. Rotating a worker across multiple shifts will ensure that everyone has access to their expertise over the course of the project.

2. Rotate shifts lead to enhanced training and development

In some organizations, employees are put in rotational shifts to ensure adequate training time. The employees also benefit from interacting with different supervisors who cover varying shifts throughout the day.  Rotating shifts enable employees to take up more expansive roles in the company.

3. Rotating shift work increases employee cohesiveness

Adopting rotational shifts also helps companies in improving employee cohesiveness and teamwork. Rotating shifts allows each employee to take turns in the less desirable role, while also benefitting from the preferred time slots. Another plus is that employees get to interact with more workers while working in shifts.

Also Read: Employee Gift | The ultimate guide

Type of shift work schedules 

Let us look at the four different types of rotating shift work schedules,

1. Frequent rotation schedule

In the frequent rotation schedule, the team’s working hours change from week to week. In this kind of rotating shift, a person can go from working days to working nights within a duration of seven days.

2. Slow rotation schedule

In a slow rotation shift schedule as the name suggests the change in working hours is not that often. A person can continue working the same shift for months. There is less disruption to an employee’s sleep.

3. Weekend rotation schedule

In the weekend rotation schedule, employees trade weekends, so that each employee gets their turn to spend time with their family.

4. Partial rotation schedule

In the partial rotation schedule, part of the team has normal working hours whereas the other part works in shifts.

Also Read: Employee Resource Groups | Critical items that you must know!

Examples of rotating shifts at workplaces

There are different types of rotating shift schedules that can be implemented in the workplace based on the company’s requirements. Each method has its own pros and cons. We have listed down the different shift schedule and their respective examples or variants that exist,

1. 24/7 shift schedule examples

Let us look at the top three examples of shift schedules for having 24/7 coverage at the workplace,

1. 8-hour rotating shift schedules
2. 12-hour rotating shift schedules
3. 8 & 12-hour rotating shift schedules (8-hour shifts on weekdays, 12-hour shifts on weekends)
4. 8-hour & 12-hour fixed shift schedules

2. 12-hour rotating shift schedule examples

12-hours shifts are found to be pretty common in 24-hours work industries. Here are the top 3 examples that companies can implement,

1. [2 on 3 off] [2 on 2 off] [3 on 2 off]
2. [4 on 3 off] [3 on 4 off] and [3 on 3 off] [4 on 4 off]
3. [4 on 4 off]

3. 10-hour shift schedule examples 24-hour coverage

Listed below are the three types of 10-hour shift schedules to provide round-the-clock coverage. You can pick one based on the requirement.

1. [4 on 3 off]
2. [5 on 3 off] x3 [5 on 4 off] [4 on 4 off] x2
3. [4 on 4 off]

4. 8-hour shift schedule examples 24-hour coverage

Here are few options to create an 8-hour shift schedule for your team to have 24-hour coverage,

1. [5 on 2 off] [5 on 3 off]
2. [5 on 2 off]
3. [4 on 2 off]
4. [6 on 3 off] [5 on 3 off] [6 on 2 off x4]

5. 2-2-3 schedule

The 2-2-3 or Panama schedule is a slow rotation cycle of 28 days where each employee is put in a 12-hour shift every day. This work schedule provides employees with higher satisfaction as it is employee-friendly.

1. Panama Plus shift schedule
2. Pitman shift schedule (2-3-2 pattern)
3. DDNNOO schedule
4. Dupont schedule

Also Read: Powerpoint Tips and Tricks | A how-to guide for everyone

How to create a rotating shift schedule?

As a manager, it is your duty to consider the advantages and disadvantages of rotating shift work while creating the right work schedule for your team. We have listed down the three important steps that must be kept in mind while designing the schedule,

1. Be flexible while implementing rotating work shifts

Do not forget to practice flexibility while implementing a rotating shift work schedule in your workplace. Allow employees to swap shifts in case of emergency and consider their personal preferences as well. Employee support is extremely essential while implementing rotating shift policies at work.

2. Clear and consistent communication regarding shiftwork schedules

Transparency in communication is the first step towards designing rotation work. Give plenty of advance notice to the employees regarding shift rosters so that they are prepared beforehand. While turning schedules or introducing new ones, ensure that everyone is aware of the changes. 

3. Pay attention to work environment during rotation shifts

There are several cons of rotating shifts hence it is important to pay attention to the work environment in which employees are working. Measures such as proper lighting and ventilation, access to rest areas, a healthy cafeteria, clean washrooms, etc can mitigate the negative health effects.

Also Read: Secret Santa Gifts | An ultimate read for best results

Best suited industries for rotational shiftwork

Most shift work occurs in manufacturing and service industries but shift work schedules can be implemented as part of any job. We will discuss in detail the different kinds of industries that implement rotating shifts and how they benefit from them,

1. Shift works in the manufacturing industry

The manufacturing industry often handles equipment that cannot be started or stopped within the duration of a single shift. Hence, the need for employees working in multiple shifts arises to ensure a 24 hours coverage. Common job roles include factory workers, production managers, etc.

2. Shift workers in the service industry

Employees working in the service industry are often put on a rotating shift wherein the services are provided 24 hours a day. For example, healthcare services, where shift work is deemed necessary as they have to care for patients by staying overnight or for extended periods.

3. Rotating work schedule in transportation

The transportation industry covers everyone from airlines to bus/truck drivers. Depending on the type of work a person might be expected to work in shifts. For example, Flight attendants and pilots usually work in shifts as the flights are scheduled throughout the day. 

Also Read: Best Screen Sharing Software | A priceless list of tips to succeed

3 case studies of rotating shift companies

Several industries implement rotating shift schedules to ensure 24-hour coverage. Below are three case studies that we have picked up to see how rotating work is carried out in different companies. Check out the three examples to understand the implementation, 

1. Dupont shift schedule in pipeline control room

The Dupont shift schedule is the most common rotational shift system implemented in the pipeline control room. There are multiple teams each doing a consecutive 12-hour shift to give 24/7 coverage. For pipeline workers, it is important to remain vigilant during the entire 12-hour shift.

2. Rotational work schedule in Pascagoula Chevron Refinery

To protect Chevron’s largest U.S refinery, Mississippi Security Police deploys 140 guards on a 24/7 rotating shift work schedule that consisted of eight or twelve-hour shifts. Employees working longer days are provided three consecutive days off in addition to the normal two on alternate weeks.

3. Rotating work schedules at Libby-Owens-Ford

Libby-Owens-Ford, a large automotive and glass manufacturer company, has a rotating shift schedule of 12-hours each shift. Each person would work 14 shifts a month – two or three days day shift from 7:00 a.m. to 7:00 p.m., two days off, then two or three days night shift from 7:00 p.m. to 7:00 a.m.

Also Read: Best Note Taking Apps | A comprehensive guide

Rotating shift schedule template samples

Let us look at the sample templates of each kind of shift schedule to get a better understanding. The rotating schedule templates are designed considering 8-hour, 12-hour, and 24-hour shifts. The shifting work schedule is created in a way to give employees sufficient off days.

1. The 12-hour shift schedule

In this rotation schedule template, the employee is working 48 hours a week in four 12-hrs shifts covering 7 days a week.

Week	Sun	Mon	Tue	Wed	Thur	Fri	Sat
1	O	O	D	D	D	D	O
2	O	O	O	D	D	D	D
3	O	O	O	O	D	D	D
4	D	O	O	O	O	D	D
5	D	D	O	O	O	O	D
6	D	D	D	O	O	O	O
7	D	D	D	D	O	O	O

O – Off day, D – Shift duty

2. The 2-2-3 work schedule

The 2-2-3 rotating shift schedules have a total of 4 teams where each team works for 12 hours in order to give 24/7 coverage.

Week 1

Week 2

Team 1:

D

D

O

O

D

D

D

O

O

D

D

O

O

O

Team 2:

N

N

O

O

N

N

N

O

O

N

N

O

O

O

Team 3:

O

O

N

N

O

O

O

D

D

O

O

D

D

D

Team 4:

O

O

D

D

O

O

O

N

N

O

O

N

N

N

D – Day shift, N- Nightshift, O- off day

3. The 3 crew 24/7 schedule

The Kelly shift pattern uses 3 teams and 3 shifts to provide 24/7 coverage.

Team	Day 1	Day 2	Day 3	Day 4	Day 5	Day 6	Day 7	Day 8	Day 9
1	D	O	O	O	O	D	O	D	O
2	O	D	O	D	O	O	O	O	D
3	O	O	D	O	D	O	D	O	O

O – Off day, D- Shift day

4. The 4 crew 24/7 shift schedule

Pitman fixed shift worker schedule uses 4 teams and two 12-hour shifts to provide 24/7 coverage.

Day

1

2

3

4

5

6

7

8

9

10

11

12

13

14

Team 1

D

D

D

D

D

D

D

Team 2

D

D

D

D

D

D

D

Team 3

D

D

D

D

D

D

D

Team 4

D

D

D

D

D

D

D

O – Off day, D- Shift day

5. The 4 on 4 off shift pattern calendar

In a 4 on 4 shifts work schedule, the employee works for 4 days and then gets off for 4 days. The pattern repeats for 8 weeks. Each day the shift is of 12-hour each. 

	Sunday	Monday	Tuesday	Wednesday	Thursday	Friday	Saturday
Week 1	D	D	D	D	O	O	O
Week 2	O	D	D	D	D	O	O
Week 3	O	O	D	D	D	D	O
Week 4	O	O	O	D	D	D	D
Week 5	O	O	O	O	D	D	D
Week 6	D	O	O	O	O	D	D
Week 7	D	D	O	O	O	O	D
Week 8	D	D	D	O	O	O	O

O- off day, D – Shift duty

Also Read: Employee Appreciation Gifts | Everything you must know

What are rotating weekends?

Rotating weekend work is a common practice in which Saturday and Sunday are working days. A rotating weekend schedule is a work shift where employees take turns on when to work on weekends, and when to take the weekends off. This ensures each employee gets free weekends.

What is a pitman schedule and how does it work? 

The pitman shift schedule is a common work pattern adopted by companies that need 24 hours coverage. This pattern consists of 4 teams and 2 12-hours shift durations. The pitman schedule occurs on a 2-week cycle, in which teams are required to work for 7 days and get a total of 7 days off work. 

The 4 teams are divided into two groups of 2 teams each. One of the team takes up the day shift, working for 2 days, taking 2 days off, work 3-day shifts, have 2 days off, again work 2 days, and finish off with 3 days off. The other group works in the same pattern but on the night shift.

Also Read: Corporate Christmas Gift | A complete guide

What does the first shift mean?

Let us see what does 1st shift mean? The first shift means when the employees are working during the day and get the evenings and nights off. Employees working first shifts typically work during normal business hours. Typically work between 7 am to 5 pm. 

What time does the second shift start?

What is considered second shift? The second shift or afternoon shift hours overlap with both morning and evening shifts. The employees get mornings and nights off. Common work hours include, 11.00 am – 8.00 pm and 3.00 pm –  11.00 pm.

What does variable shift mean?

Variable shifts definition states that there is no fixed work schedule for the week. Instead, the employer asks you to work different shifts and hours during the week, or your shift changes from one week to another. These types of work schedules are also known as rotating shifts.

When does the evening shift start?

The evening shift hours typically range from 4.00 pm till midnight or 5.00 pm to 1.00 am. Very few people prefer working in this shift due to the timings. Commonly, mission-critical jobs such as law enforcement, healthcare, and military implement evening shift.

Are you stuck with the high rate of job abandonment within your team? Do you want to find ways to handle it without damaging the harmony of the workplace. Read on!

Job Abandonment

Job abandonment occurs when an employee stopped showing up to work for consecutive days without informing their supervisor or requesting a leave of absence in advance. This prolonged absence is considered resignation and can be grounds for failure to show up for a work letter.

In this blog, we have elaborated on the definition of job abandonment, employment law in various states, and what usually results when an employee fails to come to work?

Also Read: Employment Background Check | A comprehensive guide

What is job abandonment?

Job abandonment occurs when an employee does not come to work for a specific number of days without telling their manager or indicating their return date. It is considered a voluntary resignation, even though the employee has not formally quit. Employers should cover their legal basis while applying the job abandonment policy.

Why does job abandonment occur?

Employees can decide walking off is the best course of action. Employees who lack communication skills, feeling no obligation or loyalty towards their organization often abandon their jobs. They sometimes work for a few shifts and choose not to come to work or not return after their paid leave is exhausted. It can occur for the following reasons,

1. They found better job opportunities and want to leave quickly.
2. They are embarrassed or do not want to discuss their reasons for leaving.
3. They have not understood the company policy regarding medical/personal leave.

In some cases (medical or family crises or natural disasters), the employee may not be unable to contact their employer. These cases need to be assessed individually before being termed as job abandonment.

Also Read: Leadership skills at workplace | Everything you must know

Job abandonment consequences

Employees sometimes abandon their jobs because they disappear, unable to work because of illness and injury, or refuse to attend work. For job abandonment to apply, the employee has shown a clear intention that they are unwilling to honor the terms of their employment contract.

We need to emphasize that resignation and job abandonment are different. Resignation is the end of the employee contract, but job abandonment is a serious breach of contract. The consequences can result in termination.

Employers have procedures laid down for employees not showing up for work without intimation. It includes trying to contact the employee before sending a termination letter. The employer will update the employee’s file with the last date of working and termination date. The employer needs to send the final paycheck and insurance paperwork (if applicable).

Also Read: How to turn down a job offer | A complete guide

How do companies handle is job abandonment?

Job abandonment sadly is not uncommon, staff sometimes decide to abandon their jobs by not showing up to work and ghosting their supervisors. A clear job abandonment policy helps employers handle these situations and reduce liability if the employee contests your actions.

1. How many days of not showing up to work are considered job abandonment?

Your job abandonment policy needs to explicitly define the number of days when an employee not showing up will be called resignation by job abandonment. Some states offer guidelines, organizations can decide what constitutes it. They can choose how many successive leaves of absence will be allowed before the policy kicks in.

2. Provide specific circumstances of abandonment of work

To remove ambiguity, ensure the policy is easy to understand. For example, if someone takes paid vacation time but does not return to work for three days in a row after their vacation ends, they have abandoned their job. If an employee does not come to work for three continuous days without contacting their manager or supervisor, is considered voluntary abandonment.

3. Job abandonment policy

The policy should address short-term disability and Family Medical Leave Act. The Job abandonment policy should state if a staff member does not come to work for three successive days and does not file their short-term disability paperwork or leave of absence on the grounds of a family emergency, they would have abandoned their job.

4. Send notification for abandoning job

The policy should state that the employee will receive a registered letter for abandoning the job and not informing their supervisor, or provide a reasonable explanation for the absence. The letter should give a time frame that allows employees to give clarifications. Failing this, the employer can assume the employee resigned voluntarily. The industry standard is five days.

5. Consistently apply abandonment of employment policy

Employees must accept the company will enforce the policy about the abandonment of employment fairly and consistently. It needs to apply, even if a top performer fails to show up for work for three consecutive days.

Also Read: Employee Satisfaction Survey | Critical items that you must know!

Job abandonment letter format

The manager or supervisor writes the job abandonment letter. The letter is a document in response to an employee’s excessive and unexplained absence from work. The job abandonment termination letter should give details of the employee’s infractions and termination.  Here is a letter sample.

Dear [employer’s name],

Our records show that you have not reported working at[company’s name] since [date when absenteeism started] have not been in touch with your manager regarding the leave of absence. 

According to the company’s policy, absence without communication for a period of more than [number of days] consecutive days is considered job abandonment. This is to inform you that your employment with [company’s name] has been terminated effective [date], and we consider it to be a voluntary resignation. 

We request you to return any company property in your possession. If you are eligible for any benefits, you will be notified in a separate letter within 30 days.

If you have any questions, feel free to contact [contact name]

Sincerely,

[Supervisor]

Also Read: Employee engagement surveys | A how-to guide for everyone

Job abandonment law and recent trends in the US cities

There are no federal or state job abandonment laws defining it. There are state guidelines for employers. It is primarily a company’s responsibility to lay out the consequences of not showing up for work. They need to decide the number of days of uninterrupted absence without intimation that staff takes before it is considered abandonment.

1. Job abandonment California

There are no guidelines or laws for job abandonment in California. Most companies are free to set their abandonment policies and inform their recruits while hiring them. Even though there is no set standard, three consecutive days without prior intimation are grounds for abandonment. Some companies may have more stringent standards.

2. Job abandonment Florida

In Florida, employees are considered “at-will”, i.e. Florida firing law permits employers to fire their staff at any time. The employer is not required to give any cause or notice reasons for termination. The standard for abandonment in Florida companies is three days. The employer is required to pay the remaining wages.

3. Job abandonment NY

New York is an “employment at will” state. Employers can fire employees for any reason, other than those stipulated by contract or law. Job abandonment NY is when an employee is absent from work without prior permission, nor has the employee given indication when they will return. Employers are required to give written notices to their employees.

4. Job abandonment Texas

There are no specified laws regarding the length of leave before an employee is terminated in Texas. Unless otherwise stated in the contract, the standard period for abandonment is three or more consecutive days in a row.

5. Job abandonment NJ

Job abandonment NJ is an employee who has been absent for five or more consecutive days without a good cause or fails to notify their employer. Good cause standard can be high. The employee would not be entitled to unemployment benefits. These same conditions apply to employees who return to work after an approved leave.

Also Read: Employee Empowerment | An ultimate read for best results

Best practices in handling job abandonment

Employees sometimes miss several shifts without notifying their managers. Employers should be careful before dismissing an employee under abandonment. The employee can file a wrongful termination lawsuit against them. There must be a clearly defined policy to handle job abandonment. The best practices are,

1. A clear definition of when staff stop showing up to work

Companies should have clear a definition of job abandonment. It needs to define how many days when an employee stops showing up to work, will it be considered job abandonment.

The industrial standard is usually three consecutive days or missed shifts, but organizations can have their norms. They should clarify if job abandonment is voluntary resignation, meaning the employee may not receive unemployment benefits.

2. Investigation processes for abandonment of post

Employers need to demonstrate they took appropriate measures to investigate the abandonment of posts. They must find out why the employee missed work and determine if the employee is willing to communicate. A company representative tries to contact the individual, following the job abandonment procedures.

They can contact the employees through emails, phone calls, and texts and tabulating the number of attempts with responses. Typically companies try to get in touch for three consecutive days before sending a job abandonment termination letter in writing.

3. Compliance with termination process for no call no show quit

Once it has been established that no call no show quit was voluntary work separation or termination, companies need to follow established termination procedure. They need to pay all dues applicable and offer to transfer for health insurance if applicable.

4. Documenting terminated from a job

A written procedure where companies define job abandonment can be automatic grounds for termination. Companies should document every step of the process.

Managers and HR representatives need detailed documentation of each absence and the attempts made to contact the employee. Should the former employee want to take legal action for fired from their job, the detailed documentation will help bolster the company’s case.

5. Consistent implementation of job abandonment law

Companies should be consistent when applying the job abandonment law. They should follow the procedures by the book. Anytime an employee does not show up for work for the specified period, they should start implementing the procedures. Applying the policy uniformly, will give the perception of fairness and discourage the staff from taking unexcused absenteeism.

Also Read: Employee Satisfaction | A priceless list of tips to succeed

How many days can you miss at Wal-Mart before they fire you?

Wal-Mart gives incentives to workers to go to work every day. But it does offer protection offered if you are unable to come to work because of some reason. Presently, hourly workers are allowed 9 days of leave a month. This may be reduced to 5 days soon.

Does job abandonment go on your record?

Most organizations have a policy requiring their employees to give advanced notice before they resign. Companies are within their right to share this information in a job reference. Provided they are acting within the law, following their HR policies, and are providing truthful information.

Does job abandonment affect you?

In most states in the US, employees are hired at-will basis. This means if you do not have a contract, you or your employer can terminate the contract at any time. If you do have a contract, the terms of termination are mentioned in the contract.

If you do leave your job, your employer cannot do anything other than giving a bad reference if contacted. However, your employer can file a civil suit if they feel your actions caused a loss of business or revenue.

What is voluntary abandonment?

Voluntary abandonment is when an employee does not show up at work for a specified number of days without notifying anyone in the company or indicating when they will be able to return. Voluntary abandonment is considered to be voluntary resignation, even though the staff member has not formally submitted their resignation.

What is considered job abandonment?

Job abandonment happens when an employee does not come to work and is quitting by not showing up. He or she does not inform their employer about their decision to quit. Employers usually have a job abandonment policy, stipulating how many days of no-show/no-call will be called job abandonment.

Can you get unemployment for job abandonment?

If you violate the attendance policy (with no excusable reason) of your company, you will not be entitled to employment benefits. Companies having a concrete job abandonment policy as part of their HR policy can benefit from this. There are exceptions like a medical emergency or if you quit because of the behavior of another employee or an unsafe job environment.

One of the most impactful portions of a letter is the fag end one. Do you know the 10 best ways on how to end a letter. Read on!

How to end a letter?

Letters are a vital tool for communication. A good letter should leave a positive impression on the reader and convince them to do what the writer has asked. You need to careful while drafting your letter. How to end a letter is important, and can help you make a good impression. A wrong closing can damage the goodwill you have build up in your letter.

Why letter closings are important?

Letter closings need to be clear, concise, and professional. It is the last thing read by your reader. It sets the tone for all future correspondence and helps build a relationship with your reader. Depending on how to sign off a letter, you may convey information like your name, job title, phone number, etc. The letter ending should contain a concluding paragraph, sign off and signature.

Also Read: Problem solving activities | Everything you must know

10 tips on how to end a letter

After writing the introduction and body, you would think the ending of the letter would be easy. You have finished with much of the content, and you need to conclude. But many still struggle on how to end a letter. The ending would depend on receipt of your letter. Here are ten tips on how to end a letter,

1. Consider reader’s reaction in letter endings

It is common to end your letter with a call to action. These could be instructions or follow-up information. While drafting your letter endings, consider the recipient’s reaction when they have read your letter. Highlight these in the letter ending. Even if you have elaborated details in the body, a quick recap of the main idea is helpful.

2. How you want to reader to feel after ending a letter

Consider how you want your reader to feel after reading the letter. How to end a letter should reflect the sentiment. E.g. if you want your reader to feel your sense of urgency, you can end your letter with: As soon as possible or immediately. If want them to think that you are trustworthy, use, please do not hesitate to reach out if you have further questions.

3. How to sign a letter?

Whether you are writing a personal or professional letter, you should know how to sign a letter. You should know where to place your signature and what to add before and after it. Tailor your responses to the receipt for perfect closing. There are three thumb rules you can follow,

• Thank the recipient for their time
• Write closing
• Add complimentary closing.

4. Choosing the right letter sign-offs

You need to start and end your letter on a strong note. Choose the right letter sign-offs brings you closer to your goal. Compared to the start of the letter, you have more options, and you should be brief and courteous. Some common letter sign-offs used are – best regards, sincerely, and yours truly.

5. Choosing the right letter salutations

Letter salutations are an integral part of your letter. The choice of salutations depends on whether you know the person and the nature of your relationship. Some common salutations examples used in business letters are,

• To whom so ever it may concern
• Dear Sir/Madam
• Dear Mr./Ms./Dr/Prof Smith

6. Including information needed in closing a letter

Before closing a letter include – your name, designation, contact details, time and date (if applicable), and any other instructions required by the reader. You can add this information in your closing paragraph or as a part of your signature if they need contact information (your name, designation, email address, phone number).

7. Appropriate salutations for letters

Part of how to end a professional letter is creating the right impact, you should use the appropriate salutations for letters. Your salutation may need modification, according to your audience. While sending a professional letter, use professional closing rather than something casual. When in doubt, use a formal tone.

8. Letter endings formal

Letter ending formal should have a strong conclusion and clarify the purpose of your letter. In most cases, you want to continue your relationship. Your letter ending formally could be a summary of the contents, a call for action, or express gratitude for the help, or an invitation to meet in the future at a specified date and time.

9. What to include in letter signature

A common mistake is forgetting to include a letter signature while corresponding. Sign a letter your letter beneath the letter closing and your contact information. The contact information should include your full name, designation, email address, phone number, and any other contact information you want to add.

10. Formal letter closings

Remember formal letter closing is your last words, we have short memories. How to end a formal letter, will determine if the reader will remember your letter. Use the letter to underline your enthusiasm and interest, and encourage the conversation to continue. Remember to be polite, summarize your contents, and have a call to action.

Also Read: Voice echoing | A complete guide

Ways to end a letter formally – 18 examples

Business letters are still an essential tool of communication. When ending a formal letter, you need to convey respect for the recipient of the letter. The tone in your letter would change depending on the level of familiarity and relationship, your closing and signature should reflect it. Here are some ways to end a letter formally,

1. Formal business letter

A formal business letter is a correspondence between one company and another company, clients, employees, and stakeholders. How to end a letter is important, when you are corresponding with a client. Here are good ways to close a formal business letter,

• Kind regards
• Respectfully yours,
• Best regards,

2. How to close a letter?

How to close a letter will depend on the contents of your letter. Common letter closing examples are,

• If you have any further questions, please do not hesitate to get in touch.
• I look forward to meeting you on the 5th July.
• I would like to thank you again for your attention, time, and consideration.

3. Letter closing salutations

As a writer, you have to look for new ways to get your point across. Opening salutations usually begin with Dear, a person’s name. You can use a different closing salutation depending on the situation. Some of the best letter closing salutations are,

• Yours truly – this is tried and tested closing.
• Sincerely – unconstructively helps to get the job done.
• Appreciatively – Instead of using the word thanks repeatedly.

4. Business letter closings

For business letter closing, you can consider the following ways to ending of a letter,

• Cordially yours – can be used as a sincerely alternative
• Yours Sincerely – This is professional and is appropriate in most situations.
• Regards – Like sincerely and best, this shows restraint. You can use it as an alternative to sincerely.

5. Different ways to end a letter

There are different ways to end a letter. You need to consider your audience and select the closest fit. The most popular ways to close a letter are,

• Kind regards – this is more personal while still being respectful.
• Thanking you for your time – Expressing gratitude for taking the time to read your message.
• Hope to talk soon – This is appropriate for follow-up conversations.

6. Salutation for business letters

Take a look at some of the best salutations for business letters,

• Yours faithfully – can be used as a sincerely alternatives
• Best regards – one of the ways to ways to sign off a letter.
• Warm regards – effective once you are acquainted.

Also Read: Synchronus & asynchronus communication | A complete guide

5 tips on how to end an email

Emails have now become the preferred medium of business communication. You need to know how to end a letter if you want to communicate effectively. It motivates the reader to take action. Your reader will have the right impression. Use it to make your intentions clear. You can append your contact details. Here are some tips on how to end an email.

1. Use your full name in formal email closing

Use your first name and last name in the formal email closing. It will ensure the receipt is clear about your identity, and you are less likely to get confused with someone with the same first name or last name. Remember to add your contact information.

2. Consider the relationship with the recipient in business email closing

Before you start drafting an email, consider your relationship with the recipient. Are they clients, colleagues, or acquaintances? Your answer will help you frame your business letter salutation. When in doubt, always use a more professional closing. Even if you are friends, avoid unprofessional closing salutations.

3. Proofread before email regards

Several people send emails without proofreading. The receiver may understand what you are trying to convey but may think you lack seriousness and are unprofessional. If you are hoping for a positive outcome, you need to put in some effort. Avoid typos and bad grammar. Recheck your content before you email regards.

4. Avoid using the same salutation in all warm regards in email

Using warm regards in email is perfectly all right when had repeated correspondence with someone. You can leverage and use a more personalized signoff to build a connection between the receipt and you. You can use it to make the receipt respond more favorably.

5. Include a call of action before the best regards email

The last few sentences are the best place to put call-of-action before you end with the best regards email. It will be the last thing read by the recipient, and they will recall it better. Some call-to-action maybe call you or place an order or respond to queries. The last sentence should tell the reader how to respond to your letter.

Also Read: Virtual water cooler | A how-to guide for everyone

Ways to end an email – 15 examples

There are multiple parts to closing an email. Here are some pointers on how to end a letter,

1. Use professional email closing when in doubt.
2. Remember to use your full name (First name and Surname).
3. Include your current job title and company.
4. Add your contact information after you finish your email.

Here are some ways to end an email.

1. How to end email by leaving an impression?

Email sent by you create an impression of you as an individual and your company’s brand. Use the appropriate letter etiquette depending on who the recipient is. Some salutations you can use are-

• Sincerely – sincerely conveys the right tone
• Thank you – this is more professional than thanks
• Respectfully – Appropriate if you are sending an email to someone in a high position.

2. Email closing remarks

Email closing remarks are essential because it is the last thing read by the recipient. Some formal letter ending phrases are,

• Please do not hesitate to call if you have any questions.
• Thank you once more for your help in this matter.
• I look forward to hearing from you soon.

3. Best regards in email

Best regards in emails are common closing for professional emails. Other phrases you can use are,

• Your truly – A neutral way to end professional email.
• Best wishes – blend of friendliness and formality.
• With gratitude – if you want to show appreciation.

4. Email best regards

You can email best regards it suggests you respect the recipient but may not have a close relationship with them. Ways to end emails are,

• Warmest regards – it is more personal than best regards
• Thanks in advance – used when you are asking for a favor or more information.
• All the best – is safe and recommended by most experts.

5. Warm regards email

Often, you want to convey more warmth in your professional interaction. Warm regards email are common way on how to end business letter. You can use,

• Take Care – can be used in some cases if you know the recipient.
• Warmly – can be used for colleagues
• Have a wonderful day- are some ways to end emails

Also Read: Deep work summary | An ultimate read for best results

How to end a letter to a professor?

Professors have gone electronic. You may be writing to your professor for a deadline extension, thanking them for help, asking for an appointment, or get your grade raised. When asking for help, remember to be proactive and show you want to excel in their class.

While asking for an appointment, send your email a few days or weeks in advance. Remember to mention the class you attend. How you end, a letter will depend on the context of your email. Here are some examples of how to end a letter to a professor?

Example 1:

I am grateful to you for your help with the questions with my project.

Yours Sincerely,

Example 2:

I appreciate your advice and guidance. It has been very useful, and I assure you, I will proceed as advice.

Kind regards,

Also Read: Depth of knowledge | A priceless list of tips to succeed

How to end a letter of recommendation?

We use a letter of recommendation to convey additional information about an individual for employment, study, or any other purpose. You need to state the nature of your relationship with the candidate.

State the characteristics that make them recommendable. Highlight the areas of specific strengths or experiences. How to end a letter of recommendation?

Start by summarizing points in your letter, before you give your recommendations for the opportunity the candidate is seeking. The letter of recommendation should be genuine and concise. Avoid using jargon or being too general, or gushing in your letter.

Finally, sign off the letter with Yours Sincerely

Remote work goes for a toss without a proper guideline in place. Here’s a comprehensive template for your remote work policy. Read on!

Remote Work Policy

In workplaces, the employees turn up daily to the office. The employer meets them, communicates with them, monitors them, suggests them their rights, and informs them about the code of conduct.

But this is not the scenario for remote employees. They don’t come to the workplace daily, and they work independently in their residence. Instituting a clear remote work policy is important as it explains the scope and the legal rights of a remote employee.

What is remote work policy?

A remote work policy is an agreement between an employer and a remote employee. The policy explains when and how can a remote employee work from locations other than the office. The policy can either be temporary or permanent depending upon the scope of work. Remote work policy also talks about the legal rights of remote employees, how an employee can work, etc. 

Remote work is just an extension of the workplace. We perform the activities in our own residence. The parameters and expectations are defined by the organization. So the employees are expected to adhere to the rules and regulations of the corporate atmosphere. 

Did you know? 47% of those who work from home say that they are very satisfied with the way they live and work. 

Also Read: 8 Best free Video Conferencing Software – Connect, Communicate, Collaborate!

Why formal remote working policies must be in place?

According to a survey by the Future of Remote Work and Covid-19 impact on mobility, 86% of respondents predicted that work from home requests will see a significant increase. Most companies do not have a remote working policy in place and are still hesitant to pursue a formal work from home policy. Why formal remote working policies must be in place? The reasons are as follows

Policy working can mitigate compliance risks

Your organization must implement remote working policies to mitigate risks. You have to when you implement remote working for your company. Some of the factors are payroll withholding, change in tax jurisdiction, permanent establishment, and immigration status. Without a policy working, you may expose your staff and company to pointless risks.

WFH policy helps make it scalable

Depending on your company’s business strategy, you may apply the WFH policy to many employees. Having a remote working policy will help you implement a policy to start the wfh program. Without a remote work policy, it will be tough to track, monitor, and rein in the work-from-home staff.

Policy work provides clarity

Many employees are excited about the prospects of working from home. Your staff may have questions, and you need to answer them and provide a clear framework and plan. A policy work will be an excellent starting point. Remote working policies help you clarify what you hope to gain from the remote working program.

Work from home policy guidelines can complete your business strategy

Work from home policy guidelines can help set up clear goals. Some businesses want their staff to work in their office occasionally, while others are looking to go fully remote. Remote work policies can help you make a framework for either goal. It is vital to create a clear work-from-home guideline in line with your business strategy.

Work policy can increase employee value proposition

Remote work opportunities can attract talent, reduce overhead costs, improve productivity, and increase the employee value proposition. Your company can meet these objectives with a well-thought work policy. The remote work policy should clarify what you hope to achieve and gain from remote working.

Also Read: Best Remote Working Tools That Make Life Easy

Must inclusions in work from home policy documents

A remote working policy is an agreement that details everything required by an employee to work at home. You need to draft a comprehensive work-from-home policy to guide your remote staff properly.

The home policy documents should convey the benefits of working from home or a remote location. The management and employees will be able to use the document to get most from the work from home program. We recommend you include the following information in the work-from-home documents,

The rules of work agreement template

The work agreement template should define the rules and regulations for when an employee works from home. Standard rules and regulations may be applicable for most companies. Your work from home policy document should include the statutes regarding,

• Code of Ethics and Conduct
• Attendance policy
• Sick leave
• Confidentiality
• Employee handbook
• Sexual harassment policy

Define scope in work template

You need to define the scope of work in the work template. You need to specify which job positions are eligible for work from home. Some job positions require the employee to work on the premises.

Your work template should describe the software requirements and security risks associated with the staff working from remote locations. The work from home policy document should spell out the eligibility criteria.

Employee regulation for working hours

You need to outline the working hours of your staff working from home in the remote work policy. Employee regulation for work hours must be consistent with industry standards. Having regular works helps to improve productivity.

The work hours must include time for working collaboration, attending client and team meetings In the remote work policy, remember to outline the number of leave days your staff is entitled to every year.

Security measures for a remote location for a company

Remote employees need to be on the same page regarding company or client confidential data. They need to ensure company data remains protected even in a remote location for a company.

The work from home policy should explain the security measures your staff needs to follow to ensure data safety. They may need a VPN to ensure network safety and security. You will need to install the latest cybersecurity software on equipment used by staff.

Communication practices in remote contract work

While working from a remote location, your staff relies on clear communication to work effectively. The remote contract work should specify how frequently you want your employees checking in and how they will collaborate with their colleagues.

Various tools that enable virtual meetings, collaboration, and management projects have made remote working much more efficient. The remote work policy should discuss the email and telephone protocols.

Working from home policy and procedure for compensation

You should inform your employees about the change in salaries and benefits if they are working remotely. The working from home policy and procedures need to outline the expenses the employees can claim for and the procedure to claim them.

Consult your staff on the compensation policy and learn about benefits that are important to them.

Work from home program outline benefits, insurance, and liability

Your staff protection and security are still your concern when they work from home. A work from home program needs to outline what happens in case of injury and to what extent is your company is liable. You need to outline if their work equipment is insured. The remote work policy should explain if your staff will receive worker’s compensation and health insurance.

Employee equipment responsibility

Remote employees require technology, software, and equipment to work and collaborate from home. The remote work policy needs to cover employee responsibility for equipment under their care. The remote work policy should cover protocol for damage, loss, or maintained work to any employee equipment.

Employee equipment responsibility form for IT Support

A computer requires repairs and updates periodically. Your firm should have an IT support team that can provide support remotely. IT Support ensures work is not impacted due to computer or software problems.

Work from home documents should have an employee equipment responsibility form is provided to ask for IT Support when required. Some remote work policies have outlined a ticketing system for IT support.

Office policies and procedures regarding performance measurement

The time tracking method is not a very efficient method to measure efficiency. Your company should draft office policies and procedures regarding metrics for measuring staff performance. Metrics measurement will depend on the job description. These metrics could be a line of code written, project completed, sales deals closed, etc.

Also Read: Best Practices For Remote Onboarding

How to create remote work policy template?

A remote work policy acts as a guideline for remote employees. Any mistakes or errors in it might afford a significant loss for the company. It is the responsibility of the employers to draft a good remote work policy for remote employees. There are some key topics that an employer should keep in mind while preparing a remote work policy. They are as follows.

Determine suitable roles for remote employees

There are some roles that won’t be suitable to work as a remote employee. The nature of work requires their presence at the office. For example, it could be a ‘trainer’ job. Those who are required to train the office employees on certain things.

In these cases, the company should create a remote work policy that specifies the guidelines on how to train the employees remotely. The employer should outline the strategies and tools that will be required for the remote employee to work productively from his place. Few questions should be considered while formulating remote working policies.

• Will the role impede success if worked remotely   
• Resources required to work remotely
• Strategizing the work plan to work remotely
• Consideration about the senior management whom the remote employee would be working under
• The tax and other benefits that a company will enjoy if they hire a remote worker

Other than this, before rolling out the policy, it is better to consult a legal team.

Choose and provide the right remote work tools

Employers must make sure that the remote employee has all the facilities to work efficiently. For some nature of work, the employees might need more tools and resources. The basic tools and resources like laptops and WiFi might not be sufficient to perform a few tasks.

For a job like a trainer, the person might need some additional tools like a webcam, communication software, etc. Without some tools, the remote worker might not feel engaged. Some of the questions we need to ensure are as follows.

• Is the employee given the basic tools to work remotely
• How will the remote employee communicate with his team or the management
• What kind of software do the remote employee needs for communication
• If any additional technology or tools required by an employee like printer, scanner, etc. 
• Will the employee be reimbursed for the additional expenses she/he incur for such installations

Cybersecurity should also be given top priority while working on private customer data and other company files. The remote workers should also be informed about the technology used for team communication. For official non-verbal communication like emails, WhatsApp groups, and for virtual conferencing software like unremot, Skype, or Google Hangouts.

Guidelines to work from home

When an employee is engaged in working remotely and not in an office place, creating a platform for communication is a must. The remote employee should be able to communicate with the following people.

• The top management – whom she/he would be reporting to
• Team meetings – in most cases, a project would be carried out by a team
• Client meetings – for the client to whom the worker is handling the project
• Performance reviews – again, this would be with his senior management 

A clear platform for communication set-up should be kept installed as these are essentials. It is the responsibility of the employer to specify these in the remote work policy.

Legal rights of the remote worker

This is a very important aspect of the remote worker’s point of view. As with the office goers, the remote employees are also entitled to legal protections. As the remote employees are not present in the office, the remote policy should be drafted in such a way to ensure that the company is legally compliant.

The working hours should be clearly specified because it ends up as overtime work if they work above 40 hours or generally accepted working hours. It is important to select the working hours to prevent it. The employer should also mention the leave policies for a remote worker.

If it is mentioned clearly, they won’t end up working overtime. Other than this, it is important to through some lights about the benefits, training as what the office goers are entitled to. If these things are not addressed properly, it might end up as discrimination.

Remote work is no longer a trend. Most of the companies around the world had to shift to remote work due to Coronavirus pandemic. Remote work is likely to see a popular, long-term adoption around the world.

Benefits and remuneration

The pay, the perks, and the other benefits the employees are entitled should be specified in the remote work policy. Like the regular workers, the remote employees’ work policy draft should also specify the remuneration.

Laptop/desktop, WiFi are the basic requirements to work away from the office. The reimbursements for these, if any, should be clearly discussed. These are not supposed to be reimbursed mandatorily, depends upon the mutual talks.

Additional requirements like a printer, the scanner would be reimbursed in most cases. Anyhow, these details should be mentioned clearly in the remote work policy rather than a verbal agreement.

Reasons to adopt a remote work policy

The reason for hiring the best employee is in an expectation that he would bring in more to the table. A good result is what expected from an employee. Unlike traditional office settings, it would be difficult to monitor a remote employee.

A policy should be drafted in such a way that it makes the employee realise what the management is expecting from him. Remote working policies also briefs about the code of conduct, rules, and regulation on work hours, etc. Ultimately, this will act as a guideline for remote employees. 

Flexible remote work policy

The work policy is not stringent. The work policy rather is employee-friendly. For example, in a flexible remote work policy, there might not be any system of rigid working hours. The employee might opt for flexible work hours.

It is like working the time whenever she/he is available. Of course, there wouldn’t be any compromise relating to the responsibility or the target to achieve. With flexible remote work policies, an employee might be able to schedule his day by what he wishes to do. He can work in the morning, work out in the noon, and relax in the evening.

Also Read: Virtual Icebreakers – How to have a smooth first remote meeting?

Sample working agreements templates

There are several working agreement templates you can use for your organization. We have given a sample human resource policy template, that you can use for setting up your remote work policy for your company.

Policy brief and purpose

Our employee remote work policy provides a framework for employees to work from remote locations. We need to ensure both employees and staff benefit from the arrangement.

Scope

The policy applies to staff whose work location is away from our offices. i.e. the staff who work from remote locations.

Remote working agreement 

We may hire remote employees permanently, temporary basis, or contract basis. Permanent employees should mention their primary work address in the remote working agreement.

Office-based employees can work from home for a maximum of [two consecutive] weeks a year. Employees who have been working for us for 12 months are eligible for functioning from remote locations. Employees who are new parents or have suffered a short-term or long-term disability can opt for work from the home program after meeting their manager and HR department.

Office-based employees that have relocated permanently may discuss employee work from a home policy with their manager. The HR department will review each case on an individual basis. They will need to submit the form available in the working agreement template.

Remote working that works

Employees need to guarantee work performance does not suffer in remote working arrangement, we advise our work from home employees to,

• Choose a quiet and distraction-free environment
• Have a stable internet connection with adequate bandwidth
• Avoid distractions and give full attention to their work during work hours
• Stick to the recommended break and attendance plan agreed with their manager.
• Ensure their schedule overlap with their colleagues for meetings or collaborations to complete job duties effectively.

Remote employees and managers need to establish long-term and short-term goals. They should have scheduled a weekly follow-up meeting with their managers to review the goals.

Working hours – We document the agreed-upon working hours in the remote work policy documents. We negotiate the working hours after a meeting with the employee, manager, and HR Department. While working remotely, your employee should plan their work to complete the job in the stipulated time frame.

Availability – The remote worker must be available via telephone, email, or instant messaging applications. They need to ensure there are no previous engagements on remote workdays.

Compliance with policies

Our remote employees must follow the company’s policies like their office-based counterparts. Policies followed by all employees include,

• Attendance – Attendance rules outline the regulations about employees coming to work. Remote workers need to report absence like other staff members. The attendance policy details rules about absenteeism and tardiness, unforeseen absenteeism, good attendance, and disciplinary action.
• Social media – Staff should abide by the guidelines regarding things they can post about. They should not post any confidential information. They are liable to face disciplinary action if their posts can affect your company’s image.
• Confidential – Employee confidentiality deals with how employees treat confidential information. Staff may receive information about clients, partners, and our company. This could be sensitive information or business data. Common working from home policy example regarding confidentiality are,

• • Unpublished financial information
  • Data of customers/partners/vendors
  • Data entrusted by third partners
  • Pricing and marketing strategies
  • Documents and process explicitly marked confidential
  • Unpublished goals

Breaching confidential information could lead to disciplinary and/or legal action.

Data Protection – The company treats data received from employees, customers, stakeholders with care and confidentiality. The data should be stored transparently, securely, and individual rights.

Employee code of conduct – The employee code of conduct elaborates on the expectation regarding employee behavior towards colleagues, supervisors, customers, and other stakeholders. Important components of the employee code of conduct are compliance with the law, respect in the workplace, professionalism, and protecting company property.

Anti-discrimination/equal opportunity – Anti-discrimination provision in our policies ensures equality and promotes diversity in the workplace. We are committed to providing equal opportunities to employees, candidates, contractors, stakeholders, partners, and visitors.

Dress code during meetings – The dress code elaborates on how employees should be dressed at work. Employees must be clean and well-groomed. Clothes worn should be projected professional and work-appropriate.

Training – We shall provide the remote worker with adequate training related to the technical tools at their disposal and the specific features for remote work. The remote work policy should provide adequate orientation to the job profile. The manager and employee should provide feedback about the training.

Occupation Health and Safety – We are responsible for the health and safety of our remote staff. Remote workers must agree to comply with any required health and safety practice specified in the remote work policy.

To ensure compliance the employer, employee representative, and occupational safety and health authorities must have access to the workplace. The remote worker must have prior intimation. Occupation health and safety for remote workers. Remote workers must agree to the practices and discuss health and hazardous at work.

Travel – Remote workers are subject to travel regulations. Business trips are subject to the regulations currently in effect.

Compensation and benefits

Your job profile will determine employee compensation and benefits. Health insurance, PTO, other individuals, and group benefits remain unaltered by the remote working policy. The remote worker’s insurance coverage also applies to remote work.

Work from employees will receive a work-from-home allowance to cover office-related costs. In case you need to visit our office for remote employees they will be paid for the same.

Equipment

We provide our remote employees with all equipment essential for their work (laptops, headsets, and mobile phones). We install the required software and VPN on the equipment. The organization does not provide additional equipment like printers and screens.

If we provide the equipment it is company property. Employees must not misuse or lose equipment. Responsibility for company equipment includes,

• Equipment should be password protected.
• Store equipment in a safe and clean place when not in use.
• Follow required data encryption, protection standard, and settings.
• Avoid downloading suspicious, illegal, unauthorized software.

The HR department will discuss any new insurance requirements with you. Employees may have to take homeowners insurance to cover company equipment. HR may reimburse them for the portion of the insurance.

Also Read: Team Communication 101: What is it & How you can crack it!

How to measure the success of remote work policy

There are multiple ways to measure the success of a remote employee. But it all depends on the nature of the work they perform. If the work is based on talking to the customers, the performance will be measured based on the feedback of the customers.

If an employee works for his clients on a project basis, the same is applicable here. Feedback values the most than the number of hours logged in for work. One of the basic and common ways to analyze the success rate is to see how the person adheres to the deadlines.

In most cases, the proper channel of communication reduces the chances of missing deadlines. If you feel things are not going well for the employees, well it might require a rearrangement in the remote work policy. 

Remote work is a boon for both the 21st century’s employers and employees. Employers enable the work-life-balance of the employees, which also helps in boosting productivity. This helps in reaping the reward for the employer and employee in many aspects.

Further read: Best Home Office Set Up For Remote Work

What is a remote work policy?

A remote work policy is an agreement between the employer and the employee that outlines when and how a remote employee can work from locations other than the office.

Is the remote work policy a permanent one?

A remote work policy is either temporary or permanent, which is based on a mutual stand.

What are the benefits of working from home?

Flexible working hours, customizing the environment we like, no compulsion for wearing a formal dress, happier work life, better attention to health, etc. are the few benefits of working from home.

What are the points to be kept in mind while preparing a remote work policy?

A remote work policy acts as a guiding factor for a remote worker. The tools and resources required, the nature of work, the legal rights of the remote employee, the communication software, remuneration, and pay are some aspects that should be kept in mind while preparing a remote work policy.

What is a flexible remote work policy?

A flexible remote work policy is a work policy that is employee-friendly. It benefits the employee like not rigid policies for the timing of work. It is the target that matters, not the hours the employee work.

What is work from home policy?

A remote work policy can also be said as a work from home policy.

How to create a remote work policy template?

A flexible remote work policy template could be created by adding the points elaborated to prepare a remote work policy.

How effective is a flexible remote work policy?

The flexible remote work policy helps in maintaining the work-life balance of the employee. This, in turn, helps in increasing productivity. 

What is working from home policy template?

Working from home policy template is the same as a remote work policy template.

How to measure the success of a remote work policy? 

Measuring the success of a remote work policy depends on many factors like the nature of the work of the remote employees, how effectively they adhere to the deadline, etc. 

Sending a rejection letter is almost like firing someone. It’s tough. But, here is a list of 25 sample letters that you can use to make the process easier. Read on!

Rejection Letter

A rejection letter is a method of informing professionals of them being denied for a particular job position in the company. But how to write a rejection letter or how to write an email declining a job?

The tone of the rejection message must be polite and respectful. In this article we will discuss the different ways of writing a reject letter, application rejection letters samples, denying a claim letter examples, and rejection letter examples for easy reference.

Also Read: How to prioritize task | Everything you must know

Key items to be included in a job rejection letter

Before drafting a job rejection letter, it is crucial to understand the key items to be included in the rejection letter. Enlisted below are the important elements of inclusion,

1. A thank you note for applying for the job position
2. A clear note specifying that the candidate is denied an offer
3. An appropriate and valid reason for denial
4. Mention in brief the strengths and the weaknesses of the candidate in a positive tone
5. Wishing luck for future endeavors

Also Read: Office management | A complete guide

Why a formal and polite rejections letter is important?

You must be thinking about who does a rejection letter need to be formal and polite. Well, there are various reasons to pen down a rejection letter with a warm and comfortable tone.

1. Heralding the company branding and prophecy is crucial; hence a professional offer rejection letter must be sent to the candidates
2. A nice rejection letter assists individuals in recognizing their weaknesses and working on them
3. Lastly, you can maintain healthy relationships with candidates by sending out a polite application rejection letter

Also Read: Cybersecutity during work from home | Critical items that you must know!

Top 25 rejection letter sample collections

In this section, we will talk about rejection letter sample, templates, and examples for writing a rejection letter that is professional and simple. You can refer any of them for drafting a rejection letter depending on your preferences and needs. Enlisted below are the top 25 employment rejection letter samples.

Sample rejection letter after interview

The key ideas that need to be incorporated in a rejection letter after interview are,

1. A note of thanks at the beginning for attending the interview is ideal to be mentioned in a rejection letter
2. Show gratitude for showering interest on the company and the applied job position is a good inclusion in a job interview rejection letter
3. Inform politely about selecting an alternate candidate more suitable for the position; a good way to be polite while writing a job candidate rejection letter

A good rejection letter template

A good rejection letter template must inculcate the following ideas for assisting to draft a well-documented rejection letter,

1. Classic Template for letter of denial – note of thanks, inform the decision and wishing best of luck for the future
2. Warm template for polite rejection letter – thanks note for applying for the job, inform about the rejection and notify about alternate positions
3. Feedback template for letters of refusal – feedback on the strength and weakness of the candidate and suggestions for further improvement to reconsider the position applied for.

A sample applicant reject letter

Here are some examples of how to write an applicant reject letter,

1. Speak about the huge number of applications received as a starting point in the rejection letter for job applicant
2. Inform about selecting a candidate with qualities close to the job requirements in the reject message
3. Write out a note to contact back in case of any queries, a goodwill gesture to mention in a rejection letter

Also Read: How to measure productivity | A how-to guide for everyone

Job offer rejection letter examples

Enlisted below are some examples for writing a perfect job offer rejection letter,

1. Be prompt in sending out the rejection letter and not hold up the candidate
2. Be polite and courteous in your approach while writing a job denial email or letter
3. Be concise and brief while specifying your decision and not an elaborate one in your offer rejection email or letter

A professional reject letter template

A reject letter template must comprise of the following key elements for writing out a professional rejection letter,

1. Appraise the candidate about the qualities and strengths before mentioning the decision in the regret letter for job
2. Acknowledge the time invested in applying for the job in the refusal letter for job offer
3. Mention the news of refusal very politely while writing a rejection letter to applicant

Professional employment rejection letter examples

Some examples of a professional employment rejection letter are illustrated below,

1. Always address the candidate by the full name in the rejection letter
2. Specifying the number of applications received is also a good way to write in a letter of rejection for job
3. Wish luck to the candidate for a future job hunt in a professional rejection letter

Concise interview rejection letter template

A good way to curate a concise interview rejection letter template is to follow the ideas mentioned below,

1. Express thanks and gratitude to the candidate in a job application rejection letter
2. Share the thought that you have selected a candidate with more experience in the employee rejection letter
3. Wish best wishes for the future at the end of the rejection letter

Also Read: Time blocking | An ultimate read for best results

Job rejection letter samples

Here are few job rejection letter samples for you to refer to, while writing a rejection letter,

1. “Thank you for applying for the job. We regret to inform you that we could not accept your application…”
2. “It was a pleasure speaking with you and we respect your precious time. We had about 10 applications for the position and we selected a better candidate…”
3. “Appreciate your time for attending the interview. .. We are sorry to inform you that we have opted for a person with more hands-on experience..”

How to start writing a reject letter for job

Let us focus on how to start writing a reject letter for job,

1. Mention the date at the beginning of employment rejection letters
2. Address the person by the full name in an email rejection letter
3. Better to keep the content of the denial letters brief

The key sections of a job applicant rejection letter

The key sections to be included in a job applicant rejection letter are,

1. The address section is a must when you think of how to write a rejection letter for a job
2. Introduction section with a thanks note is a must in a rejection letter
3. The main body of the application denial letter where you mention the decision for rejection and the reason

Conversion tone of a job decline letter

While writing a job decline letter, the conversational tone is crucial. Here are some ways of setting up the tone in a rejection letter,

1. Words used in the subject line for rejection email must be professional
2. Use polite words when you think of how to write a job offer rejection letter
3. Be kind and gentle while mentioning the rejection in an employment denial letter

Also Read: Inbox zero | A priceless list of tips to succeed

Stating reasons in rejection letter before interview

Some samples of rejection letter before interview for writing the denial reasons appropriately in a rejection letter are stated below,

1. Lesser years of experience can be a way on how to reject politely in an email sample
2. Insufficient requisite qualities as a reason in a resume rejection letter
3. Selecting a better candidate is also one of the best reasons to be written in a post interview rejection letter

Sample rejection letter for job to write a thanks note

Writing a thanks note is an important part of a rejection letter. Here some samples to be written in a rejection letter for job,

1. Express thanks for applying for the position while you spell out an application denial letter
2. Show gratitude for appearing for the interview – a good inclusion in a job rejection letter after interview
3. Usher in good wishes for a better future while drafting a sample employment rejection letter

Sample candidate rejection letter for hiring in an online business

Hiring in an online business is different as it needs knowledge of the social media algorithms. So when you wrote a candidate rejection letter for an online business, you can specify the following,

1. Less experience in content writing is one of the reasons for a job rejection letter template
2. Minimal knowledge of social media algorithms can be a way to reject in not hiring letters
3. Barely any knowledge about SEO is another good reason to reject in a letter declining offer for jobs

Also Read: Remote working tools | A comprehensive guide

Candidate rejection letter sample for advertising business

A candidate rejection letter sample for advertising business must contain the following,

1. Mention politely about the lack of marketing skills in the candidate while writing a rejection letter
2. Specify the knowledge deficiency on campaigns in applicant rejection letter samples
3. Write on hiring more experienced professionals in a sample denial letter

A decline letter sample for Travel and Hospitality Business

A rejection letter or decline letter sample for the Travel and Hospitality business can preferably comprise of,

1. Reason of rejection as lesser knowledge on different regions of the world in employment rejection letter after interview
2. Lack of experience in hospitality as a reason in a rejection letter for job offer from employer
3. Wish the candidates good luck for the future while writing a regret letter sample

A job applicant rejection letter sample for manufacturing business

A job applicant rejection letter sample for a manufacturing business can be written with the following ideas,

1. Lesser knowledge of mechanical jargons as a reason while writing a rejection letter
2. Less experience in handling mechanical equipment as an alternate reason as in how to write a refusal letter
3. Suggest improving weaknesses as you draft a rejection letter format

A job offer rejection letter sample for a hi-tech company

A job offer rejection letter sample for a Hi-Tech company can go like this,

1. Offer a note of thanks for applying for a job position in the Hi-tech domain in a respectfully decline letter
2. Share the inability to hire in the position due to lesser experience in digital technology in a rejection letter
3. Wish luck for a better future as you draft a sample rejection letter after interview

Also Read: Home office set up | Everything you must know

A job refusal letter sample for retail

A sample job refusal letter while hiring in a Retail organization can contain the following,

1. Insufficient knowledge of retail selling concepts can be a reason in the claim refusal letter sample
2. Less experience in the retail domain can be another reason to mention in a rejection letter
3. Show gratitude for appearing in the interview while drafting a sample rejection email after interview

An applicant rejection letter sample for banking and financial services

For the Banking and Financial Services company, an application rejection letter sample can comprise of the following,

1. Lack of knowledge in accounting concepts can be a reason for writing a rejection letter or rejection email for job
2. Less experience of working in a banking domain can be mentioned in a candidate rejection email after interview
3. Shower thanks for applying for the job in a sample candidate rejection letter

A sample applicant rejection letter after interview for remote professionals

A sample application rejection letter after interview specifically while denying remote professionals,

1. You can mention about lack of knowledge on remote conferencing tools as a reason for denial as in how to write rejection letter
2. Less experience of working as a remote professional as a means to deny in how to reject politely in an email sample or letter
3. Wish best wishes for the future to the candidate while drafting a rejection letter

Sample denial letters for jobs in sales

Some sample denial letters for jobs in sales positions are suggested to contain the following,

1. Minimalistic experience in winning sales deals as a denial reason in a sample job rejection letter
2. Less experienced in a sales role can be mentioned in a rejection letter
3. Offer a thanks note to the candidate in an application rejection letter template

Also Read: Distributed teams | A complete guide

An employment decline letter in the insurance business

An employment decline letter or rejection letter for denying a candidate in an Insurance business can contain the following snippets,

1. Less idea of insurance products – a reason for denial in did not get the job letter
2. Less experienced in the insurance business, one of the reasons how to write a decline letter
3. Open up chances for applying for future opportunities in the letter of declining a job

A sample interview decline letter for contractual employees

For candidates being interviewed for contractual jobs, a sample interview decline letter or rejection letter can be consisting of the following ideas,

1. A note of thanks for agreeing to offer for contractual jobs is a must inclusion in a not hiring you letter
2. A reason for denial can be minimal knowledge of working in a contractual job – a way on how to write a job rejection letter
3. State about hiring an alternate experienced candidate in the regretting letter sample

A sample job application rejection email for part-time employees

While recruiting part-time employees and denying the job offer, a sample job application rejection email or rejection letter must contain the following,

1. Gratitude for applying for a part-time position as one of the mandatory points on how to send a job rejection email or letter
2. Lesser experience of working in a part-time role as one of the reasons on how to write a rejection email or letter
3. Be transparent for future open positions the candidate an apply for – good to be included in an employment rejection letter sample

Also Read: Virtual field trips | Critical items that you must know!

How to reject a job application politely

The best answer to this question while you pen down a rejection letter is to use kind and gentle words. Never put up the denial words or reason at the beginning when you write a candidate rejection email sample or letter. A letter rejecting a job applicant should mention a note of thanks. The rejection reason must include positive notes and a professional tone, be it a job rejection email template or letter.

How to tell a candidate they were not selected

In a rejection letter sample or didn’t get the job thank you letter sample, refrain from using harsh words. It is suggested to mention the strengths and weaknesses in a rejection job email or letter. Spell out the idea of hiring an alternate candidate as a reject message. You can be open for future job positions while writing a job rejection email sample or letter.

How to write a rejection letter for a job offer

You can refer to the rejection letter templates and not hired letters examples mentioned in the sections before for a better idea on this. The main idea is to be compassionate in speaking out the refusal words to not bring in an unfortunate relationship. Respecting the company’s brand and professional aura is important while writing down a denial letter. Mention the rejection reasons focused on weaknesses and experience level.

How to write a rejection email for a job offer

Ensure the names and email ids are mentioned appropriately while sending out a rejection letter in an email. The words need to be polite and reasons expressed in clear and concise terms. Keep it brief when you think of how to write a rejection email for a job.

Important Facts to note: The examples, samples, and templates mentioned in the article are applicable even if you write a claim refusal letter sample, sample refusal letter to customer, a letter to write when you don’t get the job, rejection letter to employer, thanks but no thanks letter and even regret letter for unable to quote.

One disgruntled employee unattended equals a team that has gone unproductive. Learn how to identify and handle disgruntlement in your team. Read on!

Disgruntled employee

A disgruntled employee is a person working in an organization but not happy with his or her job. The person may be unhappy with the work environment, the behavior of the supervisor or co-workers, or the company’s leadership. In this article, we will discuss the definition of disgruntled employee and how to manage disgruntled employees.

Also Read: Working from home with kids | Critical items that you must know!

Disgruntled employees definition

What is a disgruntled employee? Disgruntled employees definition states professionals grumbling about the company they are working for. They are either not in sync with the company’s policies and norms or the behavioral characteristics of any other employee. They need to be heard out and that’s how the HR department or the managers come into the vigilance.

What does disgruntled mean

What does disgruntled mean? The word “disgruntled” essentially means dissatisfied, angry, or discontented. And when it comes to what is a disgruntled employee, the person is upset with his or her professional life or maybe even with personal life. The reason can be a lack of recognition, disrespect, or a lack of satisfactory compensation package.

Disgruntled employee meaning

Elaborating on disgruntled employee meaning, they are quick on spreading hatred and dissatisfaction among other employees in the company. Often they resort to causing harm to the organization. They need to be controlled on an urgent basis for the security of the employees and the organization. And more importantly, they need to be identified fast.

Also Read: Remote work | A how-to guide for everyone

Why handling a disgruntled worker is important?

Handling a disgruntled worker is important and crucial. Though studies have proved the majority of them are harmless but there are exceptions. So before they cause serious damage to the company’s stature and its assets, it’s vital to understand their grievance and usher in restoration at the earliest.

An angry employee spreads negativity

An angry employee can spread negative thoughts about the company’s reputation, its norms, and policies. Besides a disgruntled employee may even inculcate wrong messages about any employee or supervisor. Remember, a disgruntled worker does not dread being suspended or expelled from the company; hence dealing with their aggressions is critical.

An unhappy employee hampers productivity

An unhappy employee lacks the motivation to contribute to the company. He or she does not possess the zeal to complete the assigned tasks as per the stipulated time. Such kind of a disgruntled worker hampers the overall productivity of a team, unit or department. Projects and programs fail to achieve the desired objectives.

Angry employees disbalance teamwork

Teamwork is an essential aspect of a program’s success. Angry employees seldom are interested to support the team and its members. This may affect the work continuity and flawless output. A disgruntled worker thus disbalances the interpersonal relationship between the team members; thus hampering the bonding and integrity.

Disgruntled employees avoid communication

They ignore and avoid communicating with peers and supervisors. They do not help or assist others. Or may even deviate or distract others from their work. They may refrain from responding to important official emails and may be absent from meetings and discussions that would demand mandatory presence.

Also Read: Virtual ice breaker questions | An ultimate read for best results

How to identify a disgruntled employee?

You have to notice the signs of dissatisfaction and disgruntlement among the employees. The early you notice symptoms, the faster you will be able to reduce unavoidable situations and damages to the company’s reputation.

The negative attitude among unhappy employees

Unhappy employees are never positive about a program’s success and productivity. They tend to oppose all decisions of the management and the team where they belong to. A disgruntled employee disagrees with the target dates of tasks. He or she do not align their mindset with the other team members.

An upset employee with a lack of motivation

A sad or upset employee with low motivational and inspirational levels is a disgruntled employee and needs serious attention. They do not complete their work as per the schedule and do not engage freely with the other team members. Lethargy is another point to be noticed among them, lacking serious commitment and dedication.

Opting excessive breaks are disgruntled employee signs

When you look for disgruntled employee signs, check whether an individual is opting for excessive breaks or leaves. They would often vanish from the office for few days without even prior intimation, stating ill-health or any other personal issues. He or she may select critical timelines in a project or a program for leaves.

A disgruntled person spreading negative feedback

Be aware of a disgruntled person spreading negative feedback about co-workers or supervisors. Besides they may also percolate inappropriate comments about the company’s vision, mission, and objectives. They are normally not happy with the company’s policies and wages too and try to express vengeance.

A mad employee resorting to verbal abuse

If you ever observe a mad employee frequently using aggressive and abusive comments, then you must rest assured the person is a disgruntled employee. They may constantly utter remarks related to their personal or financial issues. Often they resort to comments that may instigate violence within the organization.

Also Read: Virtual party ideas | A priceless list of tips to succeed

How to deal with a disgruntled employee?

The next crucial step is how to deal with a disgruntled employee. This demands patience, being professional, and showing empathy. Let us discuss the ways and means to do so.

Be professional while dealing with disgruntled employees

While dealing with this, wear your professional hat. If you are acting as the mediator between a disgruntled employee and his or her manager or peer, you ought to remain neutral. There may be heated discussions or arguments during the mediation but you need to stay unbiased. You need to use your judgment to decide who is wrong and who is right.

Ensuring privacy is one of the means of how to deal with angry employees

When it comes to how to deal with angry employees, it is vital to ensure the privacy of the issue being faced by the concerned employee. The reason being if you need to deep dive into the problems, you can protect the integrity of the individual. They will open up and share with you all the information in confidence. Unhappy employees seek trust and faith while sharing their grievances.

Listen to the problems of a pissed off employee

Listening to the problems of a pissed off employee and offer solutions to heal up their situations. Instead of punishing them for their behavior, initiate a dialogue to understand the underlying problem. Provide a constructive solution to the problem for a seamless and acceptable resolution. Follow up with the solution so that there is continuity.

Be kind and show empathy to unhappy employees in the workplace

Though it is understood that many a time unhappy employees in the workplace welcome disturbance in the workplace, yet we need to be kind to them so that they open up with their issues. Hence as an answer to your query of how to deal with a disgruntled employee, show empathy and kindness to keep them comfortable.

Leverage examples of disgruntled employees and how they recovered from situations

Sought past examples of disgruntled employees in your communication and how their issues were resolved. Leverage them as a learning and as a practical scenario to ease out of problems; set aside any kind of disgruntlement and distress. Prior examples also act as a reference to find out solutions to the toughest of problems. Sometimes you may need to undertake legal actions too if things start falling apart.

Also Read: Virtual gift ideas | A comprehensive guide

How to handle a disgruntled employee when in remote?

There is a considerable difference between how to handle a disgruntled employee operating remotely and operating from office premises. Since remote team members do not meet face to face often, there can be multiple chances of dissatisfaction.

Isolation and lack of attention are the major contributors to feel unhappy. Hence you need to be extra cautious while dealing with a remote disgruntled employee.

Avoid firing while deciding how to deal with disgruntled employee

While deliberating on how to deal with disgruntled employee or how to handle a disgruntled employee, avoid firing the person from the company. Do not punish them upfront for their behavior or penalize them. The suggestion is to help them out of the situation and give them a chance to be fine.

Maintain a file as a best practice on how to deal with unhappy employees

“How to deal with unhappy employees?” – One of the best answers to the question is to maintain a well-documented file. The file must contain all the information exchanged and the occurrence of conversations. This is to ensure that you are following all the ethical norms and HR guidelines while handling the disgruntled employees.

Guide unhappy employees what to do to handle distress

Guiding and assisting unhappy employees what to do to handle distress and trouble is one of the best ways to help a disgruntled employee. Many a time a person finds it tough to tackle a problem on their own and resort to erratic behavior. You can act as a savior and aid them in resolving the issues by providing appropriate guidance and support.

Talk one on one while dealing with unhappy employees

While dealing with unhappy employees working remotely, it is suggested to speak with them through a one on one meeting. They can feel at ease and confide in you their problems. You can enquire about their well-being and listen to their problems for a resolution and a safe solution.

Dealing with angry employees tips for managers

Here are some dealing with angry employees tips for managers to refer to. Supervisors or managers must never overreact with them. Sit with them and calmly understand the problems bothering angry employees. Seek for mitigation of the problem by acting as a negotiator.

Also Read: Virtual Team Games | Everything you must know

Best practices – disgruntled employees human resources strategies

In this section, we will discuss the best practices or disgruntled employees human resources strategies which will eventually guide you in adopting the appropriate methods to handle a disgruntled employee. They will serve as a good guide and reference while pacifying unhappy employees and resolving problems.

Be fast to handle unsatisfied employees

Unsatisfied employees must never be ignored or neglected. They should be handled as fast as possible to avoid any kind of major damages to the company. It is recommended to listen to a disgruntled employee, analyze his or her problems and seek a faster resolution.

Check out for the disgruntled employee of the month

It is recommended that you check for the disgruntled employee of the month and ensure the same person is not repeated the next month. It is one of the best disgruntled employees human resources strategies to ensure all dissatisfactions are handled and move into restoring the ill-will existing within them.

Handling disgruntled employees with calmness

While handling disgruntled employees, show empathy, kindness and try to maintain composure. Listen to their problems, analyze them well and offer acceptable solutions. It is not advisable to show aggression or even humiliate them in the company. Problems can have different facets and hence must be handled with generosity.

Record all information while you are on how to handle angry employees

“How to handle angry employees?” Well, it’s one of the responsibilities of the HR department or the Ethical counsellor in a company. But since they are operating under legal bindings and company norms, they must be professional and record every interaction with the troubled employee. It is one of the mandatory disgruntled employees human resources strategies to ensure there are no gaps and misunderstandings in between.

Maintain confidentiality while managing disgruntled employees

While managing disgruntled employees, it is crucial to maintain the confidentiality and privacy of the individuals. Else they would be a deterrent to share their personal grievances. You may not even be able to decode the problems associated with the employee. Also, it helps to maintain the integrity of the employee, allowing them to speak their minds out.