Formal Notification of Memo to Personnel File Sample Letter

| March 19, 2013 | 0 Comments

This notification of memo to personnel file sample letter can be used to advise an employee that a memo has been placed in their permanent record. Occasionally, following an employee evaluation, it may be necessary to place a note in their personnel file stating that specific actions were recommended. Though such a notice can be delivered by hand or via email, it is always best to mail an official letter to demonstrate the seriousness of the matter. To send such an official notification to one of your employees, use our notification of memo to personnel file sample letter.

How to Best Use of Our Notification of Memo to Personnel File Sample Letter

You’ll make the best use of our notification of memo to personnel file sample letter if you first understand its structure and format. As it is a formal business letter it should be formatted in a way that not only communicates authority, but demonstrates sincere concern for the employee. In our example we use the block style of business letter writing, as it is a widely accepted form of business correspondence.

The name is taken from the manner in which the text is written in sections or “blocks,” each block separated by a space and aligned to the left of the page. This imparts a professional and serious appearance to the letter, and additionally makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our notification of memo to personnel file sample letter with that of your own.

Once you understand its format you can Download This Notification of Memo to Personnel File Sample Letter and edit it on your personal computer using Microsoft Word or a similar program.

  • Our notification of memo to personnel file sample letter begins with the correct addressing of it. Your name and contact information are typed first, followed by the date, the name and contact details of the reader, ending with the greeting or salutation.
  • In the body of our notification of memo to personnel file sample letter we first inform the employees of the addition to their personal file.
  • Next you can inform the employee of the contents of the memo.
  • Finally you need to instruct the employee to read the memo carefully, and invite them to contact the Human Resources Department if they have any questions regarding the memo’s contents. It is also wise to ask them to return a signed copy of the letter to the HR Department to serve as proof that they have read and understand the memo.

Our completed notification of memo to personnel file sample letter looks like this:


Mr. Bruce Watkins
Department Manager
Stellar Electrics
222 Military Pkwy..
Dallas, TX 420001
Tel: 512-759-8637
Email: bwatkins@stellar.com

April 14, 2007

Mr. Michael Brown
19 Lake June Rd.
Dallas, TX 430002

Dear Mr. Brown,

This letter is to inform you of the addition of a memo to your personnel file following your performance evaluation on March 30, a copy of which has been attached.

The memo serves as a record of your manager’s recommendations for the necessary actions to be taken by you.

Once you have read the memo, please sign a copy, and return it to the HR Department by April 20. If you have any questions regarding the contents please discuss them with your supervisor or a member of Human Resources.

Sincerely,

Bruce Watkins
Department Manager

Once you are ready to compose your own letter you can Download This Notification of Memo to Personnel File Sample Letter and tailor it to suit your personal situation.

Tips and Useful Sentences You Can Use with our Notification of Memo to Personnel File Sample Letter:

  • Attached please find a copy of a memo that has recently been added to your personnel file.
  • Always ask the employee to return a signed copy of the letter to acknowledge that they have read and understand it.
  • Always invite the employee to contact the Human Resources Department if they have a problem with, or questions about the memo.

Category: Letters of Reprimand Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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