Sample Business Emails

Email 1

TO: Mary Wallace

FROM: Wage and Salary Division

SUBJECT: Promotion Request

Hi Mary Wallace, 

I appreciate your request to advance Susan Anthony to the next level in her field. Mack Organization prides itself with having the most talented and dedicated employees in the industry. Our numerous community awards and monthly industry ranking reports have confirmed the notion that we do have the best employees, as our record has emphasized for the last five years. This notoriety in our field is no accident. We train and promote only the best. With that being said, certain minimum requirements do need to be met by each and every individual here at Mack Organization. Unfortunately, Susan Anthony has not met the requirement of 70 wpm to be considered for Office Manager. If Susan Anthony can pass the required skill test before another suitable candidate fills the position, we would be happy to consider her for the promotion. I would like to thank you, Mary Wallace, and Susan Anthony for your dedicated service to Mack Organization.

Sincerely, 

Your Name

Wage and Salary Division Manager

*Rationale: The company has minimum requirements that need to be fulfilled in order for an employee to advance. If we make an exception once, the company will have to continue to make exceptions in the future, diluting the importance of requirements.

Email 2

TO: Kelly Actor

FROM: Wage and Salary Division

SUBJECT: Promotion Request/Pay Increase

Hi Kelly Actor, 

I would like to start off by thanking you for your loyal and dedicated service to Mack Organization for over a decade! I can appreciate the troublesome financial times you are enduring at home. We here at Mack Organization felt a similar tightening of the “financial belt” when the market crashed in 2008. Many options were placed on the table for consideration: move more production facilities overseas, cut labor across the board by 25%-50%, close down several departments, etc. Through diligent effort and cross-functional management meetings, we were able to downsize several large costs without adversely affecting our dedicated employees. We have weathered the storm and have come back stronger than ever, unlike some of our competitors. With that being said, Mack Organization does not have any new or soon-to-be-opened positions for an Executive Secretary. The future is looking brighter and when the time comes to expand everyone here at Mack Organization will be remembered and shown their due appreciation. Kelly keeps in mind that Wispette Company is approximately 30 miles further from your home than Mack Organization. A 9% pay increase yields an extra $3,127.64 per year or $60.13 per week or $12.03 per (working) day. Extra travel to Wispette Company is 60 miles per day or 300 miles per week. If your vehicle averages 22MPG and the current gas prices stay at around $4 per gallon, the added fuel cost is $54.55 per week! This doesn’t even factor in the extra wear & tear on your vehicle plus the increased frequency of routine maintenance like oil changes and tire rotations. I really do not want to lose a great employee like you over $5.58 extra income per week! Please know that you, Kelly Actor, are on the top of my list for Executive Secretary as soon as an opening presents itself.

Sincerely,

Your Name

Wage and Salary Division Manager

*Rationale: When getting strong-armed by an employee it is sometimes best to rephrase their statement to you, back to them.

Email 3

TO: Jane Swenk

FROM: Wage and Salary Division

SUBJECT: Long-term Employee Wage Dispute

Hi Jane Swenk,

I need to have the full employee records for both M.O. Scott and the daughter. The reports must include the educational background, date of hire, performance evaluations, merit increase history, bonus history, etc. Who was M.O? Scott’s previous supervisors and why was this employee neglected their standard increases in pay? We will need to schedule a meeting next week after I have had time to go over both employees’ records. In the meantime, please inform M.O. Scott that management is looking into this issue and we will have an answer by the end of the month. Please thank M.O. Scott for bringing this to our attention as Mack Organization always wants its employees to be treated fair and equitable. 

Sincerely,

Your Name

Wage and Salary Division Manager

*Rationale: Somewhere along the way Mack Organization made a critical error or oversight. It is wise to hold off on any rash decisions and instead investigate the situation. There could be a good reason as to why M.O.’s daughter is being paid more. Until the facts are in front of us, we wait.

Email 4

TO: Personnel Director

FROM: Compensation Administration

SUBJECT: Payroll Budget Next Month

Hi Director,

I am waiting for the department heads to send me their anticipated job projects list for the upcoming month. Once I have this report, I will be able to extrapolate the number of clerical employee hours we should have scheduled for the month. Based upon last month’s needs here is the expected payroll budget:

(Budget omitted for preview. Available via download).

***I would use the previous month’s payroll budget as a guideline for what to expect during the upcoming month. Any additional projects added to or projects coming to a close in the coming month would affect the number of hours clerical workers would need to be scheduled for***

*Rationale: I have no information on the exact number of clerical employees. The above payroll budget is strictly hypothetical.

Email 5

TO: Bob Franklin

FROM: Wage and Salary Division

SUBJECT: Lost Paycheck

Hi Bob Franklin,

I am sorry to hear that you have misplaced your last paycheck. Per company policy of Mack Organization, you should contact the Human Resources department. Only the Human Resources department can issue a stop payment and rewrite the check.

Sincerely,

Your Name

Wage and Salary Division Manager

*Rationale: The employee handbook makes clear that the only way to get a check reissued is through Human Resources.

Email 6

TO: Betty Dyer

FROM: Compensation Section

SUBJECT: Promotion for Tammy Tuff

Hi Betty Dyer,

Thank you for your glowing review of Ms. Tuff’s work performance. The management team at Mack Organization appreciates hearing when an employee goes above and beyond her duties. It sounds like Tammy Tuff truly expounds the core values of Mack Organization. At this time there is no opening for the Senior Secretary position, and we will keep Ms. Tuff’s name at the top of our consideration list when one becomes available. Management will be discussing what can be done to reward and accommodate Tammy Tuff. We will be in contact with both of you in the near future regarding this matter.

***I would need additional information regarding Tammy Tuff’s hire date and know how many merit/pay bonuses she has received since working with Mack Organization. I would consider a pay increase if one is applicable based upon the requirements found in the employee handbook***

Sincerely,

Your Name

Compensation Section Manager

*Rationale: Employees will not be advanced into levels for which there are no openings available. Creating extra slots simply to appease employees frivolously increases the labor cost for a company.

Email 7

TO: Hal Markley

FROM: Wage and Salary Division

SUBJECT: Early Issuance of Pay

Hi Hal Markley,

You have been a supervisor here at Mack Organization for how many years? Being a supervisor for this company requires one to be intimately familiar with the employee handbook and Mack Organization policies. Since your beginning years here as a stocker in the warehouse, it has been standard knowledge that it takes approximately six hours to process and cut an early payroll check. And the circumstances must be approved by management. It helps to get this information to us in a timely fashion so you can help us help you. Your paycheck will be drafted at the regularly scheduled time and can be picked up at the office when you are back in town.

***I would want to know what Hal Markley’s emergency business trip entailed, who send him, and how far in advance he knew of this trip. I would still send this email out as is***

Sincerely,

Your Name

Wage and Salary Division Manager

*Rationale: Managers and supervisors should know company policies the best. The handbook clearly states that getting a check requires extenuating circumstances and six hours to process the request. Management should uphold and abide by the company rules and not be subject to overrule them.

Email 8

TO: Mary White, McNamara Branch Department Manager

FROM: Wage and Salary Division

SUBJECT: Employee Early Departure

Hi Mary White,

Whenever an employee leaves the Jobsite and is not conducting business on behalf of Mack Organization, they are considered off the clock. This employee will not be paid for the two hours that they forfeited when s/he decided to leave the McNamara branch office. Human Resources will be looking into this matter further and will be asking your office to furnish additional information as we investigate further. At this time no disciplinary action is to be taken. Please wait for further instructions from corporate. Thank you for addressing this issue.

Sincerely,

Your Name

Wage and Salary Division Manager

*Rationale: Issues regarding gender, race, and sexuality can be perceived as discriminatory backlash quickly. In this situation, it is best to get all of the facts in hand first before determining the proper disciplinary action. However, an employee who leaves work with or without permission does not get paid for that time (exception for salaried employees).

Email 9

TO: Sue L. Ross

FROM: Wage and Salary Division

SUBJECT: Promotion for Julie Tate

Hi Sue Ross,

I am happy to hear that Julie Tate has been a positive asset to the Mack Organization team. The role of the Executive Secretary has been traditionally reserved for one member per department. At this time, it would be unfair to allow your department special privilege and have two Executive Secretaries. There are many changes taking place at Mack Organization. Once the 2013 budget is finalized each department will know how many discretionary funds they have to spend on extra personnel. Please inform Julie Tate that we appreciate her can-do-attitude and have found ourselves in the process of finding a way to compensate her for the additional effort.

Sincerely,

Your Name

Wage and Salary Division Manager

***I would want to know what Sue Ross’ budget restrictions/limits are for her department, this would allow me to determine if it is feasible to allow Sue to have two Executive Secretaries. Also need to know Julie Tate’s hire date, education level, and number of previous pay increases***

*Rationale: Must keep the departments relatively equitable in a company to keep the peace.

Email 10

TO: Doris Pope

FROM: Wage and Salary Division

SUBJECT: Merit Pay Increase for Frances Brown

Hi Doris Pope,

Congratulations on retaining such a tenacious employee like Frances Brown. It is great to hear that the department is recognizing the achievements of Frances Brown by honouring her with a letter of commendation. As for your pay increase request, it is too short notice to have an answer to you by 5:00 PM this evening. The process is rather involved and requires some time on our end to verify certain criterion have been met. We will be in contact to discuss this matter within the week.

Sincerely,

Your Name

Wage and Salary Division Manager

***I need Frances Brown’s employee file to know how many pays increases she has had in the past. Is Brown due for a raise or advancement to the next level of employment? Several items need to be considered before the 8% increase can be approved***

*Rationale: Department heads need to be conscience of the timeliness of their requests. Granting a pay increase within a few hours is virtually impossible, a process must be followed and adhered to. Doris Pope knew of this commendation for some time and also knew how long Frances Brown has been with the company. A last-minute request is irresponsible of Doris Pope.