How to Write a Letter of Employment (Templates, Examples)

By Editorial Team on September 22, 2023 — 10 minutes to read

  • Required Information in an Employment Letter Part 1
  • How to Structure an Employment Letter Part 2
  • Employment Letter Template Part 3
  • Job Verification Letter Template Part 4
  • Template of an Employment Letter For a Job Offer Part 5
  • Job Acceptance Letter Template Part 6
  • Job Rejection Letter Template Part 7
  • Best Practices for Writing Employment Letters Part 8
  • Mistakes to Avoid When Writing a Letter of Employment Part 9

Are you feeling overwhelmed by the task of writing a letter of employment? Crafting a strong letter of employment is essential in today’s professional world, and we’re here to help you do it right. We’ll cover everything from formatting to tone, and provide you with the tools you need to create a polished and professional letter that accurately presents the necessary information. Our guide will walk you through the process with easy-to-follow examples and templates that will make your life easier.

Part 1 Required Information in an Employment Letter

A well-written employment letter should contain specific information to ensure it meets its purpose. Here are the key elements you should incorporate when composing your letter:

1. Employee Details : Begin by including the employee’s full name, job title, and department. This information will help identify the employee and their role in the organization. For example: [Employee’s Full Name] [Job Title] [Department]

2. Employment Status : Clearly state whether the employee works full-time, part-time, or is on a temporary or contractual basis. This clarification is essential as it provides an insight into their working arrangement with the company. For instance: Employment Status: Full-Time

3. Employment Dates : Mention the start date of the employee’s current position and, if applicable, their end date. If the employee is on a fixed-term contract, make sure you specify the exact duration of the contract. For example: Start Date: July 1, 2023 End Date: December 31, 2023 (6-month contract)

4. Job Responsibilities : Outline the main duties and responsibilities associated with the employee’s job role. This information should be concise and relevant to help the reader have a better understanding of their expertise and skills. For example: Key Job Responsibilities: – Manage a team of five marketing professionals – Design and implement marketing campaigns – Collaborate with sales and product teams

5. Salary Information (optional): In some cases, it may be necessary to include the employee’s salary details. If required, mention the employee’s salary both before and after tax deductions. Be sure to specify the pay period (i.e., monthly, bi-weekly, etc.). For instance: Gross Salary: $4,000 per month Net Salary: $3,200 per month (after tax deductions)

6. Company Information : Don’t forget to provide your company’s name, address, and contact information. This detail will give the letter credibility and can be used for validation purposes. For example: [Company Name] [Company Address] [Company Contact Information]

7. Closing : End the letter by providing your name, title, and signature. This information validates the letter and creates an official record for future reference. For example: Sincerely,

[Your Name] [Your Title] [Your Signature]

What is the appropriate format for a professional letter of employment?

A professional letter of employment should follow a standard business letter format. This includes having a clean, organized layout, a readable font, 1-inch margins, and single line spacing between paragraphs. The letter should ideally be no longer than one page and should be printed on high-quality paper if submitting a hard copy.

Part 2 How to Structure an Employment Letter

Opening statement.

Start your letter with a professional salutation, addressing the recipient by their title and full name. If you do not know their name, use a generic greeting, such as “To Whom It May Concern.” Next, identify the purpose of the letter in the opening sentence, by stating your relationship to the employee and the nature of the employment letter, such as verification or recommendation.

Dear Mr. Smith,

I am writing this letter to verify the employment of Jane Doe at XYZ Corporation, where I am her direct supervisor.

Body Paragraphs

In the body paragraphs, provide the required information related to the employee’s position and responsibilities. Begin by stating their job title, and the period they have been working at the company. Include specific details about their job performance, skills, and accomplishments. Highlight any promotions or awards they might have received during their tenure. Make sure to convey relevant and factual information to support the purpose of the letter.

Jane Doe has been working as a Marketing Assistant at X Corporation since June 2020. In this role, she has been responsible for creating and implementing digital marketing campaigns, and managing our social media channels. Jane has consistently proven herself to be a dedicated and innovative employee, which led to her promotion to Marketing Coordinator in January 2022.

Closing Remarks

After providing the necessary information, you may thank the recipient for their attention or confirm your willingness to provide additional information if required. If it is the letter is a recommendation, reiterate your confidence in the employee (learn more: A Perfect Letter of Recommendation [8 Templates] ).

Example (verification letter):

Please feel free to contact me directly if you require any further information regarding Jane Doe’s employment at X Corporation.

Conclude your letter with a professional closing, such as “Sincerely” or “Yours faithfully,” followed by your full name, title, and contact information.

Marketing Manager

X Corporation

Email: [email protected]

Phone: (555) 123-4567

Part 3 Employment Letter Template

A job verification letter confirms an employee’s current or past employment details. This letter is often used by banks, landlords, or other institutions requiring proof of income or employment status. As an employer, you should provide the employee’s position, dates of employment, and current salary information if applicable.

[Manager Name] [Title] [Company Name] [Company Address] [City, State, ZIP Code] [Date]

[Recipient Name] [Recipient’s Institution] [Recipient Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to verify the employment of [Employee Name] at [Company Name]. [Employee Name] holds the position of [Job Title] and has been employed with us since [Start Date]. [Mention salary details, if applicable: “Their current salary is $XX,XXX per year.”]

Please do not hesitate to contact me if you require further information or confirmation of [Employee Name]’s employment status.

[Your Name] [Your Title] [Your Email Address / Phone Number]

Part 4 Job Verification Letter Template

[Company HR/Manager Name] [Company Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State, ZIP Code]

I am writing to confirm that [Employee’s Name] has been employed at [Company Name] since [Start Date]. [Employee’s Name] holds the position of [Job Title] and currently works [full-time/part-time].

Please note that this letter is provided for verification purposes only and any questions regarding [Employee’s Name] should be directed to our Human Resources department at [HR Phone Number or Email].

Thank you for your attention to this matter.

[Your Name or HR/Manager’s Name]

Part 5 Template of an Employment Letter For a Job Offer

Subject: Job Offer – [Candidate’s Name, Position Title]

We are pleased to offer you the position of [Position Title] with [Your Company]. This letter serves to confirm our offer and outline the terms of your employment.

Your start date will be [Start Date], and your initial salary will be [Salary Amount] per [Year/Month/Week]. You will also be eligible for [Benefits – Include Health Insurance, Retirement Plan, etc.] after [Eligibility Period].

Please review the attached employment agreement for the complete terms and conditions of your employment. Should you have any questions, feel free to contact me at [Your Contact Information].

To accept this offer, please sign and date the attached employment agreement and return it to me by [Deadline], either via email or mail at the address listed above.

We look forward to having you join our team and contribute to the ongoing success of [Your Company].

[Your Name] [Your Title]

Part 6 Job Acceptance Letter Template

A job acceptance letter is a response to an employer’s job offer. Begin by expressing your gratitude for the opportunity and then outline the key details, such as the job title and start date. This helps confirm your understanding of the position and any terms discussed during the hiring process. [Your Name] [Your Address] [City, State, ZIP Code] [Date]

[Employer Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Employer’s Name],

I am writing to formally accept the [Job Title] position at [Company Name] and express my appreciation for this opportunity. I am excited to join your team and contribute to [a specific project or task the company is working on].

As mentioned during our discussion, I understand that my start date will be [Start Date], and my starting salary will be [Salary Amount] with [mention any agreed-upon benefits or bonuses].

Please let me know if there is any paperwork or additional information needed before my start date. Again, thank you for this opportunity, and I look forward to making a positive impact at [Company Name].

[Your Name]

Part 7 Job Rejection Letter Template

A job rejection letter serves to decline an employer’s job offer in a polite and professional manner. Be sure to express appreciation for their time and consideration, and consider offering a brief reason for your decision.

[Your Name] [Your Address] [City, State, ZIP Code] [Date]

Thank you for offering me the position of [Job Title] at [Company Name]. I appreciate the time and effort spent considering my application and discussing the opportunity with me.

After careful consideration, I regret to inform you that I have decided to decline the offer. [Mention a brief reason, such as a different opportunity aligning more closely with your long-term goals or personal circumstances].

I wish you and your team continued success, and I hope our paths may cross again in the future.

Part 8 Best Practices for Writing Employment Letters

When writing a letter of employment, it’s essential to maintain a professional tone and ensure the content is clear and concise. Here are some best practices to follow:

  • Use a proper format : Start with your contact information, the recipient’s contact information, a subject line, a salutation, body paragraphs, and a closing. Make sure to use a formal font and follow a standard letter layout.
  • Be specific : Clearly state the purpose of the letter, whether it’s for a job offer, employment verification, or any other purpose. Be specific about the position, job title, and employment terms. Include start and end dates, when necessary.
  • Use concise language : Keep your sentences short and straightforward. Avoid using long paragraphs or jargon that may confuse the reader. Be precise in your language and convey only the necessary information.
  • Follow legal and ethical guidelines : Ensure that the information you provide in the letter adheres to labor laws and company policies. Avoid disclosing sensitive or confidential information that could lead to potential legal issues.
  • Maintain a professional tone : Keep the language respectful and polite. Avoid using slang, contractions, or informal language. Address the recipient by their full name and title.
  • Proofread and edit : Double-check your letter for typos, grammar, and punctuation errors before sending it. Make sure the content flows well and is easy to understand.

Part 9 Mistakes to Avoid When Writing a Letter of Employment

When writing a letter of employment, it’s important to avoid common mistakes to ensure your letter is professional and effective:

  • Not following a proper format : To present your letter professionally, follow a standard business letter format. Include your contact information and the employer’s contact information at the top, followed by a formal greeting, the body of the letter, and a closing.
  • Typos and grammatical errors : Proofread your letter multiple times to catch any errors. Ask a friend or colleague to review it as well, as a fresh set of eyes can spot mistakes you may have missed.
  • Being too casual or informal : Maintain a professional tone throughout your letter. Avoid using slang, emojis, or overly casual language.
  • Overly long or wordy : Keep your letter concise and to the point. Focus on providing the necessary information about the employee’s role, responsibilities, and duration of employment. Remove any fluff or unnecessary details.
  • Not customizing the letter for each recipient : Make sure to tailor the letter to the specific recipient, addressing their particular needs or interests. For example, if the letter is for a visa application, ensure you provide all the required information for the application process.
  • Not double-checking facts and figures : Ensure all the information provided in the letter is accurate, including the employee’s job title, salary, and dates of employment. Double-check these details to avoid potential issues or misunderstandings.
  • How to Ask for a Letter of Recommendation [Examples]
  • How to Write a Two-Week Notice [Best Templates]
  • A Perfect Letter of Introduction [Examples]
  • How To Write a Cover Letter [Best Templates]
  • Best Letter of Recommendation for a Teacher [Templates]
  • Job References [Strategies, Templates]


Choose Your Test

Sat / act prep online guides and tips, 9 sample excellent recommendation letters for your job.

Letters of Recommendation


Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.


Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

  • Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
  • Sample Recommendation Letter 2: Written by a Principal for a Teacher
  • Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
  • Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
  • Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
  • Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
  • Sample Recommendation Letter 7: Written by a Coworker
  • Sample Recommendation Letter 8: Written by a Professor for a Former Student
  • Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.


Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

  • 4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
  • 3 Examples of Excellent Recommendation Letters from Counselors
  • Complete Guide: Writing a Strong Letter of Recommendation
  • Unsecured Credit Cards for Those with Bad Credit
  • A Great College Recommendation Letter Template

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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Sample Letters

Sample letters to employees.

Find inspiration in our curated catalog of letters to employees. Each sample letter comes with guidelines and advice to help you find the right words.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional. All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

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Office Staff Cover Letter Examples

How to build a compelling office staff cover letter.

In the bustling world of office-oriented companies, the backbone that keeps business tasks and operations running smoothly is the dedicated office staff professionals.

If you're eyeing a role as part of this essential team, a well-crafted resume won't be enough — you need a show-stopping cover letter that showcases your unique professional strengths and the unmatched value you bring to the table. Let's craft that winning combination together!

Robert Half HR Administrative Assistant Cover Letter Example

In this guide, we'll cover 5 key steps to writing the optimal office staff cover letter. Keep reading to learn how to:

  • Craft an office staff cover letter header & headline
  • Create a personalized greeting on your office staff cover letter
  • Write a compelling office staff cover letter introduction
  • Showcase your professional value on your office staff cover letter
  • End your office staff cover letter with a well-written closing statement

Still looking for a job? These 100+ resources will tell you everything you need to get hired fast.

Create your cover letter fast with artificial intelligence.

1. craft an effective office staff cover letter header & headline.

The first step to writing a cover letter of any kind is to correctly craft a header and headline.

A cover letter header contains all the necessary company and applicant information to ensure the document reaches the right person. This will include the company name and department, your name and professional title, and your contact information.

The cover letter headline is a brief, one-sentence statement placed right about the greeting and introduction that helps to grab the attention of employers and inspire them to read further.

Below are examples of how to format both of these elements on your Office Staff cover letter:

Formatting the header

A cover letter header will generally take up around 3 lines of text in the top left corner of the document. Although the order of information can vary, it should always include the above-mentioned information.

Here's an example of what this may look like on your office staff cover letter

To: The Paper Production Company, Office Management Department

From: John Doe , Office Staff Professional (123) 456-7890 | [email protected] |

Writing the headline

The headline of your Office Staff cover letter is crucial, as it will help to make the first impression on the employer or hiring manager reading the document. Think of it as being similar to a newspaper or magazine headline that is designed to catch the attention of readers and compel them to read further.

When writing this headline, you should always use a keyword related to the position, an eye-catching number or trigger word, a powerful adjective or verb, and a promise.

Here's an example of an effective office staff cover letter headline

3 Ways I Will Apply My Office Staff Skills to Support Your Company’s Success

Trigger Word/Number : 3 Ways Keyword: Office Staff Skills Adjective/Verb: Support, Apply Promise: Support Your Company’s Success – this type of promise statement helps to show employers you are serious not just about your career but about committing to their company.

2. Create a personalized greeting on your office staff cover letter

Once your header and headline are in order, it’s time to create a personalized greeting that will impress employers. While greetings such as “To Whom It May Concern” may be the easiest approach, these kinds of greetings fail to show any level of research or attention to detail.

Instead, you should look on the company’s website or LinkedIn to uncover who the exact person is that will be reviewing your cover letter and address the greeting directly to them.

If you cannot pinpoint exactly who will be reviewing your cover letter, try out one of the following options: 

To the [Company Name] Team

To the [Company Name] Hiring Manager

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3. Write a compelling office staff cover letter introduction

By the time an employer reaches your introduction , they will already have some level of an impression of you from the above elements of your cover letter. As such, you should jump immediately into describing your experience level, as well as why you are a good fit for the company.

In your office staff cover letter introduction, you should include the following information:

  • A brief overview of your professional history and goals
  • A statement on why you are enthusiastic about applying to this company
  • A mutual acquaintance (when possible)

Here's an example to help demonstrate how to write an office staff cover letter introduction

To the [Company Name] Hiring Manager,

As a results-oriented Office Staff Professional, I have over 3 years of experience working in corporate environments with a large staff of 100+ members. Our mutual acquaintance Joe Smith, the CEO of [Company], recommended I apply for this position after reviewing my resume and portfolio of work.

4. Showcase your professional value on your office staff cover letter

Following your cover letter introduction will be your body paragraphs . In general, you should aim to have between two to four body paragraphs total that aim to answer the following questions:

  • What excites you about working at this company?
  • What do you hope to learn from working at this company?
  • What accomplishments or qualifications make you stand out as an applicant?
  • What key skills do you possess that are relevant to the position?

Key accomplishments will play a major role in these body paragraphs, as they will help to show the quantifiable value you have to offer the company. As such, make sure any examples of achievement you include are as specific as possible.

Here are a few examples of how to describe an accomplishment in an office staff cover letter

  • In my position at [Previous Employer], I helped increase overall office productivity by 55% by sourcing and implementing a new digital productivity software platform. This platform additionally helped save roughly $15K annually in operational expenses.
  • During my time as an office staff member at [Previous Employer], I spearheaded a comprehensive digitization project that revolutionized our document management system. By diligently scanning and organizing physical files, we reduced the need for paper-based records by 80%, leading to a significant reduction in storage costs and environmental impact.
  • Additionally, I implemented a streamlined filing system, improving access to critical information for all team members and increasing overall efficiency. This initiative not only earned recognition from upper management but also played a key role in enhancing our office's productivity and contributing to our overall success.

5. End your office staff cover letter with a well-written closing statement

The end of your cover letter often matters just as much as the beginning and middle, as this is the part where you will reiterate your commitment to the company and make plans to schedule a call or interview.

In this closing statement, you should include:

  • An enthusiastic sentence saying you are looking forward to hearing from them
  • An additional sentence stating you will follow up, including how you will contact them or how they can contact you
  • A formal sign-off

Here's an example of a well-written closing statement on an office staff cover letter

With the combination of my Office Staff proficiencies and your company’s commitment to exceptional service, I am confident I will be the perfect addition to your team. I am available for calls, virtual meetings, and in-person interviews every weekday from 9 a.m. to 5 p.m. You may reach me at my office phone number, (123) 456-7890.

Yours Truly,

[Applicant Name]

If you have ever wondered how a cover letter differs from a resume, this article will tell you everything about the key differences between the two .

Nikoleta Kuhejda — PR & Content Manager

Nikoleta Kuhejda

A journalist by trade, a writer by fate. Nikoleta went from writing for media outlets to exploring the world of content creation with Kickresume and helping people get closer to the job of their dreams. Her insights and career guides have been published by The Female Lead , College Recruiter , and ISIC, among others. When she’s not writing or (enthusiastically) pestering people with questions, you can find her traveling or sipping on a cup of coffee.

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  • Leaving a Job

Farewell Letter Examples To Say Goodbye to Colleagues

Alison Doyle is one of the nation’s foremost career experts.

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Tips for Writing a Farewell Letter

When to send your email, what to include in your letter, review sample farewell messages, how to send an email farewell letter, farewell message subject lines, sample farewell email message, frequently asked questions (faqs).

When you're leaving your job, take the time to send a farewell email or letter to the colleagues you have worked with. This is a good idea for several reasons. It's a way to keep in touch with your soon-to-be former co-workers, and a way to move on from a job gracefully and professionally.

It's always important to leave a job on good terms . The people you worked with are a valuable part of your network and may be helpful contacts to have in the future. For example, your colleagues may be able to provide you with a reference , offer you some job leads if you are searching, or introduce you to someone else you might want to network with.

Along with all these reasons, saying goodbye is simply the polite thing to do.

Key Takeaways

  • Regardless of the reason you're moving on, take the time to say goodbye to all the people who have supported you at work.
  • Include your personal contact information in all the correspondence you send to make it easy for the recipient to stay in touch.
  • Keep it concise: A couple of paragraphs is sufficient.

Review tips for how to write a farewell letter, what to include in it, what not to say, and when to send it. Also, review examples you can use as starting points for your own letters and email messages.

Melissa Ling / The Balance 

Timing is everything when it comes to quitting the right way. 

Be Sure Management Knows First

Before you let your colleagues know that you're moving on, tell your boss and check to make sure that everyone who needs to know is aware that you have resigned. You don't want your manager to find out through the grapevine that you're leaving.

Send It Before You Leave

Send your email or letter a day or two before you leave. You want to give yourself and your colleagues enough time to say goodbye. However, do not send your letter until you’ve finished most of your work tasks. This will allow you to focus on saying goodbye during the final day or hours.

When writing your letter, be sure to: 

Personalize Your Message. Consider tailoring each letter to the individual person rather than sending out a group email to everyone. Address each person by name and, if possible, include an anecdote or other personal message reflecting on your time together. It will be more meaningful than sending a mass message.

Only send letters to people you have worked with. Especially if you work at a large company, you do not want to send a message to everyone (unless you worked with all of them).

Say Thank You. This letter is your chance to express gratitude for any help or mentorship provided. You might also express how much you’ve enjoyed working with your colleagues.

Include Your Personal Contact Information. Provide information on how your colleagues can reach you once you leave. Include an email address (a non-work email) and/or your phone number. You might also include your LinkedIn profile address. Remember, you won't have access to your work email system once you've moved on.

Keep It Positive. Again, the goal of the letter is to stay connected with your former co-workers; you do not want to leave a bad impression. Even if you're leaving on bad terms, you don't need to mention it to the people you worked with.

Keep It Short. Write no more than a couple of paragraphs. Along with saying thank you and including your contact information, you might want to mention your plans for the future. However, beyond this, keep it short and to the point.

Start With a Sample Letter. You can use a sample farewell letter or email message to help you write your own goodbye note to co-workers. However, be sure to change the details of the message to fit your particular situation.

If you haven't already, connect with your co-workers on LinkedIn. This will help you stay connected after you leave.

Review sample farewell letters, email messages, and subject lines to let your colleagues know that you're moving on.

I wanted to take a moment to let you know that I am leaving my position at ABC Corporation. I will be starting a new position at XYZ Company next month.

I have enjoyed my tenure here, and I appreciate having had the opportunity to work with you.

Thank you for the support, guidance, and encouragement you have provided to me during my time at ABC Corporation.

Even though I will miss my colleagues and the company, I am looking forward to this new challenge and to starting a new phase of my career.

Please keep in touch: I can be reached at my personal email address (, on LinkedIn (, or my cell phone (555-555-2222).

Thanks again for everything. I wish you all the best.

Yours truly,

It is often a good idea to send your letter via email. That way, your colleagues will receive the message quickly. This will also help you to easily tailor each message to fit the individual recipient.

When you send your farewell message by email, include your name and the reason you're writing in the subject line of the message to help ensure that your email gets opened.

Here are examples of what you might write:

  • Subject: FirstName LastName – Staying in Touch
  • Subject: FirstName LastName Update
  • Subject: FirstName – Moving On
  • Subject: FirstName Update
  • Subject: News From FirstName LastName
  • Subject: Update From FirstName

If you know the person well, it's fine to include just your first name. Use your first and last name for recipients with whom you only have a professional relationship.

Subject: Tyrone Garrett – Update

Dear Linda,

I am writing to let you know that I am retiring at the end of the month.

I have so enjoyed working here these past 10 years. I am grateful for having had the chance to work alongside you. I will never forget your kindness and professionalism whenever we worked on team projects together.

My wife and I will be moving to Seattle in three months; however, I hope to keep in touch. You can reach me at my email address ( or at 555-555-5555.

Thank you again for a terrific 10 years. I wish you all the best and hope to stay in touch.

How do I politely quit my job?

When quitting your job, be sure to give appropriate notice, write a resignation letter containing the date of your departure and your thanks for the opportunity, and stay positive. Don’t badmouth your boss, co-workers, or clients on the way out the door.

Do I have to give two weeks’ notice?

Whenever possible, it’s best to give at least two weeks’ notice . However, if you can’t provide the standard notice, inform your manager as soon as possible. Write a resignation letter, just as you would if you gave two weeks’ notice and include the date of your last day of work. 

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19 Tips for Writing Your Employee Newsletter Like You Give a Damn (and Why You Should)

19 Tips for Writing Your Employee Newsletter Like You Give a Damn (and Why You Should)

1. Write for one person

Even if you're communicating to 10,000 employees, just write for one.

You can do this by stylistically shifting your written voice or by simply using the pronoun “you.” This style of writing triggers our sense of identification, so we start looking for ourselves in the content, and naturally find it more interesting. It also feels more personal. 

Say this: Coming in 2022, there will be some changes to your health benefits account. We’ve secured HealthCorp to take over our employee benefits plan, so we can provide you with even better health services. For more details, you can speak to your manager or contact HR.

2. Write in the first person (us, we, me, I)

Writing in the first person gives your reader a sense that they are engaging with a person, not a robot. It also personalizes, softens, and warms your content. These words pull us in and make us feel more involved and connected.

Instead of this: Acme Corp is proud to announce the opening of five new branches across the US.

Say this: The Acme Corp family is growing, and we are proud to announce that five new branches will be joining us in the coming year.

3. Banish jargon and big words

A good way to alienate your readers is to confuse them, or make them feel stupid for not knowing the words you’re using.

There is a ton of jargony business language out there, and each organization will also have its own unique lexicon of jargon that people throw around.

So don’t do it.

Here are 150 jargon words and some suggestions for fixing them. Here are 50 more.

Asana also has some helpful examples:


4. Use contractions

Most words that can be contracted should be contracted. It will — sorry — it’ll make your writing more readable and relatable.

5. Shorten your sentences

Have you ever started reading a sentence and by the end of it you’ve forgotten what it’s even about?

When reading corporate newsletters , it happens a lot.

Generally speaking, the longer your sentence, the harder it is to read. Each sentence should contain just one thought.

By following this rule your content will be easier to understand and less time consuming to read.

6. Make it easy to read

Your newsletter design is a big factor in the readability of your writing. Because the last thing people want to do is decipher a dense block of text.

If your sentences are packed together in a long paragraph, people’s eyes will skip right over them. It's just how people read things. (Blame social media.)

Give your sentences room to breathe. Heck, give them their own paragraph if you think it’ll help them stand out.

Think white space, white space, and more white space.

Here, you'll find a great internal newsletter template goes a long way.

7. Break the rules

I know, I’ve already asked you to break a lot of rules.

And if you’re a grammar nerd, you’re probably already thinking, no way, not in a million years am I doing any of this . Well, you and your high school English teacher are going to hate what I have to say next.

Broken sentences are okay.

Starting a sentence with “and,” “but,” and “or,” is okay.

One sentence paragraphs are totally legit .

Why am I suggesting you toss out all this deeply entrenched grammar wisdom you’ve learned?

Because real people rarely speak in grammatically correct sentences.

If you’ve ever had to write or edit a transcript, you know that even the most educated of us don’t speak with perfect grammar.

And the way we read has radically changed. We skim, skip, and jump around. Breaking some of the more boring grammar rules is a fun way to spice up our writing and make it more interesting and relatable.

So as long as the meaning of your sentence remains clear, go ahead and break the rules.

8. Write in the active tense

In the active voice, the subject of a sentence performs an action.

In the passive voice, the subject receives an action.

  Active: Staffbase  threw a fantastic party.   Passive: A fantastic party was thrown by Staffbase.

Which one sounds more conversational?

Communicators often blunder over the passive tense. When written, it sounds more authoritative and professional.

But when read, it’s cumbersome, cold, and kinda stuffy.

Hint: To find and weed out passive voice sentences look for the word “by."

9. Remove non-essential information

Every word, and by extension, every sentence, needs a purpose.

If the word does nothing, don’t include it.

If the sentence doesn’t give the reader any real information, don’t include it.

Blabbering on to your audience will lose their attention. If they don’t feel like they’re getting value or new information from each sentence, they’re likely to skip over them.

And if they start skipping one or two sentences, next they’ll be skipping whole paragraphs.

That’s pretty dangerous if you’re actually trying to convey important information in your writing, which I assume you are.

10. Don’t use clich é s

If you start a sentence with, I know it’s cliché but . . .

Stop. Delete. Try again.

Not only are clichés tired and lazy, they’re also unclear. If you’re communicating with a workforce that isn’t from your part of the world, it’s likely these phrases will be completely lost on them and only increase confusion.

If you can stomach it, here are some examples:

  • When life gives you lemons, make lemonade.
  • A journey of a thousand miles begins with the first step.
  • A picture is worth a thousand words.
  • Caught between a rock and a hard place.
  • Don't throw the baby out with the bath water.
  • Genius is one percent inspiration and 99 percent perspiration.
  • I have not failed. I’ve just found 10,000 ways that won’t work.
  • The definition of insanity is doing the same thing over and over again and expecting different results.
  • Where there’s a will, there’s a way.
  • Failing to prepare is preparing to fail.

That was painful… let’s move on.

11. Ask questions

Whether rhetorical or serious, questions help put readers in a receiving and thoughtful mindset. When we see a question mark, we’re inclined to keep reading and see what comes next.

Questions can also help you structure your writing so that when you introduce a piece of information, you can answer the audience’s concerns right away.

  • Curious about that noise on the second floor?
  • What does it mean to be a member? 
  • Have you used your benefits yet? 
  • How does this affect you?

This makes your writing more relatable and gives it a more helpful tone.

If you don’t care who you’re writing for, or what you’re writing about, you have no right to demand that your readers care!

If it’s impossible to relate to the content (because hey, we don’t always have control over what leadership wants communicated), use questions that give the reader some context. (See previous tip.)

Sure, lots of corporate content is super boring. But there’s a reason it needs to be communicated. Find that reason and show your readers why they should care.

13. Focus on the reader

It’s hard to have a good conversation if neither person wants to talk about the subject at hand. The same principle applies to conversational writing.

You’re writing for employees, so focus your messaging around what they want to hear. 

Ask yourself, will my readers care about this? If not, find a way to reframe the information so your audience can better understand how it’s relevant to them. Either that or don’t include it at all .

14. Don’t be self-important

It’s easy to go overboard on formalities in the name of professionalism.

In corporate communications, it’s especially easy to make something sound more important than it is.

But you won’t inspire people to care about something by using bigger words or long introductions.

Be real with people — and be concise. When you ramble on in corporate speak, you aren’t respecting your readers’ time.

Instead of this: As a component of the effort, we will orchestrate to focus the congruous business model approach for our sales markets while striving to offer our products in all markets with a vigorous fixation on maintaining business continuity.

Try this: To adjust to these changes, we will be focusing on evaluating our business models in each of these markets.

15. Be realistic

Look at your sentences and word choice. If what you’ve written would never come out of someone’s mouth in a conversation (it’s too verbose or the tone is too formal), try again.

16. Study conversations

If you want to be the best at conversational writing, you’re going to have to familiarize yourself with the nature of conversations.

So put on your anthropologist hat and start observing. Notice how people around you are speaking. What kind of details concern them? What are the qualities that make one conversation good and satisfying, and another bad or boring?

Next, get some practice. If you have a particularly challenging topic you have to write about, like an IT update, talk about it with someone. Try and explain to them what it is and why it is important.

If you can’t do that, have someone explain the topic to you. Notice how their tone and word choice differs from the language used in the official memo or information source.

Starting now, whenever you’re having a professional conversation at work, note how information is contextualized, the words that are used, and the tone.

As you familiarize yourself with the nature of conversations, you’ll find it easier to bring this style and tone to your writing.

17. Read more conversational writing

Reading conversational writing is a great way to familiarize yourself with the style and become more comfortable using it.

Browse through people’s personal blogs or search platforms like Medium to find writers that nail that professional yet conversational tone.

Here are some great conversational writers:

Mark Manson

Ash Ambrige

Wait But Why

Eric Barker

18. Edit out loud

Read all of your writing out loud. If it sounds weird or clunky coming out of your mouth, it’s going to sound weird in your reader’s head.

19. Be human

The easiest way to make your writing more conversational, while still remaining professional, is to humanize your writing.

This means talking about more than just facts and figures. Talk about thoughts and feelings. Remind your readers that there’s a person on the opposite side of the screen. And talk to them like you know they’re people too.

Robot: PTO Policy Changes are currently under review.

Human: We’re excited to announce there are some major PTO Policy Changes coming that will help our employees maintain a better work-life balance.

Should all my writing be conversational?

Conversational writing is more engaging, and frankly, more fun to write. This may tempt you to make all of your internal comms content more conversational.

But keep in mind that a conversational tone may not translate on all platforms, nor to all audiences. In reports, alerts, policies, and some executive communications, it may be best to keep your writing purely informational or formal.

And in the end, no matter how professional, a conversational tone may not be appropriate for your organization or audience. It’s important for you to use your judgment and be open to feedback.

The power of conversational writing

Once you start writing in a more conversational tone, you'll get a lot of feedback. 

Generally, this feedback will be positive. Because conversational writing is more interesting and easy to read, employees will relate to it and take it more personally. And when this happens, you'll see your employee newsletter engagement soar. 

You may even hear from employees that the newsletter helps them feel more included or excited about their work.

This is where the real power of conversational writing lies.

Conversational writing humanizes your organization.

Creating a more human experience for your employees will help spark more conversations and facilitate more open communication.

People will feel better and more comfortable about opening up, giving feedback, and sharing their stories and experiences. And this level of comfort and connection can help employees feel more invested in their work, creating a more engaged workforce.

Conversational writing is a simple yet powerful tool that can help you create a better employee experience, and in turn, help your organization meet engagement goals and business objectives.  

Have you tried a conversational tone in your employee content? Why or why not? Has using a more conversational tone helped your internal communications? 

Share your experience in Comms-unity , our global Slack community for internal communicators. 

Further reading: Best Practices

Staffbase is your mission control for strategic, secure employee communications..

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How to Write Up an Employee in 8 Easy Steps

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In this article, you’ll navigate through a detailed guide on how to effectively write up an employee at work. Aimed at ensuring objectivity, this article provides a step-by-step approach to ensure you handle disciplinary issues professionally and create a structure for improvement.

Key takeaways:

  • The write-up process must begin from a place of calm and objectivity, not anger.
  • Documenting the problem with clear, factual examples is essential to justify the write-up.
  • Referencing company policies to support the disciplinary action can prevent allegations of personal bias.
  • Setting expectations for improvement and communicating them clearly can guide the employee towards better performance.
  • Following up after the write-up is crucial to assess the effectiveness of the corrective action.

Writing up an employee at work isn’t something anyone looks forward to—or anyone’s first choice. Often, written warnings are a sign that early disciplinary processes have come and gone , and that an employee is headed down a route for termination. By this point, you’ve likely put in a lot of time and effort to help them change, with little or no improvement.

Escalating things “officially” may feel intimidating, but it’s also an opportunity. A written warning creates a paper trail and provides employees with a formal structure for getting things back on track. Follow these eight easy steps to make sure you get it right and define your write-up format.

1.  Don’t do it when you’re angry

It may be odd to start out with a “don’t”, but this step is by far the most important. Don’t work on an employee write-up when you’re already angry or stressed about the situation. You need to be able to document things objectively (which we’ll get into next), and that can be hard when you’re emotionally involved.

You’ve likely already gone through a verbal disciplinary process and maybe given feedback several times, in multiple ways. You may be ready to let employees know just how badly they’ve screwed up. As tempting as it is, don’t .

It’s important to keep your cool in any employee disciplinary situation, but even more so when it comes to written documentation. A formal employee write-up will go in their employee record, which hopefully won’t need to be referenced in the future. In the case of a wrongful termination lawsuit, you need to share any documentation you have about an employee’s performance, and you want things to stay business, not personal.

A write-up at work is also a form of progressive discipline meant to help correct employee’s behavior in a tangible way, not be a written tirade against them. If it’s not a piece of helpful information for them or is just you letting off steam, it’s not appropriate to include. If an employee does something wrong and it’s time to write them up, take a day, get some space, and come into it clear-headed.

2. Document the problem

Now, onto the do’s. Documentation is important for evaluating employee performance—good or bad—and managers should get comfortable documenting all types of employee interactions. Having solid documentation can protect you by:

  • Providing a paper trail in the case of an employee lawsuit, even in at-will states .
  • Supporting the decisions behind every employee action you take—including why some employees are promoted and others are fired, as well as who receives a raise and why.
  • Giving a concrete timeline of employee behavior and progressive disciplinary action.

When you’re ready (and calm), start your employee write-up with documentation explaining the problem with their performance:

  • Address your write-up to the employee and provide a record of their behavior up to this point.
  • Use specific examples with times and dates.
  • Above all else, stick to the facts. Stay objective, and only speak to what happened and when.

To keep your write-up format professional, make sure you’re not adding your own spin or making employees feel like you’re fulfilling a personal vendetta. Don’t say: “Tom is a procrastinator and lazy.” Say: “Tom has shown up late for his shift three times” and include which shifts those were, with the exact clock-in times.

3. Use company policies to back you up

Ever heard someone say that the reason they were fired is because their manager simply didn’t like them? While employees may say it’s biased or draw their own conclusions for a poor performance review, a manager’s goal should be to come across as the complete opposite.

It’s not that employees can’t hold up to an arbitrary standard. It’s that they’re not upholding the company policies they agreed to when they were hired. So after you’ve walked through what’s wrong with an employee’s performance, the next step is to explain your reasoning and tie their actions back to company policies and expectations for their role. Here are a few common scenarios:

  • An employee is constantly late to work: refer to your attendance policy which mandates that employees can only be tardy twice before disciplinary action is taken.
  • Dress code violations: include that company policy says employees must always be in their expected uniform while on the clock.
  • An employee continues to use social media during work hours: cite your cell phone usage rule and that employees shouldn’t be using social media or personal devices while on the clock.

When it comes to progressive discipline, a write-up is to explain why the documented behavior isn’t up to standard and how employees are expected to improve. If your employees signed an employee handbook or attendance policy when they were hired, now’s a good time to include that as well.

4. Include any relevant witness statements

If the performance issue at stake was raised by another team member, involves multiple employees, or your employee works closely with another supervisor or shift manager between you, include their statement in your write-up. Keep in mind any of these statements may be relevant later in the case of a legal claim. So it’s important for witness statements to follow the same guidelines as good documentation:

  • All witness statements should be factual observations, not subjective opinions.
  • Witness statements should help build a credible case of ongoing behavior leading to the employee write-up.
  • Witness statements should include any efforts or disciplinary measures by other supervisors to correct behavior along the way.

5. Set expectations for improvement

After you’ve detailed where your employee’s performance needs to improve and why, it’s time to set guidelines for how you expect them to correct it. It’s not helpful to simply lay out what employees have done wrong. In fact, the Harvard Business Review reports that more employees would rather receive corrective feedback from their boss than praise and that 72% of employees believe their performance would improve if they received corrective feedback.

Corrective feedback is honest, focuses on the issue (not the person), and includes steps for improvement. So set your employees up for what will come next once they’ve received their write-up. Include the corrective action needed and what the outcome will be if they improve, or if things get worse. If the employee doesn’t improve and the next step after the write-up is termination, make it clear so that they’re prepared for exactly what’s on the line.

6. Deliver the news in person (and proof of receipt) 

Once you’ve finished the disciplinary write-up, schedule a meeting with your employee and walk through it together in person. Bring a witness along to confirm that the meeting happened and that your employee was made aware of concerns with their job performance. Then it’s time for the conversation to begin:

  • Share your concerns and take employees through each example of poor performance. If your employee asks for proof or argues that a certain issue did or didn’t occur, use your documentation.
  • Point back to your company policies. Every employee read and agreed to the policies when they were hired.
  • Explain what happens next in your company’s standard write-up format and which steps you expect them to take in response to the write-up.
  • At the end, have your employee sign the write-up confirming that they’ve received and read it.

Your employee may not take the news well. They may refuse to sign the write-up. If you’re worried that might be the case, the Society for Human Resource Management suggests leaving space on the write-up for employees to add their own comments and signed response, or allowing employees to submit a written rebuttal with their signature, which you can then attach to their disciplinary write-up.

7. Keep a copy for your records

Once your employee has signed the write-up, give them a copy and keep one for your own records. Add it to their employee file so that you have a record and proof that they received the write-up.

If any type of wrongful termination or discrimination suit arises, you’ll have the backup you need. The documentation will show that you handled the process correctly and your employee was informed every step of the way.

8. Follow up

The disciplinary process doesn’t end after you write up an employee. Finally, be sure to follow up based on the schedule you outlined in the disciplinary notice. See if your employee’s performance improves and if they hold to the changes expected in their write-up. If not, you’ve already laid out the steps for what comes next.

If your employee does improve, consider continuing the probationary period past their write-up date. Trust takes time to build back, and they won’t become employee of the month overnight. It took time for things to get to the disciplinary notice stage, and it’ll take time to get them back.

A well-defined employee write-up format isn’t a silver bullet to disciplinary problems. Sometimes it takes a formal notice to give an employee the wake up call they need to change their behavior. If they do improve, give them more responsibility and see if they continue rising to the challenge.

Writing up an employee can be a daunting task, but it’s an essential skill for maintaining a productive and harmonious workplace. Remember that this process is about fostering improvement and growth, not about punishment. 

With patience, transparency, and fairness, you can turn challenging situations into opportunities for learning and development. Explore more helpful tips and tools for effective workforce management at When I Work today. Let us help you simplify your HR processes and enhance the overall performance of your team.

Writing up an employee: FAQs

What is the first step in learning how to write up an employee.

The first step is ensuring that you’re in a calm state of mind. Never begin an employee write-up when you’re angry or stressed about the situation. It’s important to document things objectively and that can be difficult when you’re emotionally involved.

How can I professionally document the employee’s problem in the write-up?

You should start by addressing the write-up to the employee and provide a record of their behavior up to this point. Use specific examples with times and dates to give a clear picture of the issue. It’s important to stick to the facts, stay objective, and avoid adding your own spin or personal feelings to the situation.

What should I do if the employee refuses to sign the write-up?

If the employee refuses to sign the write-up, you can leave space for them to add their own comments and signed response, or allow them to submit a written rebuttal with their signature. You can then attach this to their disciplinary write-up.

Should I keep a copy of the written document?

Yes, it’s important to keep a copy of the write-up for your records. Add it to the employee’s file so that you have proof that they received the write-up. This can be essential documentation in the event of a wrongful termination or discrimination lawsuit.

How should I follow up after writing up an employee?

The disciplinary process doesn’t end after you write up an employee. You should follow up based on the schedule you outlined in the disciplinary notice. Monitor if the employee’s performance improves and if they adhere to the changes expected in their write-up. If not, you’ve already laid out the steps for what comes next.

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Staff Writer Cover Letter Example

Writing a cover letter for a staff writer position can seem like a daunting task. But with the right guidance and a few tips, you can craft a professional and compelling cover letter that gets the attention of a potential employer. This guide will provide you with a step-by-step guide on how to write an effective staff writer cover letter, along with an example to get you started. By following the steps outlined below, you can make sure your cover letter stands out and makes a lasting impression.

If you didn’t find what you were looking for, be sure to check out our complete library of cover letter examples .

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Staff Writer Cover Letter Sample

Dear [Hiring Manager],

I am writing to apply for the position of Staff Writer. As a motivated, creative, and detail- oriented writer, I am confident that I have the skills and experience necessary to be a valuable asset to your team.

During my time in college, I wrote for the school newspaper and developed a passion for writing compelling stories. After graduating, I became a freelance writer, covering a variety of topics including lifestyle, business, and technology. I also wrote feature articles and conducted interviews for an online magazine. My portfolio also includes press releases and blog posts.

In addition to my writing experience, I am capable of quickly researching topics in order to write well- researched and informative pieces. I am also familiar with SEO best practices and have experience managing social media accounts for my clients. My work has been featured in several reputable publications and websites.

I believe my skills and experience make me an excellent candidate for this position and I am eager to use my talents to help your organization succeed. If you have any questions or would like to discuss further, please do not hesitate to contact me.

Thank you for your consideration and I look forward to hearing from you.

[Your Name]

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What should a Staff Writer cover letter include?

A staff writer cover letter should include information about your qualifications and experience as a writer, as well as why you are interested in working with the company. It should also include a brief overview of your writing style, such as whether you specialize in creative, journalistic, or technical writing. Additionally, you should include examples of your work, such as writing samples, published articles, or a portfolio of your work. Finally, you should conclude your cover letter by expressing your enthusiasm for the position and expressing your gratitude for the opportunity to apply.

Staff Writer Cover Letter Writing Tips

Writing a cover letter as a staff writer can be a daunting experience. But if you follow a few simple tips, you can make sure your cover letter stands out and makes a great impression.

  • Start by researching the company and what they are looking for in a staff writer. Understand the company’s mission, values, and goals, and make sure your cover letter reflects this.
  • Talk about the specific qualifications you possess that make you a great fit for the position. Make sure to highlight the most relevant experience you have that relates to the position.
  • Avoid using generic phrases like “I am a hard worker” or “I have great communication skills.” Instead, use concrete examples of your work or success in previous roles that demonstrate why you are a great fit for the position.
  • Keep your language professional and concise. Aim to keep the cover letter to one page, and make sure to proofread it for any typos or grammatical mistakes.
  • End your cover letter with a strong closing statement. Express your enthusiasm for the opportunity and thank the reader for their consideration.

By following these tips, you can create a great cover letter that will help you stand out and make a lasting impression. Good luck!

Common mistakes to avoid when writing Staff Writer Cover letter

When applying for a staff writer position, you need to ensure that your cover letter is as perfect as possible. There are several mistakes that can easily be avoided when you are writing a cover letter. Here are some common mistakes to avoid:

  • Not Customizing the Cover Letter: A generic cover letter is not going to get you noticed so make sure that you customize your letter to the job you are applying for.
  • Not Selling Yourself: Your cover letter should be an opportunity to sell yourself and explain why you would be the best candidate for the job. Make sure to emphasize your strengths, accomplishments, and experience.
  • Not Following Instructions: Many employers will specify what they are looking for in a cover letter, so make sure that you follow any instructions or guidelines that they have provided.
  • Overlooking Grammar and Spelling: Poor grammar and spelling can be a major turn off for employers. Make sure that you carefully proofread your cover letter for any errors.
  • Not Including Your Contact Information: It might seem like a small detail, but make sure that you include your contact information so that the employer can easily reach out to you.

Key takeaways

Writing an impressive staff writer cover letter can be a daunting task. There are many key components to include to ensure that your cover letter stands out from the hundreds of others that are sent to potential employers. Here are some key takeaways to remember when writing a staff writer cover letter:

  • Tailor your cover letter to the job description: It is important to tailor your cover letter to the job description. Make sure that you mention any relevant skills and experiences that you have that match with the job requirements.
  • Make your cover letter stand out: Include any awards, publications or other accomplishments that you have achieved. This will help your cover letter stand out from the rest.
  • Show your enthusiasm: Make sure to show your enthusiasm for the job in your cover letter. Employers want to see that you are passionate about the job and that you have the necessary qualifications and skills for the position.
  • Proofread and edit: Before sending your cover letter, make sure to proofread and edit it. This will help make sure that there are no grammatical errors or typos that could potentially harm your chances of being considered for the job.
  • Follow up: After sending your cover letter, make sure to follow up with the potential employer. This shows that you are interested in the job and also shows that you are willing to put in the extra effort.

Frequently Asked Questions do i write a cover letter for an staff writer job with no experience.

Writing a cover letter for a Staff Writer position with no experience can be a challenge. However, you can still highlight your strengths and show potential employers why you are the best candidate for the job. Start by emphasizing your writing experience, which could include any writing you have done for school, blogs, or other publications. Demonstrate your writing abilities by providing examples of your work, such as a link to a published article or writing sample. Make sure to emphasize any related skills, such as an ability to work with deadlines or collaborate with a team. Additionally, emphasize your enthusiasm for writing and any related organizations or activities you have been involved in. Finally, make sure to proofread your cover letter multiple times to ensure it is free of any errors.

2.How do I write a cover letter for an Staff Writer job experience?

If you have experience as a Staff Writer, make sure to highlight this in your cover letter. Start by emphasizing your prior writing experience, such as any published articles, books, or other writing you have done. Additionally, include any awards or recognition you have received for your writing. Demonstrate your skills by providing examples of your work, such as a link to a published article or writing sample. Also, make sure to mention any other skills that could be beneficial as a Staff Writer, such as ability to work with deadlines or collaborate with a team. Finally, make sure to emphasize your enthusiasm for writing and any related organizations or activities you have been involved in.

3.How can I highlight my accomplishments in Staff Writer cover letter?

When writing a cover letter for a Staff Writer position, it is important to highlight any accomplishments you have achieved in your writing career. Start by emphasizing any awards or recognition you have received for your writing. Additionally, provide examples of your work, such as a link to a published article or writing sample. Also, make sure to mention any other skills that could be beneficial as a Staff Writer, such as ability to work with deadlines or collaborate with a team. Finally, make sure to emphasize your enthusiasm for writing and any related organizations or activities you have been involved in.

4.What is a good cover letter for an Staff Writer?

A good cover letter for a Staff Writer position should highlight your writing experience and accomplishments. Start by emphasizing your writing experience, which could include any writing you have done for school, blogs, or other publications. Additionally, emphasize any awards or recognition you have received for your writing. Demonstrate your writing abilities by providing examples of your work, such as a link to a published article or writing sample. Make sure to mention any other skills that could be beneficial as a Staff Writer, such as ability to work with deadlines or collaborate with a team.

In addition to this, be sure to check out our cover letter templates , cover letter formats ,  cover letter examples ,  job description , and  career advice  pages for more helpful tips and advice.

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