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Internal Memo / Policies / Staff Handbook / Manual

Introduction

 

The primary purpose of internal communication is to share information, especially from the human resource perspective. Whilst it is often best to speak face to face or by telephone, this is not always possible. There are various other ways to facilitate communications within the same organisation, whether or not it is located in Hong Kong.

 

A. Internal Memo

 

An internal memo (short for memorandum) is a less formal way to send messages between members of an organisation. It is generally not in the company letterhead but in a simple standardised format with headings similar to that of an e-mail - "To", "From", "Date" and "Subject". Instead of e-mail addresses, the "To" and "From" should state the name and the department of the sender and recipient(s). It can also be addressed to a job title (e.g. CFO), the entire department or company.

 

The body of the memo should be concise and clear to read, and in a polite and courteous tone. Like most letter, it is best if the memo is made up of three parts - introduction, body and conclusion.

 

B. Staff Handbook 

 

A staff handbook, sometimes referred to as an employee handbook, employee manual or company policy manual, is a book that employers give to employees. Not only is it a good idea to provide new employees with the employee handbook on the first day of employment as part of the induction, it is also a useful reference for existing employees to ensure that they have all the necessary information and if they have any questions. 

 

A staff handbook is usually created by the human resource department to convey information that employees must know about employment and work. It should be regularly updated as an online resource which can help to reduce the number of questions directed to the human resource department. It is one of the most important documents in human resource, so it should be accurate, complete and up to date.

 

C. Content of the Staff Handbook

 

As stated above, a staff handbook should include employment and job-related information that employees need to know. It usually include the following types of content: 

 

1. Culture of the Company

The staff handbook should contain welcome statements, company mission, purpose or vision, company values, company's history, the reasons for success, company goals and objectives. It should provide clear advice to employees on how to contribute to the future success of the company and create a culture of fairness and consistency.

 

2. Human Resource Information and Company Benefits

The staff handbook should contain human resource information for full-time employees and/or part-time employees regarding their commencement of employment, conditions of employment (e.g. salaries, working hours, holidays and leave arrangements), company benefits, medical benefits, pensions and termination of employment.


3. Key Company Policies, Rules and Procedures

The staff handbook should contain key company policies that employees should know about – employee appraisal, promotion, transfer, demotion, salary increase, regulatory requirements, sexual harassment, alcohol and drug use, attendance requirements, confidentiality, privacy policy, disciplinary and grievance procedures, grounds for termination, use of telephones, computer, equipment, internet and email and use of motor vehicles, emergency procedures and for handling work-related injuries.

Documents
Handover Note - Departure from Duties
Leaving Employee
Employee Handbook / Manual
Company
Internal Memo / Announcement
Appointment to a Position
CCTV Policy
Surveillance Policy
Corporate Operational Manual
Securities Brokerage Policies and Procedures
Environmental Policy
Company / Corporate
Copyright Policy
Company Copyright Policy
Health and Safety Policy
Employer/ Employee
Internal Memo / Announcement
Event
Internal Memo / Announcement
Year End Performance Review
Compliance Manual
Financial Institution / Fund
Disciplinary Policy
Employer/Employee
Internal Memo / Announcement
Upcoming Meeting with Agenda
Leave Policy
Sabbatical Leave Policy
Business Expense Reimbursement Policy
Company / Corporate Policy
Corporate Operational Manual
Financial Futures Company
Health and Safety Policy
Company / Corporate Policy
Health and Safety Policy
COVID-19
Internal Memo / Announcement
Promotion
Internal Memo / Announcement
Report on Staff Turnover
Leave Policy
Casual Leave Policy
Leave Policy
Leave Without Pay/Unpaid Leave
Leave Policy
Study Leave Policy
Bring Your Own Device to Work Policy
BYOD Policy
Checklist on policy, procedures and controls (Compliance Manual)
Financial Institution / Fund
Expense Reimbursement Form
Business / Travel Expenses Payment
Fair Use Checklist
Copyright
Internal Dispute Resolution Procedure
Pension
Internal Memo / Announcement
Holiday Greeting
Internal Memo / Announcement
Personal communications, e-mail and Phone calls
Leave Policy
Annual Leave Policy
Leave Policy
Comprehensive / General Company Policy
Leave Policy
Parental Leave Policy
Trademark Policy
Employer
Travel and Expense Policy
Standard Company
Working Time Regulations: the 48 hour week
Employer
Cancel Shared Parental Leave (SPL)
Leave Policy
Change Shared Parental Leave Dates
Leave Policy
Contract Administration and Management Policy
Company / Corporate Policy
Covid-19 Vaccination Policy for Employees
Company / Corporate Policy
Internal Memo / Announcement
Annual Offsite/ Convention/ Retreat
Internal Memo / Announcement
Change in Vacation Days/Holiday Entitlement Policy
Internal Memo / Announcement
Confirmation of Discussions
Internal Memo / Announcement
Employee Discount
Internal Memo / Announcement
Enquiry of Upcoming Agenda
Internal Memo / Announcement
Minutes
Internal Memo / Announcement
New Facility
Internal Memo / Announcement
New Position
Internal Memo / Announcement
New Working Hours
Leave Policy
Bereavement Leave/Compassionate Leave
Leave Policy
Maternity Leave Policy
Leave Policy
Paid Time Off (PTO) Policy
Leave Policy
Paternity Leave Policy
Leave Policy
Sick Leave Policy
Notice to book continuous Shared Parental Leave
Leave Policy
Notice to Book Discontinuous Shared Parental Leave
Leave Policy
Proposal for Flexible Working Hours
Internal Memo / Announcement
Response to Progress Report
Exceeding budget
Response to Progress Report
Project is taking too long
Substance Misuse Policy
Company
Written authorization
Exceeding Purchasing Authority
Written authorization
Grant request to exceed purchasing authority

Documents

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