Internal Memo / Policies / Staff Handbook / Manual

The primary purpose of internal communication is to share information. Whilst it is often best to speak face to face or by telephone, unfortunately it is not always possible. There are various other ways to facilitate communications within the same organisation. 


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, 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 (also known as Employees Handbook or Employees Manual)


A staff handbook, sometimes referred to as 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 or part-time employees, salaries, working hours, holidays, leave arrangements, company benefits, medical, pensions.

3. Key Company Policies, Rules and Procedures


The staff handbook should contain key company policies that the employee should know about – employee appraisal, promotion, transfer, demotion, salary increase, regulatory requirements, sexual harassment, alcohol and drug use, attendance requirements, confidentiality, 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.





Staff Handbook