Understanding and Utilizing a Template For Letter Of Instruction

Subject: Welcome to the Team! Your Onboarding Instructions

Dear [New Employee Name],

Welcome aboard! We’re excited to have you join our team. This email contains important instructions to help you get started.

1. Company Handbook & Policy Review:

• Please review the company handbook, located at [link].
• Pay special attention to sections on [specific topics, e.g., attendance, code of conduct].
• Please confirm you have read and understood by replying to this email.

2. IT Setup:

• Your username and password for your company email and systems will be [username] and [password].
• Please reset your password on first login at [link].
• Your workstation is located at [location].

3. First Day Schedule:

• 9:00 AM: Meet with your manager, [Manager’s Name], in [Location].
• 10:00 AM: HR introduction by [HR contact’s name and contact details].
• 11:00 AM: Complete the online training module on [module name].

Please contact me at [Your Email Address] or [Your Phone Number] if you have any questions.

Best regards,

[Your Name]

[Your Title]

Subject: Project Handover – [Project Name]

Dear [Recipient Name],

This email provides instructions for the handover of the [Project Name] project.

1. Project Documents: All project documents are stored at [location/link]. Key documents include:

• Project Plan: [Document name]
• Status Reports: [Documents or location]
• Meeting Minutes: [Documents or location]

2. Key Contacts:

• Project Manager: [Manager’s Name] – [Contact Information]
• Client Contact: [Client’s Name] – [Contact Information]
• Technical Lead: [Lead’s Name] – [Contact Information]

3. Next Steps:

• Review all documents by [date].
• Schedule a handover meeting with [Names] on [date/time] to discuss [topics].

Please let me know if you have any questions.

Sincerely,

[Your Name]

[Your Title]

Subject: Access Instructions for Shared Drive – [Drive Name]

Dear [Recipient Name],

Here are the instructions for accessing the shared drive, [Drive Name]:

1. Network Access:

• Ensure you are connected to the company network (wired or Wi-Fi).

2. Drive Location:

• The drive is located at: \\\[Server Name]\\[Drive Name]

3. Access Credentials:

• You may need your company login credentials: [Username] and [Password].

4. Troubleshooting: If you encounter any problems:

• Contact the IT help desk at [Contact Information].

Please let me know if you need any help.

Best regards,

[Your Name]

[Your Title]

Date: [Date]

To: All Employees

Subject: Emergency Procedures

Dear Employees,

This letter outlines the procedures to be followed in case of an emergency.

1. Fire Evacuation:

1. Upon hearing the fire alarm, immediately evacuate the building.
2. Follow the designated evacuation routes posted throughout the building.
3. Proceed to the designated assembly area: [Location].
4. Account for all team members. Report any missing persons to the emergency responders.

2. Severe Weather/Lockdown:

1. In the event of severe weather or lockdown, follow the instructions provided by security.
2. Seek shelter in the designated safe areas: [Location].
3. Do not leave the area until an “all clear” announcement has been made.

3. Contact Information:

• Emergency Services: 911
• Security: [Phone Number]

Please familiarize yourself with these procedures for your safety. We will conduct an emergency drill on [Date] at [Time].

Sincerely,

[Your Name]

[Your Title]

Date: [Date]

To: [Employee Name]

Subject: Performance Review Instructions

Dear [Employee Name],

This letter outlines the instructions for your upcoming performance review.

1. Review Documents:

• Review your self-assessment form [link or attach].
• Review the previous performance review for reference [link or attach].

2. Self-Assessment Preparation:

• Reflect on your accomplishments during the review period.
• Consider your areas of improvement.
• Prepare specific examples to support your points.
• Prepare 3-5 key goals for the next review period.

3. Review Meeting Details:

• Date: [Date]
• Time: [Time]
• Location: [Location/Meeting Link]

If you have any questions, please contact me.

Best regards,

[Your Name]

[Your Title]

Subject: System Update Instructions – [System Name]

Dear [Recipient Name],

This email provides instructions for updating the [System Name] system. Please follow these steps carefully.

1. Back Up Data:

• Before starting, back up your important data.
• Save all relevant files to [location].

2. Download Update:

• Go to [link].
• Download the latest update file: [File Name].

3. Installation Steps:

1. Close all applications.
2. Run the downloaded file.
3. Follow the on-screen prompts.
4. Restart your computer when prompted.

4. Verify Installation:

• After restarting, verify that the update was successful by: [steps].

If you experience any issues, please contact the IT support team at [Contact Information].

Thank you,

[Your Name]

[Your Title]

Subject: Expense Report Submission Instructions

Dear [Recipient Name],

Please follow these instructions to submit your expense report.

1. Required Documents:

• Original receipts for all expenses.
• Completed expense report form [link or attach].

2. Expense Report Form:

• Fill out the form with the necessary information, including:
• Date of expense
• Purpose of expense
• Amount

3. Submission Process:

• Scan all receipts.
• Attach the scanned receipts and completed expense report to an email.
• Send the email to [email address].
• The subject line of the email should include your name and the date range of your expenses: “Expense Report – [Your Name] – [Date Range]”.

4. Deadline:

• The deadline for submitting your expense report is [Date].

If you have any questions, contact the finance department at [Contact Information].

Thank you,

[Your Name]

[Your Title]