how to communicate with employees

Tell them truth

  • apologize to them(sorry for your lay off)
  • the reason for you layoff
  • about economic: business is lack of cost-effectiveness
  • according to them work performance


  • salary and fringe benefits
  • recommend some other companies
  • be responsible for promises (the previous two )and have a witness
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Employees Turnover

Dear Lep,
There are several reasons for this choice:
· People’s daily work habits represent the attitude of his work.
· Work achievement reflects a person’s efficiency and regularity of work.
Communicate with them face to face and tell them the reason. Make sure the employee fully understands why he or she is being fired and not merely reprimanded.
Say:”I am sorry for you lay off. Because the business is lack of cost-effectiveness. The company is being forced to reduce staff for reducing the costs. You are very good person and have some different skills. But our company not needs your skill at these periods; you have to change other companies where they need your skills. I can recommend you some other companies; you can try your luck. And this is your salary and fringe benefits.”
Have a witness, preferably other Human Resources manager, observe the proceedings.
Yours faithfully Kim

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1)      Using the there-step writing process for negative messages

a)      Planning negative messages

b)      Writing negative messages

c)       Completing negative messages

2)      Developing negative messages

a)      Using the direct approach effectively

b)      Using the indirect approach effectively

3)      Exploring common examples of negative messages

a)      Sending negative messages on routine business matters

b)      Sending negative employment messages

c)       Sending negative organization news


1)      Using the there-step writing process for persuasive messages

a)      Planning persuasive messages

b)      Writing negative messages

c)       Completing negative messages

2)      Developing persuasive business messages

a)      Strategies for persuasive business messages

b)      Common example of persuasive business messages

3)      Developing marketing and sales messages

a)      Strategies for marketing and sales messages


1)      Applying the there-steps writing process to reports and proposals

a)      Analyzing the situation

b)      Gathering information

c)       Selecting the right medium

d)      Organizing your information

2)      Supporting your messages with reliable information

a)      Planning your research

b)      Locating data and information

c)       Using your research results

3)      Planning information reports

a)      Organizing information reports

b)      Organizing website content

4)      Planning analytical reports

a)      Focusing in conclusions

b)      Focusing on recommendations

c)       Focusing on logical arguments

5)      Planning proposals

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Chpter 7 writing routine and positive messages

Chapter7 writing routine and positive messages

Using the three-step writing process for routine and positive messages

1)      Step 1 plan your message

2)      Step 2 write your message

3)      Step 3 complete your message

Making routine requests

1)      Strategy for routine requests

a) Stating you request up front

    • Pay attention to tone
    • Assume that your audience will comply
    • Be specific.

2)      Explaining and justifying your request

    • Ask the most important questions first.
    • Ask only relevant questions
    • Deal with only one topic per question.

a) Requesting specific action in a courteous close

    • A specific request that includes any relevant deadlines
    • Information about how you can be reached(if it isn’t obvious),
    • An expression of appreciation or goodwill

3)      Common examples of routine requests

a) Asking for information and action

    • What you want to know or what you want readers to do
    • Why you’re making the request
    • Why it may be in your readers’ interest to help you(if applicable)

4)      Asking for recommendations

5)      Making claim and requesting adjustments

Sending routine replies and positive messages

1)      Strategy for routine replies positive messages

a)      Starting with the main idea

b)      Providing necessary details and explanation

c)      Ending with a courteous close

2)      Common examples of routine replies and positive messages

a)      Answering requests for information and action

b)      Grating claims and requests for adjustment

i) Responding to claim when your company is at fault
    • Acknowledge receipt of the customer’s claim or complaint.
    • Sympathize with the customer’s or frustration.
    • Take (or assign) personal responsibility for setting matters straight.
    • Explain precisely how you have resolved, or plan to resolve, the situation.
    • Take steps to repair the relationship.
    • Follow up to verify that your response was correct.
ii) Responding to a claim when the customer is at fault
iii) Responding to a claim then a third party is at fault

c)      Providing recommendation

i)        The candidate’s full name
ii)      The position or other objective the candidate is seeking
iii)    The nature of your whether you’re answering a request from the person or taking the initiative to write
iv)    Facts and evidence relevant to the opportunity
v)      Your overall evaluation of the candidate’s suitability for the opportunity

d)      Creating information messages

e)      Fostering goodwill

i)        Sending congratulations
ii)      Sending messages of appreciation
iii)    Offering condolences
    • Keep reminiscences brief.
    • Write in your own words
    • Be tactful
    • Take special care
    • Write about special qualities of the deceased
    • Write about special qualities of the bereaved person

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