Example Letter #1
In the event that our area experiences severe weather or other emergency conditions, your immediate supervisor will notify you by telephone if you are not to report for work. If you receive no call, and are still concerned, listen to radio ABCD, 1170 AM for information every thirty minutes on the hour and half hour.
If the highway patrol considers conditions too hazardous for safe travel, we will close the office. However, if the office is open, we expect employees to make every effort to be at work. We consider time missed when the office is officially open as employee's personal time off. If you have questions regarding this policy, please speak to your immediate supervisor.
Example Letter #2
In the event of bad weather or other emergency, be advised that Doe Corporation announces company closings or delayed openings on radio station ABCD, 1170 AM. The station has agreed to make public service announcements every half hour, as needed. We recommend that you keep a battery operated radio handy for emergency situations, so you will always be able to hear the announcements.
If we close or delay opening due to bad weather or emergency, company policy is to compensate employees for lost time. However, we expect you to return to work when we reopen. If you are ever unsure, call your supervisor so we do not penalize you for missing a day.
Example Letter #3
We have organized a "telephone tree" for employee notification in case of adverse weather or other dangerous conditions. If there is a delay or closure of the plant, your immediate supervisor will telephone you.
No telephone call means no delay or closure. In the event of confirmed telephone failure, your absence will be excused. Please review the attached "telephone tree" diagram and direct any questions to John Doe.
Example Letter #4
As winter approaches, we want to remind you of our policy regarding absence due to severe weather conditions. Now is a good time to prepare your car for safe travel in winter weather; our employees' safety is our greatest concern. We have rarely found it necessary to close our offices completely, however, we have done so when road conditions are too hazardous for travel. If you are unsure about whether to report to work you may call our employee hotline at 555-5555. We will provide information concerning company hours In the case of severe weather or any other emergency. Employees are expected to be at work when the office is officially open; if you are unable to be at work you must notify your supervisor that you are taking personal leave.
Write Your Letter Step-by-Step
1 Explain how to get information when needed.
Sample Sentences for Step 1
- As winter approaches, it is important that everyone be aware that severe weather conditions and possible office closings caused by bad weather will be announced on radio station ABCD, 1170 AM every thirty minutes from 1:00 a.m. to 10:00 a.m., or as needed.
- To keep phone lines open during an emergency situation, tune your radio to station ABCD, 1170 AM.
- Since severe weather or other emergency situations may cause telephone and electrical outages, keep a battery-operated radio tuned to station ABCD, 1170 AM. This station will keep you informed every half hour of road conditions and business closures.
- In most bad weather or emergency situations, your immediate supervisor will notify you by telephone if you are not to report for work. If you receive no call, and are still concerned, listen to radio ABCD, 1170 AM for information every half hour.
- The safety of our employees is of paramount concern to us. Please listen to radio station ABCD for weather updates.
Sample Phrases for Step 1
- as winter approaches
- as the hurricane season approaches
- avoid using phones during an emergency
- don't want you traveling
- during emergency conditions
- give updates every half hour
- have agreed to report on these conditions
- how conditions are affecting our work
- if you should not report for work
- immediate supervisor will try to notify you
- important that everyone be aware that
- in order to keep phone lines open
- keep radio tuned to
- keep a battery-operated radio
- listen to radio station ABCD
- notify you by telephone
- on the hour and half-hour
- other emergency situations
- possible offices closings
- safety of our employees is paramount
- severe weather conditions are announced on
- station will keep you informed
- telephone and electrical outages
- too hazardous for travel
- will notify radio station
2 Explain how the policy works.
Sample Sentences for Step 2
- If bad weather forces us to delay opening for a few hours, or to close for the day, we will notify radio station ABCD by 6:00 a.m. Of course, employees will not be penalized for time lost during official closings.
- Doe will consider official company closings as paid holidays.
- We will close the office if conditions are deemed too hazardous for travel; however, if the office is not closed, employees are expected to make every effort to be at work. Time missed when the office is officially open is considered an employee's personal time off.
- In the event that severe weather or natural disaster requires us to delay opening or causes us to close for the day, time lost will not affect an employee's sick days or vacation days; however, as soon as we reopen, we expect employees to be on the job.
Sample Phrases for Step 2
- absences from work
- announces its office closings by
- as long as the company is open
- considered as personal leave
- due to a civil emergency
- employee's personal time off
- employees will not be penalized
- expect employees to be on the job
- expected to be at work
- if conditions are too hazardous for
- if the office is officially open
- if bad weather forces us to
- make every effort to be here
- make every effort to get to work
- over the radio
- time lost through an official closing
- to close for the day
- to delay opening for a few hours
- unable to make it to work
- will close the office
- will notify radio station