UNIT-5 [ Lesson-3: Joining and Resignation Letters and Leave of Absence Letters. ]
Joining and Resignation Letters and Leave of Absence Letters.
Joining Letters
An organisation selects the requisite number of candidates and sends out appointment letters. After you receive your letter of appointment the first thing you should do is to see whether the terms offered by the organisation are acceptable to you. Whether they are acceptable or not the next thing you should do is to inform the appointing authority whether you will accept or refuse the job.
This you should do by a letter. In your letter you must thank them for selecting you for the job even if you decline to join. However, if you are agreeable to accepting the job write in your letter when (i.e., what day, date and time) you are joining. You may need some time to get clearance and release from your previous job (if you were working). However, once you give time you must keep it.
Alternatively you can come to the organisation with the appointment letter and write to the Head of Division/Section or Organisation saying that as per letter (Appt. letter) No…………… dated …………….. you are
joining the office as …… (Assistant Director) at ……………… (time) ………. in the forenoon/afternoon of ……………… (12 May 1995) ……… requesting him/her to accept the joining.
Two model joining letters:
ACTIVITY
You applied to the Director, Human Resource Development Centre, 23 Kamal Ataturk Avenue, Banani, Dhaka for the post of Research Assistant. They have selected you and sent you a letter dated 10 August 1995, asking you to join on or before 20 August 1995. Now write to the Director, telling him/her when you are joining.
You got your appointment letter (no. Appt. 27/94/8 dated June 28, 1995) asking you to join within a week from the date of receipt of the letter. You are not joining the organisation (real or imaginary) as (name of the post-real or imaginary). Write thanking letter to then.
Resignation letters
The task of writing a letter of resignation may appear quite easy at first sight. But this is far from truth. Even if you have already got another job and have no need of a reference, yet the employer you served for some time could still be the source of information regarding jobs in future. Therefore, parting on good terms is important. So one should write a resignation letter tactfully.
Here is an example:
ACTIVITY
Suppose you are Sharif Ahmed, Assistant Manager of a business firm. Write a resignation letter stating the reason.
Leave of Absence Letters
Very often an employee has to take leave for various unavoidable reasons. Usually an employee is entitled to enjoy some days’ leave. There are certain types of leave allowed almost in every job, such as, casual leave, sick leave, study leave, maternity leave, etc.
One has to write a formal letter asking for leave to her/his controlling officer. The reason for taking leave and the length of the leave period should be stated clearly. Sometimes people have to remain absent from their duties on emergencies. In such cases they usually take leave after they get back to their job.
For writing leave letters certain standard forms are followed. Here are some model leave letters:
An application asking for leave for 10 days to get married.
An application for sick/casual leave
ACTIVITY
Write a leave letter to your office (real or imaginary) for each of the following situations:
Your friend is arriving tomorrow from Canada. You have to go to the airport at 10 a.m.
You could not go to work yesterday as your wife/husband suddenly fell sick and you had to take her/him to the hospital.
You want to visit three SAARC countries – Pakistan, India and Nepal – with your friends. You need 15 days’ leave of absence.
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