Category Archives: Others

How to Manage Time-Off Requests

If you have a company or any kind of organization that employs people, you will at some point have to deal with requests for time off. Humans are not machines, and we all need to get some time away from work to handle our personal affairs or just simply relax and refresh. So how exactly do you manage time-off requests?

There are no rules or laws regulating how time off requests should be handled, so it falls largely on you as an employer to make your own rules to best fit your company/organization.

There are however some tips you can follow to make managing time-off requests easier.

Understanding Why Time off is Important

Every employer needs to understand the importance of vacation time and the value of giving employees time off to balance their work and personal lives, while at the same time ensuring that their business runs as efficiently as possible. Your heart may sink when an employee submits a vacation request. That basically means you have to figure out how the same amount of work is going to get done while your employee is away. But it must be done. No employer benefits from employees who are suffering from burn out and generally being overwhelmed with work.

Time frame for Leave Requests

So that things can get processed in an orderly manner, there should be a time frame in which your employers can request time off. Create a deadline before which time-off requests should be submitted to be handled. You may choose to make it a week, 2 weeks, or even a month in advance. Find out what works best for your scheduling needs, while at the same time being realistic with your employees’ needs.

Making sure Time-Off Doesn’t Stall the Company

As an employer, you should provide a checklist of things that your employee has to see to so that there’s as smooth a transition as possible while they are away. Work activities should not cease because someone is going away on vacation. You may include the following on the checklist.

• a summary of their ongoing projects

• outline important deadlines

• identify where critical files are located

• and provide contact information as a last resort

Have a Formal System for Time-Off Requests

There should be a formal policy for time-off requests and make sure each of your employees not only has a copy of this policy but also ensure they understand the policy. That way, everyone knows how and when to request time off, as well as any conditions for those requests.


Every organization has its rules for requesting time off, the requests themselves take different forms depending on the company, with varying degrees of convenience for the actual employee.

Some companies use print out forms to process time-off requests. While this method may hold greater sway with more traditional employers who wish to see everything in black and white print, it could become overwhelming especially for larger companies who have a larger number of employees and need quicker, more effective ways to handle to large volumes of information while minimizing human error.

What about emails?

Emails are a less time-consuming way to request time off. You need simply to send your manager or HR person an email. This increases your chances of receiving a timely reply, and spares you the trouble of having to deal with paperwork, but can be a bit difficult to keep track of. The average employee’s inbox is quite a mess! With both emails and printed forms information on employees’ requests is commonly kept in an Excel spreadsheet or a separate HR system, which can help keep things organized, but could at times lead to some unfortunate mistakes associated with manual data entry.

Is there an easier way?

 There are software solutions dedicated entirely to streamlining the time off request and approval process. The whole thing becomes as easy as selecting a date, choosing the type of leave you’d like to take, and pressing a button to send the request to your manager. With a very user-friendly web version and a free mobile app, it allows you to request vacation time from pretty much anywhere, eliminating the frustrating steps and saving you valuable time.

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Time-off request with samples

At some point everybody needs time off of work. Most organizations have a process that will include you sending some kind of correspondence requesting time off. Even if you work at a mom and pops, you may need to put certain things in writing. Here are tips on how to write a time-off request with samples.  A request letter is the perfect tool to use when requesting some time off work.

So what should I know before writing a time-off request letter?

-Firstly, you should be aware of the amount of time you need to give before requesting the time off work. Bosses need time to process your time off request, and make necessary adjustments (for extra help, etc if need be). If you are unsure of the notice period, you should cross check with your HR manager or your boss, where there is no HR department.

You will need to include specific dates and reasons for your request make sure the dates are correct. There’s nothing like getting your time off approved and finding out the Don’t forget to revise all the tips for writing a request letter and make sure you include all the relevant information.

A request letter includes the basic concepts of a formal letter. The letter needs to include specific information about the topic that you are asking about. For example requesting time off at work you need to add specific dates and reasons. A request letter should include relevant information with specific details.

How long should my time-off request letter be?

Your letter should not exceed one page. You can put all the relevant information on a page, sometimes a couple of paragraphs is enough to convey your message.

What not to include?

Don’t include any irrelevant information, but keep the letter specific and to the point. Be professional. Don’t include any false information, but make sure all the information is correct and precise.


Here are a couple of examples.

Sample 1

October 12, 2018

Madeline Ross,

Human Resource Manager,

EverGreen Inc.


Dear Madam,

This letter is a formal request for two weeks’ vacation leave from October 22st to November 5th, 2018 . I will be back at work on November 6, 2018. My husband and I are planning a vacation for the first time in 3 years.

I have asked other members of my team to make sure that all of my responsibilities are covered while I am away, and they have agreed. I will have completed all pending tasks on my roster before my departure. My supervisor has obliged me this leave period, I have enclosed a letter from him.

If you have any questions or considerations, I can be reached at While on vacation, I will be checking my email every day, so I can be reached if it is urgently needed.

Thank you for your consideration. Please let me know if my vacation request has been approved at your earliest convenience, so I can finalize our flight and hotel bookings.



Dorothy Muran.

Sample 2

October 1, 2018

Lewland & Co.,

100 Production Way

Cleveland, Ohio 43225

Attn: Julie Roe


Subject: Vacation Request


Dear Ms. Roe,


I would like to request vacation time for October 10- October 16. I wish to use some of my vacation hours for some much needed family time. I plan to return to work on October 17, 2018.


All of my work is currently completed. I will also make sure that all pending work will be completed before my departure.

As you know, I am a hard worker and regularly put in more than 60 hours a week. I feel I am long overdue for some time off. I have put a trip on hold several times for company demands, and now feel it absolutely necessary to take some time off and relax with my family.


I have filled out the official company Vacation Request From and have attached it to my letter. Kindly respond to my request in the soonest possible time so I may finalize my travel itinerary.

Thank you.



Brad Way.

Marketing Department.

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How to write a letter of recommendation with samples

At some point, most people will need a recommendation letter; from a past employer, from a teacher, a coworker, or someone who knows you in some other capacity. Writing a recommendation letter for another person is a large responsibility and should be taken very seriously. Here are some tips on how to write a recommendation letter with samples.

Before you write a recommendation letter

Before you write a letter, get a good understanding about what the letter is for. Some recommendations will require that specific things are said in the body of the letter about the person. Clarify these with the person asking you to write a recommendation. This is also the time to ask questions from your requester in order to get to know them better.

You should also make sure that you know what kind of information is being expected from you. For example, someone might need a letter highlighting their leadership experience, but if you don’t know anything about that person’s leadership capability or potential, you’re going to have a hard time coming up with something to say. Or if they need a letter about their work ethic and you submit something about their ability to work well in teams, the letter won’t be very helpful.

What to include in your recommendation letter

Every recommendation letter should include three key components:

  • You should explain how you know this person and the duration of your relationship with them.
  • An evaluation of the person and their skills/accomplishments. If possible offer specific examples that illustrate the person’s strengths and qualifications. These examples should be brief but detailed.
  • A summary that explains why you would recommend this person and to what degree you would recommend them.


How do I structure the letter?

Break down the letter into paragraphs. Let each paragraph address a basic point you wish to make about the person you’re writing on.

Be sure to date, address and sign the letter appropriately.


Sample 1

Ms. Chase Garnell

The Baersk Centre,

Michigan Technology Institute.

123 Moulton Street,

Houghton, Michigan. 46883

Dear Ms. Mallison,

I am writing in support of Mr. John Chase’s application to participate in the Baersk Research

Program for Undergraduates this summer.

Mr. Chase is a 4th year student in Materials Science and Engineering at Michigan Technology Institute and is currently pursuing a degree in Materials Science and Engineering. He has been my student for 2 years and I have known him on a personal basis since he started studying at MTI.

He has a perfect 4.0 GPA, and has shown significant aptitude in performing research in my group.

He is planning to use this research for his dissertation.

Among his accomplishments, Mr Chase received a faculty award for his work on the role of tin doping on the structure and surface chemistry of soda lime silica glass. He began working alongside my graduate students in the fall term, and has been actively engaged in glass batching, melting, fining, and surface preparation for subsequent analyses.

In addition to his academic and research performance, Mr. Lerner also interacts well with his colleagues.

He is a polite, motivated and well-articulated young man.

I know he would be an excellent candidate for the program and I enthusiastically endorse his application.


Don Deirdre,


Department of Materials Science and Engineering


Sample 2

The Admissions Office,

Cambridge College,

Albany, New York.


September 26, 2018.


I have been privileged to know Jason Boyd for over 4 years in my role as his University professor.  I am currently the Dean of the Law Faculty at the University of Texas at Austin.

I enjoyed my time teaching Jason and his entire class as a first year pre-law student and again as a 3rd year student. I taught him American Government and Comparative Constitutional Law respectively. I found his analytic and scholarly questions and contributions exceptionally brilliant and invaluable in helping me to build a better teaching experience with the students. I still teach at the University. His conscientious effort and cooperation in achieving high-quality results were appreciated even when given assignments as a group.

As an undergraduate, Jason was efficient, innovative, and responsive. He motivates his class mates with his inquisitive nature. His leadership abilities are clearly evident in his organizational skills. He was also the President of his class 2 years in a row.

I know of no reason you would be disappointed by his desire to pursue a Masters program at your University. Rather I am confident he will be an asset to your institution. Please let me know if you require further information.




Professor Jane Yila.

Dean, Faculty of Law.

University of Texas,





If you are unable properly convey the necessary information, because you are busy or don’t write well, you can offer to sign a letter that has been drafted by the person who is requesting the reference. This is common practice and usually works well for both parties. Do ensure that you proofread the letter and approve that it reflects your honest opinion about the person it is written for.

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Lease termination letter with samples (from Landlord to tenant).

So you want to end your lease? Situations change and life happens. Sometimes that means our property arrangements have to shift. If you are a landlord or you manage a property, you’ll have to know how to end the lease with your tenant in the best way. Here’s how to terminate your lease with your tenant.

Terminating a lease on the landlord’s side is not that different from how it is done when a tenant wants to end a lease on his own end. We’ve talked previously about how a tenant can terminate a lease with his landlord. (insert link here). In this article, we’ll be looking at two different samples of how to terminate a lease as a landlord.

Regardless of who’s ending the lease, there are a few important things you need to note.

What does a lease contain?

A lease should state exactly how long the arrangement will last- one year, two years, etc and exactly how much money will be paid each month and when the rent will be due. Other things that are included in a lease are security deposits, first-and-last-months’ rent requirement, pet rules, who pays for what utilities, and who is responsible for maintenance and repairs. Depending on the nature of the building and what amenities are in it, the landlord can stipulate terms of use for facilities and eventualities. For instance, pool privileges and parking lot access conditions may be spelt out in your lease.

Why write a lease termination letter?

State laws require you to give written notice in order to terminate a lease. Your lease probably states the appropriate way to end the agreement, including when you should give notice. But if it doesn’t, follow the guidelines in this article and feel free to use the templates and tweak it to your needs.

Putting your tenant on notice

It’s important to give your tenant(s) enough notice so that they can make all the arrangements they need in order to leave the premises in good time and search for other accommodation.  Usually, 30 days-notice is sufficient. However, different states’ laws might differ. For instance in West Virgina, a landlord’s notice must arrive before the start of the next rent period (that is, before the next rent payment is due). Most people tend to think 30 days’ notice is enough but this is a little more than 30 days. Essentially, it means you have until the end of the next month’s rent.

The length of your notice to terminate a lease may depend on how long the lease is for. For instance, a 2 year lease may require a longer notice period than a 6-month lease. You can crosscheck your local laws to make sure your notice is within time.

What to include in your termination letter?

When terminating your lease, you should write your name and address. And also the name and address of the tenant as written in the lease.

Be sure to put the date.

Simply address it ‘Dear Landlord’ or ‘To the Landlord’.

State that you wish to end your lease. And indicate exactly when the tenant’s lease is expiring.

Include any incidental information you think the tenant should be made aware of.

Here are two samples that can help you get started!


Sample Letter 1

Blake View Properties.
No. 75 Riverview Crescent,
Albany, New York, 85794


Jacob John
55 Blantyre Dr.
Albany, New York 77764

June 19, 2018.


Dear Mr. John,


We at Blakeview Properties would like to inform you that your lease on 55 Blantyre Drive expires on 30th August, 2018.  We would also like to inform you that we will not be seeking to renew the lease agreement with you.

Blakeview Properties will be changing ownership and handing over to new management over the next few weeks. The company will henceforth be known as Starlight Properties, and will be making some changes to the properties currently under its management.

As such we will be needing several tenants to vacate in order to accommodate this change. We regret any inconvenience this may cause.

Do feel free to contact us with any questions or concerns you may have, at our address and phone number.

Lena Long,


Blakeview Properties.


 Sample Letter 2

Michael Moses,
432 Sweet Drive,
Champange, Texas 1485-7661


Harmony Morgan,
Apt. 3b, 433 Hallen Heights,
Guillotine Texas.

June 19, 2018.


Dear Ms. Morgan,


I’m writing to inform you that your lease expires on exactly 1st August, 2018. Please note your lease will be non-renewable after it expires. I will be moving into the apartment to be closer to my family in Champagne.

I do hope you’ve enjoyed your time in the building. I would like to schedule an appropriate time to inspect the apartment before you leave, preferably within 2 weeks before your exit. Please let me know what day will be best.

You can call me at 555 4332 or email me at


Best wishes,

Michael Moses,

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How to write a character reference letter for court with samples

What is a character reference letter?

A character reference is a letter written by someone well known to you who knows you equally well attesting to your good character. Anyone writing a character reference letter for court is writing to a judge to vouch for an accused person’s character. The writer should include- who he (the writer) is, how he knows the accused, how long he has known the accused, what his assessment of the accused’s character is, and any tangible examples that he can provide to support his assessment of the accused’s character.

Why is it important?

A Character reference letter for Court is important because it provides a direct view of what a person is like, often in ways that no lawyer can explain. Judges see this and it can influence their decision-making on the case.

Who should write a character reference letter?

Anyone writing a character reference letter should be someone who knows the accused/suspect well and is willing to vouch for them. It could be a friend, a spouse, other family member. It can also be someone known to you in a professional capacity, like a co-worker or supervisor. A priest or other religious or social leader, a teacher or guidance counsellor/psychiatrist is also in a good position to write a character reference letter.

The important thing is the person should show that they have had a good and relatively long relationship with you, enough to make sound judgment on your character that will sway the court positively.

Who should your letter be addressed to?

The letter itself should be addressed to the court. If the name of the judge or magistrate presiding over the case is known, you should include that in the letter. Keep in mind that the letter is meant to show the accused in a good light. The letter should first go through the accused’s lawyer to be vetted, who will then forward it to the court.

How long should your letter be?

Your letter should be long enough to include all the necessary details the court needs to know to make a positive assessment of the accused. Again, your aim is to give a positive assessment in your reference. Your letter however should not be too long as to make it cumbersome for the judge to process. Judges go through a lot of documentation on a daily basis. Try to fit your letter into one page, at most two.

What things should you include in the character reference letter?

Introduce Yourself

Introducing yourself means saying who you are, what your job is and include any qualifications you hold.

What else should you talk about in the letter?

You should state your relationship to the person. How do you know them? How long have you known them? How often do you see or call them? State your knowledge of the offence the person is charged with. How do they feel about what they have done? Has the person talked with you about the charges and why they are going to court? Has the person shown remorse for their actions. How have they done so? For example, have they been distressed or upset? Have they gone for counselling? Have they apologized to the victim. Have they suffered any hardship or punishment because of these offences? For example, did they lose their job? Their children? Their property? Was their reputation damaged?

What Not To Include

You should not include the following:

  • Do not suggest the penalty to be imposed.
  • Do not be critical of the law or of the victim.
  • Do not make comments like “I ask the court to look inside them…”
  • Do not say anything that is not true. It is an offence to mislead the Court.


Sample 1


Karen Shields,

2468 E-drive Winter Park,

Orlando, Florida.



June 21, 2018.

Judge Mathew Connors,

Presiding Magistrate,

Savannah Local Court,



Your Honor,

I am Karen Shields, an elementary school teacher with Cosgrove Elementary in Newark New, Jersey. I have been teaching over fifteen years, and have a Masters in Early Childhood Education. I have also been awarded the District’s Most Outstanding Teacher of the Year twice. Once in 2013 and again in 2015. I am writing a character reference letter for Susan Oren, who is my sister, now married and living in Connecticut with her husband and three children.

I was informed that she was arrested on 13th June, 2018 and charged with “Assault and Battery”. Susan is a mother of two and is very near and dear to us all. She is a kind, hardworking woman. She is also a pillar in the community as she is involved in several community-based groups and volunteers her time, energy and resources to helping quite a number of people. She even counsels at-risk teenagers in anger management. These kids have gone on to college, gotten scholarships, or engaged in other meaningful work- a testament to their turn-around. That was why it came as such a surprise for us as family members to hear of the charges she was facing.

Your honor, this incident has been a smear on Susan’s name and is not indicative of her true character. I know it will demoralize the community and the people she does so much good work with to hear of it. I have never known Susan to be a violent person in any way. She hardly even raises her voice at people. I am certain that the circumstances that led to this situation were quite extraordinary. She has had no previous criminal record. Susan herself is sorry about the entire incident and deeply regrets her actions. She has since apologized to the victim and the community and promised the incident wouldn’t repeat itself. I can guarantee that this will not happen again. She is currently attending counseling to address what happened. I know she takes full responsibility for her actions, and has learned her lesson.

Thank you for your time. I am available for contact and questioning at (555) 6889.


Karen Shields.


Sample 2


Michael Smith,

Citizens’ Watch,

245 Herry Lane,

Boston, MA. 36657.


Judge Mathew Connors,

The Presiding Judge,

Massachusetts District Court.

June 6, 2018.


Your Honor,



I write to the court on the subject matter in regards to Mr. Mase’s charge of “Possession of Prohibited Drugs” (Ecstasy).

I was informed of Mr. Mase’s charge on the 18th of June, 2018. I am his direct Supervisor at Citizens Watch, the newspaper where he works. We have been in operation since 2003. I have worked with him for more than 10 years and can attest to his good behavior. James is a model employee,- punctual and pleasant to be around. He is a consistent contributor in our weekly staff meetings, and recently gave the newspaper an idea that boosted revenue more than 10%. He is consistently rated highly by his other colleagues for being a team-player and leader in our monthly staff reviews. This was why we had to promote him twice in an usually short space of time within the last 2 years. He is an employee any organization would love to have. He is also a devoted father of 3 children. I have met his children and they are bright and well-behaved kids, evidence of the devotion and discipline Mr. Mase gives as a parent.

I was saddened to hear about his charges, as it struck me as highly uncharacteristic of him.

Mr. Mase is deeply remorseful about his actions, and attributes it to a poor judgment call in a weak moment. I am positive this was a one-off incident and is unlikely to ever happen again. This is the first time he has been arrested. He has no previous criminal record.

For confirmation or follow up on any of this information or anything else you’d like to know, this is my phone number: (718) 3264.


Michael Smith,

Asst. Editor, Citizens Watch.

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Lease termination letter with samples – from tenant to landlord

What is a lease?

A lease is an agreement between two parties- a lessor and a lessee, or in this case a landlord and tenant, where the tenant agrees to pay the landlord for the use of his property for a certain amount of time. Apartments, office space, shopping complexes are examples of property that can be leased. Once the time in the agreement elapses, your lease is said to be terminated. If however, issues come up before the termination date, you may wish to end your lease with your landlord. This should be done in writing. In this article, we’ll be looking at how to write a lease termination letter.

Is there a difference between a lease and a rental agreement?

Yes. There is a difference between a lease and a rental agreement. The major difference is that a lease is long term (usually a year or more), and rental agreements are short-term, usually month to month.

What does a lease contain?

A lease should state exactly how long you’ll be renting the apartment- one year, two years, etc and exactly how much money you’ll pay in rent each month and when that rent will be due. Other things that are included in a lease are security deposits, first-and-last-months’ rent requirement, pet rules, who pays for what utilities, and who is responsible for maintenance and repairs. Depending on the nature of the building and what amenities are in it, the landlord can stipulate terms of use for facilities and eventualities. For instance, pool privileges and parking lot access conditions may be spelled out in your lease.

Why write a lease termination letter?

When you sign a lease as a tenant, you agree to comply with the terms and conditions of that lease. However, where there is a breach of the conditions or you are no longer able to continue with the arrangement, you should notify your landlord appropriately in writing. Your lease probably states the appropriate way to end the agreement, including when you should give notice. But if it doesn’t and there is a conflicting issue causing you to leave, be sure to state it in your letter.

Reasons to terminate my lease.

Why terminate your lease? There are various reasons why you may choose to terminate your lease. These include:

-A landlord’s failure to maintain fit and habitable premises. Every landlord is obligated to maintain his property in a habitable state fit for human accommodation. That means, the premises should be adequately sanitary, broken pipes should be fixed, things that can cause unnecessary nuisance should be taken care of, health and safety codes should be abided by.  A tenant can provide written notice directly to the landlord stating that there is a health or safety violation that needs to be repaired. State laws will vary on how long the landlord has to respond and fix the violation. If the landlord fails to fix a significant health or safety violation, not just a simple repair, the tenant may be legally allowed to break the lease agreement.

-Tenant is under active military duty. A tenant in the armed forces can be deployed at any time. By law, he is not under obligation to finish out his lease. He may terminate it when necessary. A few states require a small fee to be paid to the landlord in this circumstance. According to Service Members Civil Relief Act, if a service member signs a lease and then receives orders to relocate for a period of at least 90 days, the tenant can provide the landlord with a written notice of their need to terminate the lease agreement with proof of relocation orders.

Other reasons for terminating your lease include a landlord illegally entering the apartment. Domestic Violence and illegal Apartment. If you discover that the apartment is an illegal structure or is being used to facilitate illegality you can terminate the lease.

What to include your termination letter?

You should write your name and address. And also the name and address of the landlord as written in the lease.

Be sure to put the date.

Simply address it ‘Dear Landlord’ or ‘To the Landlord’.

State that you wish to end your lease. And indicate when you will be moving out of the apartment.

Specify your reason for moving out. If the landlord is in default of a proven breach, state it. Also indicate that you would like a refund of your security deposit since you are leaving the apartment in good condition.

Include any incidental information you think the landlord should be made aware of.


Sample Letter 1

Austin Smith
No. 2A, 55 Riverview Crescent,
Savannah Illinois 85794


Jacob John
55 Blantyre Dr.
Underside, Illinois 77764

June 13, 2018.

Dear Landlord,

This is to notify you of my intention to vacate Apartment 2A in your building. I will be leaving the apartment on July 24, 2018 to relocate to another city because of a new job.

I also would like to request a refund of my security deposit in the sum of $800 paid at the beginning of the lease. The apartment is in very good condition. I will communicate a forwarding address within the next two weeks that a check or money order can be sent to.

Kindly let me know when you would like to inspect the apartment as per the terms of the lease. Weekends are preferable, from 10am to 6pm.


Sample Letter2

55 Blantyre Dr.
Underside, Illinois 77764

June 13, 2018.

Jane Doe, Property Manager,
Eden Properties
Savannah Illinois 85794


Dear Manager,

I am a tenant in flat 4d of the Union Building in Amazon Drive. I would like to terminate my lease effective June 14, 2018.

This is because I can no longer afford to pay the rent, which was increased from $750 to $950 without notice. This is contrary to the terms of the lease and I do not wish to continue staying in the building.

I fully expect a refund of my security deposit in the sum of $1500. I guarantee that the apartment is in top condition.

You can reach me on (555) 6782 with any questions.


Jacob John,

55 Blantyre Dr.

Underside, Illinois 77764


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Letter of Resignation from a teacher with samples

Leaving a job is usually not a happy time. Especially as a teacher. If you were happy at your job, you will be sad to leave your co-workers and students. If you didn’t like the job, it most likely would be a bittersweet experience. Regardless of the situation, you would need to tender a resignation. Here, you’ll find how to write a resignation letter from a teacher.

Why would I need a Resignation Letter?

Different people leave their jobs for different reasons. Some may be amicable, like a need to move cities, a need to be closer to family, or marriage. Sometimes the reasons aren’t so friendly, like poor wages, conflict with leadership or over school policy or curriculum, redundancy in employment, loss of interest, etc. When a teaching contract is signed, both parties intend for the contract to continue for an entire academic year. Schools hate to lose teachers in the middle of the year because it disrupts the students’ educational experience and decreases academic progress. Although this is something that schools don’t like, it does happen.

Most full-time jobs come with employment contracts, where the employer and employee agree to the terms and conditions of work, payment, etc. When it comes time to go, your employment contract will usually state the procedure for handing in your resignation.

How much notice should I give?

Again, check your contract. It will most likely state how much notice you should give to resign from your teaching position. If it does not indicate, give a general 30-days-notice.

Remember it is good to give sufficient notice whatever your reason for leaving. As a teacher you have daily direct contact with your students. An abrupt leave can disorientate kids, especially younger children who may have become attached to their teacher. Try to give sufficient notice in order to make the transition smooth. Also, the school needs adequate time to make arrangements for your replacement. Whether it’s a temporary substitute or a permanent teacher, both you and the school need time to make adjustments. This will also give you time to write your handover notes.

What should I put in my resignation letter?

As a teacher, you want to try and leave your current place of employment on a good note. One reason is because, you may be asked to give references from your old bosses, in your subsequent applications for work. Unless your reasons are non-contentious, resist the urge to include information regarding your time at the school or your future career plans. You’ve probably already discussed these with your principal, so there is no reason to reiterate them in the letter.

How long should it be?

Try to keep things brief. If a disagreement led to your decision to resign, it is best to keep your letter short and to the point. Avoid bringing up the conflicting issues. Again, certain events must have already played out that led to your decision. There’s no need to rehash them now.

You should state that you have made the necessary handover arrangements, e.g writing a memo for your successor indicating where you left off in the class curriculum(s) and where things can be found.

Address your letter to your Principal or Director-in-Charge of the school. Here a couple of sample resignation letters for teachers that can help you to write yours.


Sample 1

John Smith,
Whitehall Elementary,
Denver, Colorado.

June 21st, 2018.

Dear Sir,

I regret to tender my letter of resignation as Math Teacher at the end of the fall term. My last day will be December 15th, 2018. I have been looking to move closer to my parents who currently reside in Georgia, for some time now. Recently, a position opened up close to where they live, and requires that I resume immediately the new term begins next year. I have decided to take the offer in order to be closer to my family.

I have enjoyed my time here at Whitehall Elementary these three years, and wish I could continue on. I appreciate all the room for growth and training I’ve experienced here. Sadly, circumstances prevail. The students have been a source of joy, and the staff one of the most friendly I have met. I will leave here with good memories.

Over the next two weeks, I will prepare a schedule of what’s been accomplished so far and other instructions for my successor. I hope it will help in making the transition as smooth as possible.

Again I regret any inconveniences caused by my departure. I wish you all the best moving forward.

Kindly forward any correspondence to this address. 234 Wollum Dr, Kerby Atlanta, Georgia 55561. Or to


Helen Head.


Sample 2

Michael Fields,
234 Redborough,
Cunningham, Virginia.

June 21, 2018

Theresa Net,
The Maze School,
Cunningham, Virginia.

Dear Principal,


Please accept this letter as notice of my resignation from my position as 5th Grade Teacher as of December 15, 2017.

I have prepared a handover memo to be given to my successor. Please find it attached. You can contact with me any questions you have about my classes at

Thank you.

Michael Fields.

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Letter Writing Format – How to write a letter

So you want to write a letter?

We can help you out. Knowing how to write a good letter will help you in virtually every situation. At some point, you will need to write correspondence to communicate with a boss, an employee, a friend, a colleague, an organization, family, something! Some people get confused when writing letters. There is no need for confusion. We can help you organize your thoughts and set out your letter clearly.

Before I write a letter.

Before you start writing, you should think about

-why you are writing; what is the purpose of the letter? What do you hope to achieve by writing this letter? Do you simply want to send your greetings to someone or is there some specific action you want to get done. Understanding the why will determine what details you should include in the letter such as dates, names, etc.

-who are you writing to? This will determine the style and tone that you use. Is it a formal letter? To a corporate organization? Or a respected member of society? Is it an informal letter? To a friend or a loved one perhaps. Your language will be either formal or casual depending on the receiver.

Some basics

  • Every letter is sent to an address. Be sure to include the receiver’s full address on the face of the letter. This should be followed by your own. If the letter is to a specific person, make sure his name is clearly written above the address. Include yours on top of your address as well. If you are sending an email, sometimes addresses are not a must. But if it is a formal letter, like a job application or to an organization, it is best to still address it properly. If you are using a letterhead (that is, a printed heading on stationery, stating a person or organization’s name and address) it is not necessary to state your address in another space as all your contact information is already on the face of the paper.
  • Be sure to date your later. Write out the full date. September 20, 2018 is preferable to Sept. 20, 2018 or 20/9/18.
  • You can choose to skip the date when writing an email.
  • If your letter is a formal letter and is for a specific purpose you may choose to put a heading. E.g, “Notice for Rent Increase” or “Letter of Resignation”.
  • For typed formal letters, leave about four spaces between the complimentary close and your typed full name. Print the letter, then sign your name in blue or black ink in that blank space.


There are basically three parts to a letter.

  • The introduction. This includes everything leading up to the main point of the letter. This includes addresses, headings and salutations.
  • The body. This is the meat of your letter. It may be one paragraph long or split into several. Each paragraph can contain a specific idea or piece of information. Also, if your sentences run on too long, you should break them into smaller paragraphs to make it easier to read.
  • The end or conclusion. This is you signing off. Draw the letter to a close. If you have a specific call to action, restate it here. End the letter with an appropriate complimentary closing. For instance “Yours faithfully”, “Sincerely”, “Best Wishes”, “Thank you”, “Much love”.


Sample Letter Format 1

Mark Shapiro,
The Director,
33 Lakeside,
Newark, New Jersey 48938


Truestop Life
888, Longwood,
Newark, New Jersey, 39294

Dear Sir,

I am writing on behalf of Truestop Life, a not-for-profit organization based in Newark New Jersey. We have been in existence since 2010. We are committed to creating a greener, more ecologically sustainable world. We believe this starts with local community efforts and sensitization.

We have followed your work and eco-activism keenly over the years, and greatly admire the strides you’ve made in pushing ecologically-friendly legislation through Congress, most recently the Pure Water Act. You have paved the way for a lot of new policy that is already shaping our cities for the better. We thank you for your efforts.

In that line, we would be greatly honored to have you as a Guest Speaker at our Annual Symposium that brings together over 50 environmental groups in the New Jersey Area. We would like you to speak on the topic: “Your Role in Flushing Our Oceans”.

The event comes up at the EVE Events Center at CityScape, Newark, New Jersey at 9 a.m.

We genuinely believe your presence would add depth and color to the occasion. It would be a great opportunity to convey your inspiring contributions with us. We believe many who look up to you would benefit immensely.

We really look forward to your being a part of this occasion.

Please find attached the scheduled program of events for the symposium. We have also included a packet which will give you more details about our organization and the work we do.

Kindly contact Hilda Green on (780) 475-7034 with any questions you may have.

Yours sincerely,

Bill Gatesi,
TruStop Life.


Sample Letter 2

Joe Smith,
33 Allison Avenue
568 Juno,
Florida, 7668-5126

June 21, 2018

Ellen White,
7778 Merrisee,
Newark, New Jersey 457667

Dear Joe,

Ellen here! It has been so long since we last saw. I have missed you greatly. What have you been up to?

I am doing alright in Georgia. The weather is nicer than New Jersey. No more snow. Ha! I saw your sister from afar about a week ago. By the time I got to where she was, she was no longer there. She hasn’t changed a bit. Do send me you e-mail or phone number. All I have is your home address for now. It would be good to catch up.

You can call me on 3638 3900. My email is

Looking forward to hearing from you.


Ellen W.


Rent Increase Letter- how to write one with samples

From time to time, landlords will want to make increases in rent on their property. For leases, even if the addition is not much, a tenant can usually expect a minor increase in rent ($20 or $25 dollars).

A tenant should be notified in advance of any increase in rent. The best way to do this is to put it in writing. We’ll show you how you can easily draft your own rent increase letter.

What should I include in the letter?

Ensure you address the letter to the appropriate person. And include your own address as well. Date the letter and then go ahead into the main body.

Be specific

It is important to be specific when writing a rent increase letter. As a landlord, you should specify exact dates. When will the rent increase take effect? Is it a one-off payment or will it be paid monthly for the duration of the rent period/lease?

Why the Increase in Rent?

Nobody looks forward to an increase in their rent. Most people are backed up on all their bills already. A rent increase letter is a notification of yet another bill to pay. Your letter can have a matter-of-fact tone where you go straight to the point, or you can choose to make it softer and more human. If there is a particular reason why you need to raise the rent, you can state it in the letter. Your tenant wants to know as much as possible about this rent increase to assuage any negative feelings he may have about it. As much as you can disclose, do so. You want the transition to be smooth. And your communication in your rent increase letter will determine a lot about how your tenant reacts to the increase.

How much notice should I give?

Any landlord raising their rents should give a tenant enough time to adjust to the news and make provision for it. Generally, 30 days notice is given to tenants on a variety of property-related issues. Depending on where you are however, the laws may differ on how much notice you should give a tenant in order to increase the rent. In Canada, the Residential Tenancies Act is the key provision on rent regulation. It states that a landlord must give at least 60 days notice to a tenant where he plans to increase the rent on his property.

How much can I increase the rent by?

Now that you’ve decided to raise the rent, you should keep in mind that most countries have laws against exorbitant rent increases. You should confirm your local laws to make sure your rent increase doesn’t go beyond the statutory limit. Again, the Residential Tenancies Act says that rents cannot increase by more than 2.5 percent in a year. Be sure to make the calculations before you put it in writing.

Here are samples to get you started on your Rent Increase Letter.

Sample 1

Blake View Properties.
No. 75 Riverview Crescent,
Albany, New York, 85794


Jacob John
55 Blantyre Dr.
Albany, New York 77764

June 19, 2018.

Dear Mr. John.

We at Blakeview Properties would like to inform you of an increase in your rent that will take effect from the expiry of your current lease on the 1st of September, 2018. There will be an increase of $75.50. This takes the amount payable from $800 to $875.50 Rent will continue to be payable as before on the 30th of each month.

We would like to embark on much-needed repairs of the water system and car park in order to make the property more habitable and pleasant for all our tenants. You will recall this was part of our proposed solutions in our letter to you dated April 24, 2018, where we outlined proposed repairs to the property after several tenants had complained about the facilities. We are committed to remaining responsive to our tenants’ needs and abiding by all health and safety codes on our property.

As such, the increment has become necessary. We regret any and all inconvenience this may cause. We hope to continue to retain you as a tenant.

Do feel free to contact us with any questions or concerns you may have, at our address and phone number. Thank you.

Lena Long,


Blakeview Properties.



Harmony Morgan,

Apt. 3b, 433 Hallen Heights,
Guillotine Texas.

June 19, 2018.


Dear Ms. Morgan,


This is to inform you that your rent rate will henceforth be increased by $100. This change takes effect from August 1, 2018. The rent will therefore no longer be $600 but $700. As usual, the rent will be due on the 30th of every month.

Please be advised.

For further questions or enquiries, feel free to contact me on (309)6444.

Thank you.

Michael Moses,



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Sample letter to your senator (USA)

Writing letters to your elected representatives are an integral part of the political process. Every day, different issues of interest come up for consideration on Capitol Hill and in daily life; some controversial, some mundane. As a concerned citizen, it is your prerogative to reach out to your elected representatives regarding the issues that affect you. Writing letters to legislators can be an effective way to voice your concerns, demand action, propose ideas, submit petitions, or even simply express gratitude on a relevant topic.

What you need to know about writing a letter to your Senator

The United States operates a bicameral parliamentary system, meaning they have two kinds of legislators. A Senator is a member of the Senate. There are two Senators for each state, elected for six years at a time. A Representative is a member of the House of Representatives. Representatives are informally called congressmen. Together, the senators and congressmen constitute Congress.

The average Member of Congress (representative) represents about 700,000 people and Senators represent several million.

You must understand though that a Member of Congress will receive several hundred pieces of correspondence (letters, e-mails, phone calls, faxes, and personal visits) in a week from constituents, lobbyists, the government, other legislators, etc. where there’s a particularly controversial issue under consideration, that number can easily rise to thousands. One cannot expect a Congressman to respond personally to all that correspondence. Every Member of Congress hires a staffer, known as a Legislative Correspondent. It is their job to receive, sort, and respond to every communication. Their goal is to respond to every constituent who contacts the office, unless of course the contents of the letter are irrelevant.

Most correspondents will usually aim for a communication to be received, filed, and responded to no more than two weeks from the date of receipt – less than one week if they had a form response ready for a major topic for example, immigration reform, budget, health care, education, etc).

Here, we will talk about writing letters to our elected Senators.

Because legislators receive so much mail on a weekly basis, it is important that you ensure your letter is well composed and clearly written in order to gain the kind of response you would like.

Some general tips to follow when writing a letter to your Senator.

  • Ensure your letter is properly addressed. Be sure to include your full return address on the main letter as well as on the envelope. In the process of delivery and sorting, correspondence can easily get mixed up. If you want to be responded to, you must make sure that your letter is fully and properly addressed.
  • Be sure to date your letter.
  • In addition to the return address, use appropriate terminology to address you Senator. Use his title and his last name- ‘Dear Senator Johnson’ will suffice. Use the honorific ‘The Honorable’ when addressing an envelope to a state senator, followed by his full name. For example “The Honorable Joe Smith”.
  • Introduce yourself and go directly to the topic you would like to address. Make sure you clearly state your issue and include all relevant details necessary to easily understand your point(s). For instance, if you are addressing a Bill on which you would like the Senator to take action, be sure to state the Bill’s full name and number.
  • If your letter is a call to action, be sure to state clearly exactly what you would like the Senator to do.
  • Don’t jumble issues. Your letter should address a singular issue. Also, keep things brief. Preferably, your letter should be no longer than a page.
  • Request for a response in your letter.
  • Thank the Senator for his time at the conclusion of the letter.

Below are samples of letters. The first is a constituent’s appeal to their Senator to vote a certain way on a Bill. The second is another constituent’s appeal concerning an education issue affecting their community.

Sample Letter

Sample Letter to your Senator – version 1

Marilyn Marlowe
Post Office Box 142
Columbia, S.C. 29202-0142

Senator Joe Johnson,
131 Russell Senate Office Building,
Washington, D.C 20004-0001


June 4, 2018.

Dear Senator Johnson,

I am Marilyn Marlowe, an elementary teacher from Columbia, South Carolina. I am writing to request that you vote a solid YES to Bill S. 2009: Background Check Expansion Act that is currently before the Senate. It is imperative that we in South Carolina ensure this Bill is passed in light of all the school shootings that have happened over the past few years, particularly the most recent one over two weeks ago in Orlando, Florida. This pandemic must stop.

I am sure you will do the right thing come voting day. As you do, be sure you have my full and unwavering support.

Thank you for your attention. I look forward to hearing from you.


M. Marlowe.

Sample Letter

Sample Letter to your Senator – version 2

Splendid Falls Development Association,
711-2880 Nulla St.
Savannah, G.A, 47096.

Senator Howard Stern,

131 Russell Senate Office Building,
Washington, D.C. 20004-0001
June 4, 2018.

Dear Senator Stern,

We the citizens of Splendid Falls, under the umbrella of the Splendid Falls Development Association, write to you concerning an increasingly deplorable problem currently ongoing in Savannah, Georgia. It is concerning the school closures that have been ongoing for over a year now, that has seen seventeen (17) schools closed down since January 4, 2017 until this current time. This situation is totally unacceptable and has left our children vulnerable and shaken. Relatedly, it has led to overcrowding in neighboring schools as students have had to be absorbed due to the shutdowns. This has further put a strain on teachers, parents, and students alike as already scarce educational resources have had to be further stretched to accommodate the current situation.

We have petitioned the Local Education Board to no avail. We request that you mount more political pressure on the Board through your office to put an end to the closures, and facilitate the re-opening of the closed-down schools. This is the second letter we would be writing your office on the matter. We have not taken lightly your silence on this grave issue. We will be forced to take more serious action, legal and otherwise, if nothing is done within the next 30 days. Our children and communities have suffered enough.


Francine Right,

(Secretary), for

Splendid Falls Development Association.

There is no rule mandating representatives to respond to mails but conscientious legislators will do their best to ensure that the mail gets an appropriate response within good time.

Remember that the average Member of Congress represents about 700,000 people and Senators represent several million. Every letter received represents about 50 people who aren’t voicing their opinion for whatever reason. So if only a handful of constituents write in to express an opinion or advocate for an issue, that might only represent a few hundred people – barely a fraction of the constituency. It is important that you write and encourage others to write in to Congress, as that will increase your chances of being noted.

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