Page 112 - An Indispensible Resource for Being a Credible Activist

HR TOOLS

SAMPLE MEMO ADDRESSING INCONSISTENT
POLICY APPLICATION

On letterhead, in interoffice memo format, or via e-mail

CONFIDENTIAL
To: Leadership (by name) (Include any others on this list to whom this memo should
be addressed.)
From: HR Professional’s Full Name

Date:
Re.: Concerns about Individual and Company Liability at Company

I have concerns about personal liability and liability for (Company) due to:
Inconsistent application of (Company) policies to staff seemingly driven by conflicts of
interest issues in application of policies that result in disparate treatment of staff.
Lack of leadership and legal’s technical compliance knowledge, which I believe explains
inadvertent errors that have been made as (Company) grows. I recommend that we
review, note, and learn from these errors and in some cases revisit and correct them.

I have a responsibility to adhere to SHRM code of professional conduct and our legal
staff has an obligation to adhere to their own code of professional responsibility. We are
all responsible for complying with city, state, and federal laws.
I believe we will realize we all have the same goals once more clarity is gained regarding
technical compliance knowledge and once the codes of conduct mentioned above are
reviewed. I have made several recommendations throughout this memo because the
SHRM Code of Ethical and Professional Standards require me to address these issues and
because I value (Company).
I have a responsibility under SHRM Code of Ethical and Professional Standards to, among
other things:
Comply with the law.
Advocate openly and within the established forums for debate in order to influence
decision making and results.
Question pending individual and group actions when necessary to ensure that decisions
are ethical and are implemented in an ethical manner.

Seek expert guidance if ever in doubt about the ethical propriety of a situation.
Treat people with dignity, respect, and compassion to foster a trusting work environ-
ment free of harassment, intimidation, and unlawful discrimination.

CHAPTER 7 • Dealing with Inconsistent Application of P olicies 95