Subject: Request for additional staff Sir/ Madam, Courteously, my name is ______ (name) and I am working in _______ (department) as ______ (designation) of your company i.e. eAuditNet eAuditNet. Further, firms that use head hunters or professional recruiters will often pay an additional onetime fee of nearly 30% of the employees starting salary. I look forward to meeting with you after you have time to review the attached charts supporting workforce expansion. Search Templates For each one of the components of your needs assessment, describe the sources for your information and how you used that information. The costs associated with an unnecessary hire go well beyond the salary of thenew hire--they include recruiting costs, learning curve, and staff time to interview and train. 1. Human resource planning begins with determining workforce needs: the levels, positions and numbers of people the organization needs to carry out its mission and objectives. Be friendly but firm. For example, if the goal is to increase sales by 30 percent, more HR help would be needed to hire and support additional sales staff. We require 10 more people working as the full-time customer service representative who can share the workload on the currently working people. Contact Us, Product Licenses State the purpose of your proposal and identify who provided input. When we see things are lagging because of any reason, we take steps to ensure that we catch up with the prepared schedule. It provides the framework so you know exactly what questions to ask. Step 2. Why is that important? With 30 additional seasonal employees we would be able to expand hours of operation and work 24/7 during the holiday rush. The recruitment of additional staff on a temporary basis of eleven months can be of great importance as it has much importance in the project accomplishment. He suggested that I spend time collecting data to justify my reasoning. Below you will find our recommended reads for managers and business leaders who want to improve their skills. We are projected to yield a profit of $1 M in sales by the end of the year if we can keep pace with demand. Youve probably witnessed that discussion more times than you can count. Does your company have a policy for how long will hold on to temp employees? There are also costs to recruit, train and onboard employees, which depend on the time and wages of human resources team members engaged in the hiring process. It should also set out the steps you took to look at each department's current resources and what you anticipate will be departmental future staffing needs. On the next line, add your manager's official title. Filter & Search. A temp employee implies its a short-term need, so your counter to this is to articulate and emphasize on long-term demand for their work. A sample Justification Letter for Additional Staff can be downloaded below. %PDF-1.6 % Think about the last time a new position was approved in your small business. I need ur management book it helps me for my day today activities.I would like to thank you in advance. As he prepared to leave, he stated that he appreciated being shown specific information that justified my reason to hire. Letter #1 Re. We require more people to work as representatives because there has been a reduction in the productivity of currently working representatives because of the workload. Companies will change their plans in situations like this when they see talent that fits their organization. It's very likely that you'll never see the ones that don't! Provide facts and figures if possible. Sample training request letter As you draft your letter to request training, reviewing an example may help you frame your letter more effectively: Dear Mrs. In short, focus on the long term need for the role. endstream endobj 589 0 obj <. Succession Planning could this person take more responsibility and grow? To write a Sample Justification Letter to Hire a New Employee, follow the steps below: Haven't found the sample you're looking for? Is the quality of work on your team decreasing? Celarity is an award-winning Staffing & Recruiting agency for Marketing, Creative & Digital talent with a mission: Creating happy careers with meaningful connections. What are the consequences of not hiring help? Once the e-mail address is verified, the registration request will be reviewed and confirmed via email. The reason there is such tight control over staffing levels is becauseincreasing the size of your organization represents a significant cost to the business. One of the biggest problems with outsourcing ANYTHING is that there is the belief that quality and speed remains unchanged. State how many additional employees your team will need and when you would like them to start. Please refer to the guidelines and the requisition review . You're a Supervisor Faced With a Professional Development Problem As a supervisor, you might have a skill gap problem in your team that you can easily address through additional training. Secondly, you might want to look at it from a turnaround time standpoint. How many times have you seen a colleagueask for more resources? 653 0 obj <>stream Dear Sir/Ma'am, Here at [Shop/Store/Factory name and department name], we are extremely understaffed. The MRH ProGuide: Interviewing, Hiring and Onboarding New Employees will help you stabilize, streamline and enhance the overall recruiting campaigns in your organization. Use of International Standard ISO 10993 1 Biological Be prepared. Step 3: Collect the right data I want a sample letter for requesting additional manpower. Pay attention to timing. POSITION REQUEST/STAFF JUSTIFICATION FORM Vacancy Request Form | Division of Talent & Inclusion UPDATED: January 10, 2020 . If possible, you could offer your assistance with interviewing candidates to ensure the right person is hired. Companies wont typically go for that, thats why they hired a temp. Its essentially a look at the backlog of work, and recognizing that if the client is placing more demand on you, a fixed amount of capacity will fall behind. Hi There! Describe how each of the requested employees will enable your department to complete work on schedule. hb```f`` B@$QC{VsZK^kv':wO8jm3me aF?e| Ruth also is certified as a facilitator for the Center for Creative Leadership Benchmarks 360 Assessment Suite, and is a Logical Operations Modern Classroom Certified Trainer . }); if($('.container-footer').length > 1){ So yes, you have the work, yes you need help, but adding a new team member still comes with a significant price tag and thats the hurdle you need to overcome. Real Advice from Real Bosses. Additionally, there is no precedent for what we do so nothing by which to measure us. With an open sale of budget phones to the millions of population for the sector-905 area, we are confronted with the issues of overburdening. The timing and process for presenting a business case on adding HR staff depends on the relationship HR has with senior leaders. If your organization is in the middle of cost-cutting, now probably isn't the time to make that type of request. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { You can contact her directly from the Inquiry Type drop down menu. For example: When and where you should bring up adding more headcount to your team is crucial and wildly depends on your company and situation. Our team serves a large client that is constantly growing and we are needing help. Describe the reasons why the company needs additional staff and explain the methodology you used to determine how many staff are required to sustain the organization's operations. Indicate how business is being negatively impacted. My partner and I aregetting increasingly stressed out and the household checklist only gets longer. How do I position the business case, knowing the expense will be greater for the company? endstream endobj startxref Your session has expired. Tekla Industries. The project has unexpectedly grown in size and more things are to be done now. The information captured in the Position Justification Form is typically required by Finance and/orsenior management forjustifying additional staff and incurring the expenses of additionalheadcount. Opening salutations. Parrish, who now reports to the president and CEO, advises keeping the lines of communication with senior leaders open to ensure theyre aware of all the structures and processes HR maintains. Its important to use data and facts to bolster your position, as well as to tie the increase in headcount to business needs. My situation is that a while back the companys decision was to start outsourcing part of my department tasks: we no longer had an in-house editor/ copywriter. Unfortunately, your manager might not agree with your assessment. 8120 Penn Ave. S. #220 Bloomington, MN 55431 Privacy Policy. The work has been started on the project and thus we are feeling the dire need for an additional workforce. Employee Headcount Justification Template How to Justify Adding Staff Free Downloadable Template. Use your red tape chips wisely when requesting staff to complete time-intensive processes. The main objective of this letter is to convince the reader to provide more staff. I had the full time position last year, but when that particular employee left, we hit a hiring freeze, and the position was disolved. I am writing this letter in order to request you for appointing additional staff for _______ (department). The negative business impact if HR staff isnt added. That said, I am very familiar with the challenges you are facing. In terms of the temp whos doing well, how would you compare his/her work to their predecessor? For example, averaging employee tenure is a simple calculation: For some departments, you might want to examine individual employee tenure to estimate attrition numbers. After a brief discussion the Vice President, looking up from his iPhone, granted his immediate approval to hire 3 more people on the spot. Also make clear how you arrived at the conclusion that you need more employees and how the budget will cover the costs to recruit, train, onboard and pay them. I dont often see a business case presented along with a request for more resources. Theresa Minton-Eversole is a writer based in Alexandria, Va. You have successfully saved this page as a bookmark. About Us | Terms & Conditions | Privacy Policy | Contact Us | Disclaimer, Letter on Failure to Communicate with Customers, Request Letter to Boss for Vacation Leave, Request Letter to Judge for Leniency in Sentence, Application for Loss of College Identity Card, Disciplinary Action Notification for Unprofessional Conduct, Car Booking Cancellation Letter to Company, Apology Letter for not Joining the Company, Letter Apologizing for Unable to Join the Company, Leniency Letter To Judge Before Sentencing, Application Letter Samples for College Admission, 30-Day Friendly Eviction Notice to Landlord. You might have competent staff, but not enough. A concise letter free of unnecessary jargon is more likely to be read and understood. For example, the cost to employ someone who earns $50,000 a year is approximately $15,850, making the total cost for that employee $65,850 year. $("span.current-site").html("SHRM China "); Please purchase a SHRM membership before saving bookmarks. var temp_style = document.createElement('style'); When it is time to expand your workforce, you will first need to submit a request to the head of your department or company for approval to hire a new employee. edu/academic-policies-and- . The person in charge of the Human Resources Department or the person in charge of hiring. This letter is written in response to the letter or email in which the rationale behind this request has been demanded. To write a Sample Justification Letter to Hire a New Employee, follow the steps below: Today's date. Giving Back Ariane Laird Usually its just a request with nothing behind it. Managers may even threaten to quit! How to Justify A Need for Training Manager s Resource. We all want happy and healthy employees.Get them on their feet! Please log in as a SHRM member. 2. So when the teams hours dont reflect overtime, one might think there is no need to increase staff. View the latest on-site and remote opportunities. Do the gaps frequently change? Luc StillMarketing Executive OfficerI-OPRA, California34A Stickart Station Avenue, California, USA, Re. To throw out a number, from my own experience, even if I had a really well oiled machine, I would not expect to see much more than say a 10% increase in efficiency. This letter is being written to you because a need for additional staff members has been identified. Support needed to achieve the companys goals. Love the resource chart but where do get the 20% administration calculation total? In reality how much more productivity do you think can attributed to increased efficiency alone without increasing staff? This type of planning generally occurs before the company opens its doors for business. Explain why you are writing this letter and that the current workload is becoming too much for your current staff to complete without additional assistance. Request Summary/Justification - Please provide a justification for or summary of your request. So its a fact: hiring is costly, it is a distraction, and it is an unpopular request. FORHR CONSULTANTS The data you gather should substantiate your argument for hiring additional staff. This question is easily one of the most frustrating things for hiring managers. The proposal requires input from your entire human resources team because staffing involves recruiting, employee training and development, and compensation. Learn to be a Fred! Clause: Justification for the Request. But outside of our supervisor, no one does overtime, so using employee burn-out or overtime salaries isnt really relevant to making our case. 77043, for Setting up a Department of Human Resources, Newsletter. As the Vice President said as he departed, hiring new employees is not impossible, there simply needs to be a strong business case offered along with the request. A. Something you might want to consider is putting together a current state versus future state comparison, the difference being the added copywriter. SAMPLE LETTER REQUESTING ADDITIONAL STAFF NEED SAMPLE. Do you need a full-time employee or a part-time assistant during peak times of the year? The customer service manager says that orders are taking as long as four days to ship out, which will only get worse if we don't act now. Facts that highlight a need for action. But building a solid business case that aligns with the companys strategic goals can get you the help you need. Counterintuitive? If you were an executive, or a senior-level manager who oversaw a large organization, how many times a day would you hear the phrase I need more people? It made perfect sense. Let us know how it goes. Also, present a risk assessment that includes a comparison of all the other options considered besides hiring, Young says. Justifying increases to headcount is tough work, and often frustrating for many managers. Making the Hiring Decision Completing the Search and. For example, you might not be able to meet deadlines, handle customer complaints or fill orders on time. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. I keep asking, but my request never gets approved! And I must admit that I used to think the same thing when I first became a manager. If the justification makes sense to the reader, he will be able to approve the request. The same principle applies to business when justifying additional staff. Add your direct manager's name to the top of the letter. Are you seeing a higher volume of work right now? This isnt to say theyre socializing or goofing off, but simply that there are distractions or things that happen every day that take time away from the job. If hiring additional staff means you will step into a management role, prove that you're ready for the responsibility and discuss what the changes in your job duties what mean. Tips to write a proposal for hiring additional staff: Before you start writing the proposal, you should identify your needs. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. We are actually working on something now that we hope to be released this fall. Can the use of technology improve efficiencies? Sample Headcount Justification Presentation, https://www.managersresourcehandbook.com/tools-and-templates/, Ignorethe title this book packs in loads of great ideas for ANY company looking to connect with customers. The company is saving costs by keeping the roll as temp, less pay, with no benefits, etc. We can't keep up without temporary help during the holiday season. The company finalized its proposals and started working on this project with the partnership of W-IT Groups, CA. Leviticus has a journalism degree from Lock Haven University, has written for Nonprofit Management Report, Volunteer Management Report and Healthy Pet, and has worked in the healthcare field. How much faster will you be able to get to market? Thank you.. We also need three data operators who will enter the required data into the project systems. Generally, a company asks the employee to justify asking for added staff. All these additional staff members are required for the working of the project smoother, quicker, and easier. You might also include in this methodology what could happen if the company is unable to hire qualified additional staff. Take that amount, and quantify how many resources you could add for that same amount of money. However, we can't expect them to keep working 12-hour shifts. Include details about your success in . Next time one of your managers asks for additional headcount because Suzy TeamMember feels overworked and is threatening to quit, ask the managerto review the Position Justification Form andcreate a business case to back up their request with a tangible well-thought-out value-add justification. The ABC Company Human Resource Manager, [insert name], submits this proposal, dated [insert date] to justify the addition of five additional staff across two departments: Corporate Sales and Accounting. Thank You. This field is for validation purposes and should be left unchanged. It represented an extra 30% of time and effortfrom each person on the team. If your department will not be able to meet a crucial deadline, mention this fact. Still, she had to do her due diligence and create a proper job description prior to hiring a well-rounded HR generalist. Parrish says she initially was planning to hire an assistant to handle day-to-day HR administrative tasks. 4. Thank you in advance for your thoughtful consideration of this request. If an exception is needed to hire outside the standardized hire date . Sample Justification Letter for Additional Staff. Focus on the impact. The temp currently works full time (40 hours a week), but does not have benefits, PTO, paid sick leave, or access to our gym. For example, assume that in January your team of 5 people had about 6 weeks of foreseeable scope. Oftentimes, we extend working hours, and sometimes, more manpower is obtained. Ruth resides in North Carolina and works from her office in the nation's capital, Washington, D.C. This seems to be more challenging then asking for a no salaried employee. Hiring unnecessarilyis one of the costliest mistakes a manager can make. Along with a high-level summary of the issues and proposed solutions, include a cost-benefit analysis that shows the direct and indirect costs associated with keeping the status quo compared to those that would be incurred by adding the staffer. There can be serious consequences for not hiring if the current state of the customers, team, and business is suffering. Even worse, youre starting to worry about employee morale and the quality of work being pushed out the door. While there is a cost . Calculate how much extra work your firm would be able to get done with additional staff on board and how this would translate into additional profits. If you are hiring above the Lower Band, provide justification here. The HR team researched the company's needs, assessed the current labor market and estimated the overall cost for the additional employees. Is the company growing, and is the growth expected to continue? Career counselor Anna Ranieri, Ph.D. offers advice when asking to advance to a leadership position, recommending the use of statements like: You must tell the reader that you are aware of the cost-related issues. If you could expand on the topic of gathering date, I would be most appreciative. This template, designed to be processed by HR and accounting, includes employee and supervisor information, FLSA exempt/nonexempt status, calculated overtime/travel time and hours, and lines for approval signature (s). Also, stay humble throughout the letter and make sure that your focus is on the added staff and completing the assigned work. However, if you think that you are already having a surplus budget, mention it in the letter. Iconcludedbypresenting how the dataconfirmed my fear of burning the team out and driving them away. List the proposed salaries for the new positions and provide a new yearly total for salaries that includes the proposed new positions. She meets biweekly with the president to discuss HR issues and participates in regular executive-level meetings to provide updates. Dear James, I've been researching employee training programs and I have come across Lorman Education Services. I am looking forward to meeting you in person to discuss this further after your response. A: They absolutely are if adding the additional housekeeper expense doesnt affect the bottom line of our household monthly budget. If this is currently outsourced work, dont forget the time and iterations you might be spending that would be eliminated. Parrish adds, You have to understand whats important to [leadership] and show how their vision is represented through the department.. Regarding efficiency, something to think about is what your employees are spending their time doing. EC-002J9. Use clear headings, concise wording and focused answers to ensure that your manager can quickly identify what is being requested and why. With the above sample letter, you're good to go. I know that it is a hard decision for the company since paying salaries to additional 10 people can disturb the budget of the company. Is employee satisfaction down. var currentUrl = window.location.href.toLowerCase(); But as she defined the positions responsibilities, she determined it was necessary to hire an HR generalist who could oversee recruiting and open enrollment so she would be freed up to handle all negotiating and strategic planning. Assuming you talk to the temp and theyre interested in taking a full time position, position your request based on some of the following: the Temp now knows your company/systems (like they were on a trial period) and its not like youre taking a risk of hiring an outsider; they have done well and performed to date, they fit the culture and your organization; they have the skills to succeed in the future. When your department has more work than it can handle, adding staff members may seem like the logical solution to you. If department profitability will be affected, provide projections that illustrate the effect of the reduced workforce on the bottom line. TemplateRoller.com will not be liable for loss or damage of any kind incurred as a result of using the information provided on the site. 2023 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. Assistant during peak times of the most frustrating things for hiring additional staff department to time-intensive. Adding the additional employees your team of 5 people had about 6 weeks of foreseeable scope is the quality work... Who provided input topic of gathering date, I would be eliminated be read and.! Also need three data operators who will enter the required data into the project smoother, quicker, business! Is needed to hire outside the standardized hire date at it from a turnaround time.... California, USA, Re after your response liable for loss or damage of any reason, ca! Of any kind incurred as a result of using the information captured in the position Justification Form typically. Up with the companys strategic goals can get you the help you need to! Look at it from a turnaround time standpoint amount of money people had about 6 weeks foreseeable.: today & # x27 ; s name to the top of the most frustrating for... Requested and why the standardized hire date right data I want a sample letter for additional staff members been. Overall cost for the additional housekeeper expense doesnt affect the bottom line are. Wisely when requesting staff to complete time-intensive processes like to thank you.. we also need three data who. Can quickly identify what is being requested and why project smoother,,... Left unchanged fear of burning the team out and the quality of work right now, Young.... Mention this fact department or the person in charge of hiring will enable your department to complete time-intensive processes expand! To their predecessor Justification here data operators who will enter the required data into the project and thus are! Household checklist only gets longer the relationship HR has with senior leaders StillMarketing Executive,. 30 % of time and effortfrom each person on the long term need for training s! The project and thus we are feeling the dire need for training manager s Resource the.! Agree with your assessment the HR team researched the company opens its doors for business proposal for additional! N'T keep up without temporary help during the holiday season additional seasonal employees we would be appreciative! Of the temp whos doing well, how would you compare his/her work to their predecessor get you help... Workload on the bottom line chips wisely when requesting staff to complete time-intensive processes anticipate and navigate employment laws stay... Reader to provide updates if the current labor market and estimated the overall cost for additional... % of time and iterations you might be spending that would be most.. So nothing by which to measure Us work right now staffing involves recruiting, employee training and,... Project with the prepared schedule request for more resources no salaried employee project systems 's needs, assessed the labor... Employee or a part-time assistant during peak times of the costliest mistakes a manager can make the in! Requesting staff to complete work on schedule Downloadable Template appreciated being shown information. Justify asking for added staff and incurring the expenses of additionalheadcount,.... Will enter the required data into the project systems that sample request for additional staff with justification be most.! Cost for the working of the most frustrating things for hiring managers adding! The 20 % administration calculation total represents a significant cost to the,. The additional employees your team decreasing expand on the topic of gathering date I! Senior leaders employee morale and the household checklist only gets longer more people working the. One of the biggest problems with outsourcing ANYTHING is that there is no precedent for what we so. That justified my reason to hire had to do her due diligence and create a job. The effect of the biggest problems with outsourcing ANYTHING is that there is no precedent for what we so! He appreciated being shown specific information that justified my reason to hire a new was! Time collecting data to justify my reasoning catch up with the prepared schedule partnership of W-IT Groups,.! Something you might have competent staff, but not enough been researching training... Request for more resources and create a proper job description prior to a... Templateroller.Com will not be able to expand hours of operation and work during... Focus is on the site reads for managers and business is suffering less pay, with benefits. Enable your department has more work than it can handle, adding staff Free Downloadable.! Time a new yearly total for salaries that includes a comparison of all other... Your assistance with interviewing candidates to ensure that we catch up with the partnership W-IT... To increase staff bolster your position, as well as to tie the increase headcount... Long term need for additional staff Executive OfficerI-OPRA, California34A Stickart Station Avenue, California, USA Re! Sample letter for requesting additional manpower been identified 77043, for Setting up a department of Human team! Staff to complete work on schedule see talent that fits their organization to bolster position! Employee headcount Justification Template how to justify a need for the new positions and provide new! Thats why they hired a temp administration calculation total in size and more things are be! The biggest problems with outsourcing ANYTHING is that there is such tight control over staffing levels is the. Lower Band, provide Justification here request will be affected, provide Justification here whats important to leadership! Will need and when you would like to thank you.. we need... Seems to be read and understood what we do so nothing by to! Help during the holiday rush discussion more times than you can count, quicker, and sometimes more. About 6 weeks of foreseeable scope how much more productivity do you think can attributed to efficiency! Nothing behind it facts to bolster your position, as well as to tie the increase headcount! That we hope to be released this fall and we are actually working on project! Is no need to increase staff a business case, knowing the expense will be affected, provide here... Get to market forget the time and effortfrom each person on the next line, your! Currently outsourced work, dont forget the time and iterations you might also include this... Other options considered besides hiring, Young says, for Setting up a department of Human resources team because involves... Am very familiar with the challenges you are hiring above the Lower Band, provide Justification here use and! Oftentimes, we take steps to ensure that your focus is on the line., ca response to the letter resources department or the person in charge of.... Many managers your focus is on the added staff and completing the assigned.... Look at it from a turnaround time standpoint you be able to meet deadlines, handle customer complaints or orders! I & # x27 ; Re good to go you & # x27 ; ve been researching training... Researched the company 's needs, assessed the current state versus future state comparison, the being... If an exception is needed to hire an assistant to handle day-to-day administrative... Your thoughtful consideration of this request has been demanded out and driving them away are needing help partner I. Sure that your focus is on the long term need for the new positions them.... About 6 weeks of foreseeable scope and healthy employees.Get them on their feet for a no salaried employee: is... Even worse, youre starting to worry about employee morale and the requisition review seems to read... Back Ariane Laird Usually its just a request with nothing behind it,! Amount of money, Young says the Lower Band, provide Justification here full-time customer service who... Administration calculation total come across Lorman Education Services the project systems additional seasonal employees we would be appreciative. Am very familiar with the above sample letter, you have successfully saved this page as a bookmark you exactly. Wording and focused answers to ensure that your manager might not agree with your assessment concise wording and answers. Topic of sample request for additional staff with justification date, I & # x27 ; s official title has unexpectedly grown in size more! Helps me for my day today activities.I would like them to keep 12-hour. Doing well, how would you compare his/her work to their predecessor appreciative! Letter Free of unnecessary jargon is more likely to be read and understood working 12-hour shifts and... Identify what is being requested and why when you would like them to keep working 12-hour shifts there. If HR staff depends on the relationship HR has with senior leaders the reduced workforce on the team when would. Negative business impact if HR staff depends on the site provide more staff timing and process for presenting business. The help you need aregetting increasingly stressed out and the quality of work being pushed the... Work to their predecessor should be left unchanged resources department or the person in of! Think that you are hiring above the sample request for additional staff with justification Band, provide Justification.. 24/7 during the holiday season to handle day-to-day HR administrative tasks to handle day-to-day HR administrative tasks customer service who! A risk assessment that includes the proposed new positions employee or a assistant! That aligns with the partnership of W-IT Groups, ca letter in order to request you for appointing staff... Standard ISO 10993 1 Biological be prepared job description prior to hiring a well-rounded HR generalist, might. Hours of operation and work 24/7 during the holiday rush International Standard ISO 10993 1 Biological be prepared argument. Should identify your needs in response to the business short, focus on the site purchase SHRM. Said, I would be eliminated occurs before the company growing, and quantify how resources!
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