Globally, employers are implementing rules to ensure that their organizations remain smoke-free.
In order to communicate to employees that they cannot smoke while on company premises, it is imperative to write a memo. In the memo, it should be clearly mentioned that smoking is not allowed while emphasizing the consequences of smoking.
Typically, a memo is a message sent to a large group of employees, stating a certain important event. In this case, you need to highlight the need to inform employees that smoking is harmful to them, and the people around them, and will not be tolerated on the company premises.
To do this, you might need to refer to the company’s or the government’s policy regarding smoking. After you have addressed the memo to “all employees”, concentrate on the matter at hand. Write about the no-smoking policy which all employees need to follow. In the end, mention that you would appreciate the cooperation from employees, and thank them for taking out the time to read the memo.
Sample Policy Memo Sample to Employees for No Smoking
To: All Employees (ABC Company)
From: Company Director
Date: August 22, 2020
Subject: Smoke-Free Workplace
I am writing to inform all employees of the decision to make ABC Company a smoke-free zone. This policy is aimed at protecting non-smokers from contracting diseases and conditions, which can be fatal for them.
Fender Inc.’s no smoking policy applies to all permanent and contractual employees. This rule covers the following areas:
- Work stations
- Company vehicles
The following areas are open for smoking during breaks:
- Balconies and open-air verandas
- Sidewalks and walkways
- Yards and gardens
We advise our employees to responsibly extinguish their cigarettes, and discard them in appropriate containers, placed in each of the above-mentioned places. We also suggest to avoid smoking near flammable objects and to keep a lookout to ensure that smoking activities are not performed in front of visitors.
Please note that the management holds the right to take disciplinary action against any employee who disregards the no-smoking policy. We expect all employees to respect this policy for themselves and their coworkers.
If there is any confusion about the content of this memo, please feel free to contact your supervisor or the HR department. Thank you for taking out the time to read this, and respecting the company’s rules.