So, you need to get someone back to work after a leave of absence, a layoff, or maybe even after they’ve improved in their performance. That’s where knowing How To Write A Recall Email comes in handy. This email is your official invitation to bring an employee back to their job. It’s more than just a casual message; it’s a formal communication with important information. Let’s break down how to do it right.
Crafting the Perfect Recall Email
When writing a recall email, clarity and professionalism are key. You need to be direct, informative, and make the employee feel welcomed back. Here’s a breakdown:
- Subject Line: Make it clear! Something like “Job Recall: [Employee Name] - [Job Title]” works well.
- Greeting: Start with a polite greeting. “Dear [Employee Name],” is standard.
- Confirmation: Clearly state that you are offering them their position back.
Here’s what else you need to include:
- The employee’s name.
- The job title and department.
- The effective start date.
- The reporting location.
- Any crucial details, like new or updated company policies.
Remember to keep it concise and easy to understand. The goal is to give them all the necessary information without overwhelming them. The tone of your email matters. It should be positive and welcoming, especially if it’s been a while or if the reason for their leave was difficult.
Consider including these additional points to ensure a smooth transition:
- A brief recap of their responsibilities.
- Contact information for any questions.
- A thank you for their past contributions.
Recall Email Example After a Layoff
Subject: Job Recall: Jane Doe - Software Engineer
Dear Jane Doe,
We are pleased to offer you the Software Engineer position back at [Company Name]. As the company is growing and evolving, we’re excited to bring you back on board.
Your start date will be October 26, 2024. You will be reporting to the same location at 123 Main Street, Anytown. Your role and responsibilities will remain largely the same.
Please review the updated company policies document attached to this email, as there have been a few updates since your departure.
If you accept this offer, please confirm via email by October 19, 2024. If you have any questions, please do not hesitate to reach out to me.
We are thrilled to have you back. We appreciate your past contributions to [Company Name] and look forward to your continued success with us.
Sincerely,
[Your Name]
[Your Title]
Recall Email Example After a Leave of Absence (Medical)
Subject: Job Recall: Michael Smith - Marketing Specialist
Dear Michael Smith,
We are writing to offer your Marketing Specialist position back to you at [Company Name]. We hope you are feeling well and are ready to return.
Your return to work date is November 2, 2024. You will be reporting to our main office at 456 Oak Avenue, Anytown. Please note that your role and responsibilities will remain the same.
If you will require any reasonable accommodation, please let us know. Please confirm your acceptance of the offer by October 26, 2024.
We’re glad to have you back and are looking forward to your return. Please contact me at [Your Email Address] or at [Your Phone Number] if you have any questions.
Sincerely,
[Your Name]
[Your Title]
Recall Email Example for Improved Performance
Subject: Job Recall: Emily Carter - Sales Representative
Dear Emily Carter,
We are pleased to offer your Sales Representative position back to you at [Company Name]. We have observed a significant improvement in your performance, and we are confident you will continue to excel in this role.
Your return to work will be November 9, 2024. You will resume your duties at our office located at 789 Pine Lane, Anytown. Your goals will be the same as before.
We are excited to have you back and look forward to seeing your progress in this role. Please respond to this email by November 2, 2024, to confirm your acceptance of this offer.
Best regards,
[Your Name]
[Your Title]
Recall Email Example After a Reduction in Force (RIF)
Subject: Job Recall: David Lee - Project Manager
Dear David Lee,
We’re happy to offer you the position of Project Manager back at [Company Name]. Due to recent developments, we have a need for your expertise.
Your start date will be December 1, 2024, and you will be based at our headquarters at 1011 Elm Street, Anytown. Your role and responsibilities will be similar to your prior position, but the team structure may differ slightly. We will discuss the specifics upon your return.
Please confirm your acceptance by November 24, 2024, and direct any questions to [HR Contact Email Address] or call at [HR Contact Phone Number].
We are looking forward to having you rejoin the team. Your experience is highly valued at [Company Name].
Sincerely,
[Your Name]
[Your Title]
Recall Email Example - Modified Role
Subject: Job Recall: Susan Davis - Senior Accountant
Dear Susan Davis,
We are offering you a position back at [Company Name] as a Senior Accountant, effective January 5, 2025.
The primary difference from your previous role is that this position will involve a focus on our international accounting practices, based at 1213 Maple Avenue, Anytown. The team and its structure will be similar to before.
Please review the job description attached, which outlines the full scope of your new role. If you wish to accept this position, kindly reply to this email by December 29, 2024.
We are excited to have you back and will be available to answer any questions you may have before your return. Feel free to contact me at [Your Email Address] or [Your Phone Number].
Best regards,
[Your Name]
[Your Title]
Recall Email Example – Contract Employee
Subject: Job Recall: John Williams - IT Consultant
Dear John Williams,
We’re glad to offer you a contract extension as an IT Consultant with [Company Name], commencing on February 1, 2025.
Your work location will remain at our main office, located at 1415 Oak Street, Anytown. The terms and conditions of your contract, including payment and scope of work, will be as previously agreed. A revised contract will be attached.
To confirm this extension, please sign and return the attached contract by January 20, 2025.
We are very pleased with your contributions and are looking forward to continuing our working relationship.
Sincerely,
[Your Name]
[Your Title]
Writing a clear and professional recall email is a crucial part of bringing an employee back into the fold. Remember to be clear, concise, and welcoming. Use the examples provided to get you started, and make sure your email is customized to the specific situation. By following these guidelines, you can make the transition as smooth as possible and set the stage for a successful return.