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Template letter for office Christmas party arrangements

Posted on 27th November 2011
HR practice

A draft letter to send to employees attending the Christmas party.

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Simon Quantrill Simon
Managing Partner Telephone: 01473 688100
Dear Employee,

Funtime's Office Christmas Party

You and your partner are invited to attend this year's Christmas party, which will take place on the 1st December. The details are as follows:

Venue: Cedar's Country Hotel
Times: 5:30 for 6:00pm reception drinks; dinner at 8:00. Finish by 2:00am
Dress Code: Smart casual

The set menu will be as follows:

  • Meat option: Christmas Dinner
  • Vegetarian Option: As above, without turkey
If you and your partner would like to attend, please confirm your attendance, and specify your menu choice, to me no later than 20th November. If you have any special dietary requirements that mean that neither of the above set menu choices is suitable, please notify me as soon as possible and we will endeavour to accommodate you. Please be aware that, for these purposes, special dietary requirements cover matters such as allergies, food intolerances and religious beliefs and not simple dislikes of particular foods.

The Company will provide a free bar with the meal, but thereafter the bar will be a paying one.

The Company will provide a coach between the office and the venue, which will return at the end of the evening. If you wish to reserve a place on the coach in both directions, please contact me by no later than the 22nd November. If you do not reserve a place on the coach, we will assume you are making your own arrangements to get to the venue and then back home afterwards.

We do also need to remind you that you and your partner are required to conduct yourselves in an appropriate, mature and responsible manner throughout the evening. In particular:

  • Alcohol should be consumed in moderation. At no time should the provision of the free bar be taken as an excuse to drink excessively.
  • You should not drink and drive. If you will not be driving, please make arrangements in advance to get home, for example by public transport or taxi or by reserving a place on the company coach. Never use unlicensed minicabs. I can provide details of local taxi firms close to the venue if necessary. The company will pay for the cost of taxis home on production of an appropriate receipt.
  • Improper conduct or other unacceptable behaviour will not be tolerated and is a serious disciplinary matter. This includes excessive drunkenness, the use of illegal drugs, unlawful or inappropriate discrimination or harassment, violence such as fighting or aggressive behaviour and serious verbal abuse or the use of other inappropriate language, whether this is towards a fellow employee, an invited guest or a member of the waiting or bar staff. In this regard, we would refer you to the provision of the Company's policy on dealing with harassment complaints. Please be aware that such misconduct may amount to gross misconduct depending on the circumstances of the case, and possible summary dismissal.
  • Under health and safety legislation, you have a general duty to take reasonable care of your own health and safety and that of others who may be affected by your acts or omissions. Please bear this in mind when consuming alcohol.
Please provide a copy of this statement to your partner, as the same rules apply equally to his or her behaviour.
At the party, [names] have been appointed as supervisors and they will be responsible for monitoring the activities of attendees and for ensuring that the evening is a trouble-free one. If you experience any problems during the course of the evening, please do speak to one of them.

Finally, you are reminded that you are required to report for work the following day, unless you have arranged in advance to take this as a day's annual leave. Any unauthorised absence on the day after the party will be treated as a disciplinary issue. Any sickness absence on this day will be required to be supported by a doctor's certificate confirming the reason for absence and that the illness is not alcohol-related. A hangover is an unacceptable reason for sickness absence.

All that remains is for the Company to wish all attendees an enjoyable evening.

Yours sincerely,

HR Manager
Funtime Ltd

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