Memo to Employees on arrangements during the World Cup Period: 12 June 2014 – 13 July 2014

Dear Employee/Name,

The World Cup 2014 is here, and [Company] has put in place various measures to ensure that it is an enjoyable time for all employees, football fans and non-football fans alike.

However we still have to ensure that the business runs efficiently during this time, so I am sure you appreciate the need to act responsibly with regards to time off, sickness absence and holiday requests over the coming weeks.

Enjoying the matches

Please let us know in advance if you would like to take annual leave or to work flexibly during the World Cup.  [As a benefit to employees, it will be possible to request time off at shorter notice than normal by giving [XX] days notice.  The number of people who may be allowed to take time off at the same time will be at the discretion of [local management].  This benefit is available to all employees, regardless of whether or not they are taking time off to watch football matches.]

[We have created a Short Notice Flexible Working Request Form, see your manager for details.  If you would like to take annual leave or work flexibly during the World Cup period, please indicate this on the form, and send it back to [Name].

[We will be screening selected matches in the [state area], see notice boards for further details.  [You may watch the match at an external venue, with prior permission from your Manager; however, you must take annual leave or make up the time before or after work.]]

The flexible working arrangements offered here are temporary only and should not be confused with a permanent change to your working arrangements through the Company Flexible Working Scheme.  Any changes granted will be in line with other temporary flexible working arrangements such as those for childcare.

[We have relaxed our normal Internet Policy to allow employees to follow matches whilst at work.  This will operate on a discretionary basis and any abuse of this privilege will lead to its withdrawal and possible disciplinary action. Speak to local management for further advice.]

The following [Area]will be designated a football-free environment.]

[You may wear team shirts or strips during match days/ normal company dress code applies during the event]

[You may/may not display wall charts, flags or other decorations at your work station or place of work]

Conduct during the World Cup 2014 period

Employees should be aware that our normal Sickness and Absence Policies will apply.  Days taken off sick will be followed up with a return to work interview, unauthorised absences will not be paid and may lead to disciplinary action being taken.  If you are tempted to come in late after late night matches or post-match celebrations, please be mindful of the fact that normal working hours apply, and late starts will [not be acceptable/may be agreed in advance with your Manager as long as the time is made up]

Being under the influence of alcohol/drugs at work will not be tolerated.  Please refer to our Drugs and Alcohol Policies for guidance.  If you are unfit or incapable for work through the consumption of alcohol/drugs, this will be dealt with as a disciplinary matter under our Disciplinary Policy.

Any form of offensive behaviour, harassment or unlawful discrimination as a result of employees following different teams will not be tolerated.  Any instances of this behaviour will be dealt with in accordance with our Equality and Diversity Policy.  Breaches of the Equality and Diversity Policy will be dealt with under the Disciplinary Policy and will lead to disciplinary action up to and including dismissal for serious incidents.

Please do not hesitate to contact me if you have any questions on the issues raised in this memo.

We hope you enjoy the event,