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Introductory Communication to Employees

Sample introduction to Safeter for employees

Organizations that explain the benefits of using a tool such as Safeter get the most buy-in from employees.  In addition, it's important to make sure that employees understand the collective impact that tools such as Safeter have in keeping everyone safe. 

Below are some samples you can use to email or Slack your employees to make them aware of the fact that you will be using Safeter and to explain why it will benefit all employees collectively to improve their health.  Please edit this text as you see fit, to make it applicable to your organization. 

Alternatively, you can also download our Word template.


Keeping Employees Safe

Subject: Keeping each other safe against COVID-19

Body:

Hello Employee Name,

As many of you know, COMPANY NAME is committed toward ensuring that all of our staff, contractors, vendors, and clients are kept safe against the COVID-19 pandemic. To help with this, COMPANY NAME has partnered with Safeter, a COVID-19 test and vaccination tracking tool. We hope to use Safeter a number of different ways, including:

  1. Vaccination Tracking
  2. Vaccination Exemption Requests
  3. COVID-19 Test Tracking
  4. Office Attendance Scheduling
  5. Visitor Management
  6. And much more…

Over the next few days / Starting from XX date you will receive an invitation email from Safeter asking for you to sign in and complete the necessary details. We ask that you take some time to create your profile and upload your proof of vaccination (if possible) and any other required documentation.

To help ensure we have a good record of our employees, please can we ask for you to complete this before January 4th, 2022.

Thank you for your cooperation and should you have any questions, please contact your local HR representative.

With Regards,

SENIOR HR/COMPLIANCE/LEGAL EXECUTIVE


Following OSHA’s ETS Mandate (Non-Required)

Subject: US Government’s Vaccination Mandate

Body:

Hello Employee Name,

As you may be aware, the US government has created a vaccination mandate for employers, referred to as OSHA’s Emergency Temporary Standard (ETS). Whilst COMPANY NAME doesn’t currently meet the requirements for this mandate, we have made a decision to follow the guidance and have been working together on finding the most suitable solution to do so.

COMPANY NAME has partnered with Safeter, a COVID-19 test and vaccination tracking tool, to ensure that your records are not only stored to follow the mandate, but your privacy and security is protected accordingly.

Over the next few days / Starting from XX date you will receive an invitation email from Safeter asking for you to sign in and complete the necessary details. As a reminder, the vaccination mandate asks the following for every employee who attends an office, customer site, or interacts with other members of staff, vendors, or clients in person:

  1. Proof of Vaccination (Including all boost shots), OR;
  2. Vaccination Exemption Request with a Negative COVID-19 Test result every 7 days, OR;
  3. A Negative COVID-19 Test result every 7 days

To ensure COMPANY NAME can follow this guidance, please can we ask for you to complete this information in a timely manner. We have set a deadline for ourselves of January 4th, 2022.

Thank you for your cooperation and should you have any questions, please contact your local HR representative.

With Regards,

SENIOR HR/COMPLIANCE/LEGAL EXECUTIVE


Meeting OSHA’s ETS Mandate (Required)

Subject: Meeting compliance with the US Government’s Vaccination Mandate

Body:

Hello Employee Name,

As you may be aware, the US government has created a vaccination mandate for employers, referred to as OSHA’s Emergency Temporary Standard (ETS). COMPANY NAME currently meets the requirements for this mandate and consequently our Human Resources, Compliance and Legal teams have been working together on finding the most suitable solution to do so.

In order to meet compliance, COMPANY NAME has partnered with Safeter, a COVID-19 test and vaccination tracking tool, to ensure that your records are not only stored to meet compliance, but your privacy and security is protected accordingly.

Over the next few days / Starting from XX date you will receive an invitation email from Safeter asking for you to sign in and complete the required details. As a reminder, the vaccination mandate requires the following for every employee who attends an office, customer site, or interacts with other members of staff, vendors, or clients in person:

  1. Proof of Vaccination (Including all boost shots), OR;
  2. Vaccination Exemption Request with a Negative COVID-19 Test result every 7 days, OR;
  3. A Negative COVID-19 Test result every 7 days

To ensure COMPANY NAME meets compliance and to help us avoid any penalties, please can we ask for you to complete this information in a timely manner. The deadline imposed by the US Government is January 4th, 2022, to ensure compliance.

Thank you for your cooperation and should you have any questions, please contact your local HR representative.

With Regards,

SENIOR HR/COMPLIANCE/LEGAL EXECUTIVE