Human Resource Dept. deals with appreciation and on caring of the employee circumstances. Please consider this following information and I wait your replies.
For Medical Appointments :
1- If you need to take a medical appointment , you have to make prior coordinate with considering to determine the appointment outside the official hours . I suggest this (and you may take into your consideration to….)
2- If you are unable to obtain a specific appointment except the official working hours , Human Resource Dept. has done a permission sample as well as the employee deserves to use it once each month .
3- You have prior coordinate with human resource to receive the sample and return it to Human Resource Dept. after the sample has signed by the director. Then you may return it back to….

For Emergency Circumstances :

1. If the employee has emergency circumstances during the official hours , the employee has to inform the direct manager .
2. The signature of the director is requisitewhen you have filled the sample. Although this word is adjective and there is not mistake in the grammar but I suggest changing it for (necessary)
3. You have to clarify the reason of permission.
4. Finally, it doesn’t allowed more than two permissions each month however it’s not an acquired right of the employee so that we would like to appreciate the policy company. Here I think you must write the true subject instead of the pronoun it (the Human Resource Dept.)