Any organization operates with the help of two main parts, one is the policy-making body which acts as the brain of the organization and the body executing the policies which act as the hands of the organization. The main secret behind the success of an organization is a proper coordination. Thus, whenever any policy or law gets introduced, revised or omitted, it should be properly relayed to the executing body for the well-planned execution of the law. And this exchange of views between the two entities must be carefully carried out as any mistake can result in devastating output.
Suppose when a new policy was introduced in the company and the result was not satisfactory then the policy-making body will immediately plan to revert the policy, but if the executing body keeps on working on that policy the company may fall into economic crisis. Hence as mentioned earlier there should be proper communication and understanding between policy-making body and the executing body. If there are any changes in the working policy i.e the change in salary or change in working hours or change in annual increments all these reasons can be written under the change of policy letter.
Letter To Inform About Changes In Policy Writing Tips
- The letter being official should be strictly formal. There should be no inclusion of personal opinions.
- The letter should be to the point without useless information.
- The changes should be clearly stated in a descriptive way such that they should not offend any personal feelings of the employees.
- Mention that further proceedings related to the matter of concern will be duly notified.
Letter To Inform About Changes In Policy Template
Use our free Letter to Inform About Changes In Policy to help you get started.
From,
_____________ (Your name)
_____________ (Your rank)
_____________ (Company Name)
_____________ (place)
Date: ________ (Date of writing the letter)
To,
_____________ (Name of the addressing official)
_____________ (His rank)
_____________ (Company Name)
_____________ (Place)
Sub- Regarding certain vital changes in _____________ (name of policy) policy of the Gr. B employees
Respected Sir,
On behalf of the__________________ (name of your department), I would like to inform you that we have come to the conclusion that the __________________(name of the policy) will have some trivial changes to rule out the flaws which occurred unfortunately. The terms of the policy include __________________________________________ (Details of the changes being made in the policy)
The change in the policy will be in effective from _____________ (mention the date from when the policy will come into action). So kindly mention to all your employees about the changes made. We deeply regret for the inconvenience created. We will try to overcome it as soon as possible. Hope we will get your support in this. Further decisions or opinions regarding any reconsideration will be duly notified within ___________________ (Date of notification). All the best for your future work.
Thanking you.
Yours faithfully,
Name and signature
Sample Letter
From,
Nikhil,
The CPO,
Planning section,
Nal Soft Company,
Chennai.
Date: 15/5/2015
To,
Mahesh,
The Manager,
Development Section,
Nal Soft Company,
Chennai.
Sub- Regarding certain vital changes in the bonus payment policy of the Gr. A employees
Dear Mahesh,
I am Nikhil the CPO of the company. This is to notify you that on behalf of the HR department, I would like to inform you that in the Annual Conference, we together with the Finance department, have decided that the bonus payment policy for Gr. A official will have some trivial changes to rule out the flaws which occurred, unfortunately. The terms of the proposal include bonus payments being based on the annual performance assessment of the officials and increase in the margins of payments.
The main reason for this situation is the mail which we received yesterday. It is from our new client John from North America. We do not know what happened, but he stated, ” I am withdrawing the project deal with your company.” We are trying to find the actual reason for this situation. In the meanwhile, as we announced the bonus policy last week, we are reversing that policy as we lost such a huge client. Kindly intimate your employees about the situation. We deeply regret the inconvenience created. We will try to overcome it as soon as possible. Hope we will get your support in this. Further reconsideration will be duly notified. In the meanwhile continue your work and try to complete the project as soon as possible.
Thanking you.
Yours truly,
Nikhil,
The CPO.
Email Format
The following is the Email Format that should be followed while writing a change in Policy Letter.
To: name@email.com
From: name@email.com
Subject: Productivity & Working Out of Office Letter.
Hi Everyone,
Over the past two months, several managers have been concerned about our ability to get collaboration-dependent projects completed. So we need a way to get better in the completion of work to help lost productivity and prevent frustration. If you plan to work from the road or from the home, please email your manager letting them know. If the time doesn’t work, they might ask you to come in.
I know many of you are putting in a ton of effort and a lot of hours, and that this extra layer of communication may be a pain. I am sorry for that. But with all the sort of things happening in the company we cannot improve what we do not measure, so please help us out and, hopefully, we can make things better for everyone (more work-from-wherever time for those who need it, more in-office collaboration so communication delays don’t hold you back, etc).
If you have got any ideas or feedbacks or you feel that we are going sideways and missing the real problem, please talk to your manager or me!
Thanks,
(name of the sender).
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