While sending any kind of notifications or letters to employees, you must always follow certain rules and guidelines. Policy change notification letters are a part of this category, and they serve as circulars to inform employees about something that has been altered or introduced within the organization. These can be anything from a new procedure of handling complaints to bringing stricter rules for curtailing misbehavior of employees.
The letter should be sent in a formal tone that matches the nature of the change. The announcement of the policy change should be conveyed in a way that makes employees feel that it was something they needed or had to do for the benefit of the organization. If the policy change is about bringing stricter rules to stop indiscipline, it should be stated clearly along with consequences of such behavior.
Moreover, avoid fillers in the mail that don’t impact the context or relevant information. It is also advisable to put due dates on the notification letter. It helps in providing clarity to the recipient as they will be able to plan accordingly. Using bold or highlighted text can also help in the delivery of important points.
Moreover, make sure that you mention the name of the person whom they can contact in case of any clarifications or queries. This helps in maintaining the employee-employer relationship and maintains transparency. It is also advisable to use letterhead for the letter to give it an official look and to provide evidence of the receipt.
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