How to Write a Change in Policy Letter

Change in policies can be a tough thing to convey to employees and clients. The news might not be in their favor, which can cause a lot of distress and anxiety. However, a well-written letter can convey the rationale behind the decision to the client or employee. This way, you can avoid losing the goodwill of the employee or customer while still being able to make important business decisions.


The first section should explain the problem that led to the policy change. You can use facts and statistics to help convince the recipient of the need for the new procedure. Explain what the policy is, how it alters current procedures and the date that the new policy will be implemented. You should also provide contact details in case the employee has any questions.

In the closing paragraph, it is important to thank the employee or customer for their time and cooperation. You can also mention a clear call to action that asks the recipient to take any additional steps. This will show that you value their feedback and are always trying to improve your business processes.

A great way to make your policy change letter look professional and official is to use your company’s letterhead. This will give it a formal appearance that makes it more trustworthy. You should also include the full date at the end of the first line.

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