Tips to Write a Policy Change Letter

If the policies of a company are changed, it needs to be notified to all employees working with the organization. Nowadays, email is one of the best ways to circulate information. To write a policy change letter, it is important that the changes are explained in detail with a proper reason and rational explanation for why such a change has been made. This will help the employees to understand the need for such a change and it would be easier for them to accept the new policy.

In the policy change letter, a clear and concise description of the changes should be mentioned along with their effective dates. The details should not be too long, as it could create confusion among the employees. It is better to make use of an official letterhead for the purpose as it gives a formal look and makes it more readable. It is also important to avoid getting bogged down in minute details, as it can leave scope for confusion or removal of loopholes.

It is always good to apologize if the policy change can cause inconvenience to the employees. This will go a long way in making the employees feel cared for and respected by the organization. Whether it is cutting employee perks or instituting stricter rules, sharing a sincere apology can help your team embrace the changes with less resistance.

The most important thing to keep in mind is that the changes must benefit the company and the employees. Otherwise, they won’t be embraced by the workforce. The benefits can be highlighted in the letter in a convincing manner, or they can be outlined in an FAQ document.