Mastering Policy Communication: 12+ Examples & Templates for Effective Directives
Letter #1: Reaffirm and Extend Smoke-Free Policy
We appreciate your compliance with our smoke-free office policy. Based on employee feedback, we are extending this policy to include the loading docks. Alternative smoking areas are indicated on the attached map. Thank you for your cooperation.
Letter #2: Reiterate Company Internet Usage Policy
The company internet connection is for business use only. Personal use is not authorized and can lead to disciplinary action.
Letter #3: Clarify Expense Account Policy
In response to unauthorized charges, we remind you of the expense account policy in section 7 of the [handbook name]. All charges must be tied to approved sales proposals. Please review the policy and contact me with any questions.
Letter #4: Implement New Shift Handover Procedure
To address incidents during shift changeovers, we're implementing a new procedure starting [date]. This includes: [list procedures]. Your cooperation is appreciated.
Letter #5: Reinforce Aseptic Measures in Surgical Areas
Hospital policy mandates strict adherence to aseptic measures when entering surgical areas. Please always remove and replace overshoes and sterile gowns when crossing the red line. Non-compliance endangers patients and will not be tolerated.
Letter #6: Establish Remote Work Policy
Effective [date], we are implementing a new remote work policy. Eligibility, guidelines, and expectations are detailed in the attached document. Please review it carefully and contact [name] with any questions.
Letter #7: Update Dress Code Policy
Our dress code policy is being updated to reflect a more casual workplace. The revised policy, effective [date], can be found in the employee handbook. Please ensure your attire aligns with the new guidelines.
Letter #8: Implement New Cybersecurity Policy
To protect our sensitive data, we are implementing a new cybersecurity policy. This includes guidelines for password management, data handling, and reporting suspicious activity. Please review the policy carefully and comply with its requirements.
Letter #9: Revise Performance Review Process
We are making changes to our performance review process to make it more fair, transparent, and focused on development. Details of the new process will be shared in an upcoming meeting.
Letter #10: Establish Conflict Resolution Procedure
A new conflict resolution procedure is being established to address workplace disagreements constructively. The procedure outlines steps for reporting conflicts, mediation, and escalation. Details can be found in the employee handbook.
Letter #11: Announcing New Remote Work Policy
Dear Employees,
We are excited to announce our new remote work policy, effective [Date]. This policy outlines the guidelines and expectations for employees who wish to work remotely on a regular basis. Please review the attached policy document carefully and submit any questions to your manager or HR representative.
Letter #12: Policy Change Regarding Overtime Compensation
To All Employees,
Effective [Date], our company's overtime compensation policy will be revised. The new policy will [describe the key changes]. We encourage all employees to familiarize themselves with the updated policy, which can be found on the company intranet. If you have any questions, please don't hesitate to contact HR.
Letter #13: Reaffirming Our Commitment to Diversity and Inclusion
Dear Valued Employees,
We want to reaffirm our company's unwavering commitment to fostering a diverse and inclusive workplace. We believe that diversity enriches our culture and drives innovation. Please take a moment to review our updated diversity and inclusion policy, which outlines our ongoing efforts to create a welcoming and supportive environment for all employees.
Expert Tips
- Clearly state the policy change, its purpose, and effective date.
- Explain the rationale behind the change (if applicable).
- Provide specific guidelines or instructions for compliance.
- Offer resources or support for questions or concerns.
- Communicate the policy change through multiple channels (e.g., email, intranet, meetings).
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own directive letter effectively:
Sample Sentences
- At Doe's we take pride in the service we provide for our clients. We need to look and act like the professionals we are.
- As you are aware, the company has received some unflattering publicity recently. The media has distorted comments made by several employees.
- This company's policy has always been to consider education and/or training, experience, and job performance in hiring and advancement decisions. Considerations of race and gender do not enter the picture. In recent months, however, questions have arisen about race and gender quotas.
- I would like to remind you that Doe Corporation is an equal opportunity employer.
- In a manufacturing company like Doe Corporation, where moving machinery and equipment makes alertness essential, the use of drugs and/or alcohol creates danger for everyone. In the last two months several employees have been injured due to drug use either on or off the company property.
- A recent study of company phone use reveals a number of abuses that need to be corrected.
Key Phrases
- a recent study
- appears to be a misunderstanding
- are concerned about
- are of major concern to
- as you are aware
- company policy is
- find it necessary to
- has become necessary to
- has come to my attention
- has been some uncertainty about
- have occurred recently
- have expressed concern that
- our policy has always been to
- problems have arisen
- questions have arisen
- several breaches of
- take pride in
- the policy of this company is
- the events of recent
- we need to
- would like to remind you that
Sample Sentences
- We request that all employees adhere to the following dress and grooming policy:
- From now on, the following policies will be in effect:
1. Do not respond to any questions from reporters. Media Relations will handle all queries from the press and issue statements representing our position.
2. If any reporters persist in annoying you, please call my office. - Please be assured that our long-standing policy has not changed. We will continue to hire and promote according to ability and will not practice any racial or gender discrimination.
- Our policy with regard to hiring and promotion is outlined on page twelve of the Employee Handbook. Please read and adhere to the guidelines.
- Consequently, a zero-tolerance drug policy has been put into place. This means that you are subject to immediate termination and loss of all benefits if you are arrested for drunk driving, dealing in or possessing drugs, or if you test positive on a random drug test. Refusing to take the test or tampering with test instrumentation will also result in termination.
- You are welcome to make local, personal phone calls during your break time. Making personal calls on company time is not acceptable. In an emergency, consult your supervisor, who has the authority to make an exception.
Key Phrases
- adhere to the
- are welcome to
- be assured that
- effective immediately
- from now on
- has been put into place
- in the future
- in order to qualify for
- is outlined in
- is essential that
- is not acceptable
- is an important part of
- must be arranged through
- need to be consistent with
- policy with regard to
- policy will be enforced from
- read and adhere to
- request that all
- well in advance
- will continue to
- will not accept
- will help us to
Sample Sentences
- Thank you for your help in maintaining a professional atmosphere in the office.
- You have witnessed the problems that arise when employees share their opinions with reporters. We are proud of our work force and the excellent way you carry out your assignments. Please keep up the good work, stick to this policy, and let Media Relations do its job.
- If you believe you have been discriminated against, contact my office immediately. We treat all allegations of discrimination seriously, and we will investigate.
- Drugs and alcohol create serious problems, not just for the users but for everyone. The zero-tolerance policy will make Doe Corporation a safer workplace. Call the personnel office if you have any questions.
- Most employees use the telephones with intelligence and good sense. However, those who abuse the phone system will be subject to disciplinary action.
Key Phrases
- a safer workplace
- appreciate your cooperation
- are proud of
- confirm in writing that
- cooperation is essential
- expect that
- for your cooperation in this regard
- for your help in this matter
- for your assistance
- for your protection and safety
- for further information
- if you have any problems with
- if you need any
- if you have any questions
- if you believe that
- no further breaches of this kind
- please see to it that
- thank you for
- will be happy to
- will be more pleasant for all
- will be subject to
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