Mastering Procedure Communication: 12+ Examples & Templates for Effective Directives
Letter #1: Clarify Emergency Response Procedures
We reaffirm the policy of immediately summoning trained medical personnel in case of accidents. This is crucial for ensuring the health and safety of everyone at [company name] and complying with insurance regulations.
Letter #2: Establish Procedure for Personal Use of Office Equipment
Personal use of fax and copy machines is permitted with reimbursement to [name] in accounts receivable. Per-page rates are posted. Personal use must not interfere with company operations.
Letter #3: Implement New Scrap Aluminum Disposal Procedure
Starting [date], place all scrap aluminum in the yellow container marked "[Recycling Company Name]." Scrap left outside will not be collected. Contact me with any questions about the new service or rates.
Letter #4: Enhance Laptop Security Procedures
To protect company data and comply with regulations, do not leave laptops unattended or visible in offices overnight. When in public, shield screens and work from view. Thank you for adhering to these security measures.
Letter #5: Implement New Meeting Scheduling Procedure
To improve meeting efficiency, we're implementing a new scheduling procedure. All meetings must now be scheduled through [calendar system], include a clear agenda, and invite only necessary participants.
Letter #6: Establish New Customer Service Escalation Process
We're establishing a new escalation process for customer complaints. If an issue can't be resolved within [time frame], it must be escalated to [position/department]. This ensures timely resolution and customer satisfaction.
Letter #7: Update Data Backup Procedure
To safeguard critical data, we're updating our backup procedure. All data must be backed up daily to both local and cloud storage. [Name/Department] will provide detailed instructions and support.
Letter #8: Implement New Cybersecurity Awareness Training
All employees must complete the new cybersecurity awareness training by [date]. This training covers best practices for password management, phishing identification, and data protection. Access the training through [link/platform].
Letter #9: Revise Travel Expense Reimbursement Policy
Effective [date], the travel expense reimbursement policy is being updated. The new policy outlines allowable expenses, per diem rates, and documentation requirements. Please review the updated policy on the company intranet.
Letter #10: Establish New Onboarding Process for New Employees
To enhance the onboarding experience, we're implementing a new process for new hires. This includes a structured orientation, introductions to key personnel, and assigned mentors. [Name/Department] will oversee the onboarding program.
Letter #11: New Safety Protocol Implementation
Dear Employees,
Effective immediately, we are implementing a new safety protocol to ensure a secure work environment for everyone. Please review the attached document outlining the new procedures and comply with them diligently. Your safety is our top priority.
Letter #12: Change in Expense Reimbursement Procedure
To All Staff,
We are updating our expense reimbursement procedure to streamline the process and ensure timely processing of claims. Starting [Date], please follow the revised guidelines outlined in the attached document. For any questions, contact your manager or the finance department.
Letter #13: Reaffirmation of Workplace Harassment Policy
Dear Team Members,
We want to reaffirm our company's commitment to maintaining a respectful and harassment-free workplace. We encourage you to review our harassment policy, which has been updated to reflect current best practices. Please report any concerns to HR immediately.
Expert Tips
- Clearly and concisely communicate the purpose and specifics of the new or revised procedure.
- Highlight any benefits or improvements the procedure will bring.
- Specify the effective date and any relevant deadlines.
- Direct employees to resources for further information or clarification.
- Emphasize the importance of adherence and consequences for non-compliance.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own directive letter effectively:
Sample Sentences
- There seems to be some confusion over the proper procedure for obtaining reimbursement for travel expenses beyond the standard allowance.
- Some of our associates, when dealing with dissatisfied customers, have been focusing more on proving that we are right than on satisfying the customer.
- Given the doubling in the cost of paper in the last six months, I am concerned about the amount of paper we have been using and the way we dispose of our waste.
- Although express delivery is a convenient way to move packages, it is also very expensive.
- There seems to be some confusion over the proper procedure to follow in case of accidents and injuries.
Key Phrases
- a recent study of
- a misunderstanding about
- am concerned about
- are concerned about
- are encountering a problem with
- because of the
- due to the increase in
- duplication of effort
- has become necessary to
- has come to my notice
- has come to our attention
- have expressed concern about
- have discovered that
- have a new procedure
- seems to be some difficulty
- seems to be some confusion
- some of our associates
- spending too much time on
- the practice of
- the proper procedure for
- time to review our
- want to let you know that
- wish to remind you
Sample Sentences
- The proper procedure for obtaining reimbursement is to submit your travel log as well as receipts to the disbursement office. We cannot honor claims beyond the standard allowance without documentation.
- It is imperative that we focus on customer satisfaction rather than issues of right or wrong. As soon as you realize that a customer is not happy with our service or your explanation of a problem, summon a manager. She will work with the customer to resolve the issue.
- Kindly conserve paper by avoiding overruns and unnecessary copying. Use the least expensive paper for the job, and save colored paper or card stock for when you truly need it.
- Please conserve resources by putting office paper waste into the proper container.
- Please use the company courier system for all deliveries within the city, and use normal surface mail wherever possible for out-of-town deliveries. Reserve express mail for those times when speed is essential.
- Report all accidents and injuries, no matter how small, to the floor supervisor immediately. Certified medical personnel will determine whether an injury can be treated in the company infirmary. Should the injured person need to be transported to the hospital, the floor supervisor will make appropriate arrangements.
Key Phrases
- as of this month
- conserve resources by
- do the following
- eliminate these overlaps
- from now on
- implementation date will be
- in the future
- is imperative that we
- is outlined in
- keep a record of
- make appropriate arrangements
- must be signed by
- must be approved by
- must be arranged through
- must be reported to
- must be accompanied by
- need to obtain a
- pay careful attention to
- please remember to
- proper procedure for
- resolve the issue
- the following procedure
- to streamline our
- will require all
- will participate in
Sample Sentences
- Please document your extra costs carefully. Not only will this information facilitate your reimbursement, but it will also help us as we review and adjust the travel allowance.
- Thank you for your cooperation in this regard. Remember, to the customer you are the company.
- This is a relatively painless way to keep costs down, and we appreciate your help.
- Following this procedure will help us reduce costs while still maintaining a high degree of efficiency.
- Following this procedure is in the best interests of both the injured party and the plant. Thank you for your cooperation.
Key Phrases
- a safer workplace
- appreciate your cooperation
- do our part to
- for further information
- for your protection and safety
- for your cooperation in this regard
- for your help in this matter
- if you need any
- if you have any questions about
- if you have any problems with
- please see to it that
- please let me know
- thank you for
- will save time and money
- will be more efficient
- will be subject to
- will greatly reduce
- will be happy to
- with your cooperation
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