Letter to notify employees of a new or a change in policy


  1. In this letter, announce a new policy or changes in the existing ones. Give the reason for doing so in detail. Also, mention the benefits of this policy for the company and its employees. Then they will respond in a positive way if they understand that it's for everyone's best interests.
  2. Make an announcement about the new or changed policy. Explain what it is.
  3. Give the reasons for this change and explain its benefits to the company and its employees.
  4. Express gratitude for everyone's cooperation. Offer to address queries.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Starting next Friday, June 15, all of the employees' time sheets should be completed and handed over to Jane before you leave the office on Friday evening. In this way, Jane will be given enough time to complete the required paperwork before submitting the time sheets to the Payroll department. Our checks, then, will be on schedule every week. We appreciate your cooperation.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -