GUIDELINES
- This is a letter explaining the directives in a precise and clear way. These policies suggest how to handle different situations. If these are not followed, consequences uncalled for may occur in the establishment.
- Mention the exact directive relevant to the situation that has occurred at present.
- Summarize the policy or enclose a copy of it. If required list all the essential elements.
- End with a note of appreciation. Rehash the importance of your message. Mention that you would be happy to respond to their queries on the directives.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
In the last meeting of supervisors and department heads, it has been brought to my attention that there has been an unusual increase in absences and tardiness among employees. It is because of this that I feel the need to reiterate our company's rules regarding habitual absences and lateness.
Attached is a copy of the section of our Company Guidelines and Handbook discussing this issue. Please take the time to read through and understand it. I have included the disciplinary measures that will be taken should the rules be ignored. I hope that we will not have to levy fines just to ensure compliance. If you still have any further concerns or questions, please approach any of our Human Resource officers
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample memorandum to implement the policy about tardiness.
Further things to consider when writing directive letters to employees
Directive Letters
Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer.
Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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