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],
There isn't anything more important here in this hospital than cleanliness and preserving the sterility of critical areas within the premises, namely the surgical wing and the ICU.
Sadly, I have been receiving reports of numerous medical personnel who are not doing their part to preserve the integrity of these clean areas. You must understand how important it is that you follow protocol to the letter regarding this issue. We cannot risk putting our patients in danger because of our carelessness.
It is with this that I would like to request again for your cooperation with regards to following all the proper procedures. I trust that incidents such as the ones mentioned earlier will no longer occur after this stern reminder from me.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample memorandum to reaffirm the policy on cleanliness.
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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