There is something for which one needs permission only then is that thing executed. But there are some things where only informing is enough and no permission is required.
Companies usually write an Inform Letter because they do not need permission from their employees for any decisions that they may have taken. An employee however needs permission from her/his company for any approvals or sanctions that s/he may require. An Inform Letter however still needs to carry the explanation for the decision that has been taken. Keeping transparency in communication between the company and its employees is of extreme importance. An Inform Letter however may be either to give pleasant news or not such pleasant news.
DOS AND DON’T’S OF INFORM LETTER
- An Inform Letter may be addressed to one particular individual or may be generally addressed depending upon what is being informed about
- It may be a personal or an official letter in nature
- An Inform Letter can be both hand written or typed
- It must carry a date on the top left corner of the letter to indicate when the letter was initiated
- An Inform Letter should be crisp and short
- If the Inform Letter is being written as a result of some incidents, then details of those incidents should support the letter
- The language of the letter should be both formal and simple at the same time so that everyone can understand its contents
- Since this letter is used as a tool to give some information, it should give all possible details about that piece of information
- In order to keep transparency in communication an Inform Letter should also give an explanation why a particular decision has been taken
- The letter should always be signed by the person who is has the key responsibility to ensure that the information is being followed
- An Inform Letter should always have a phone number or email address where the signatory may be contacted for any clarifications
- Even though no permission is being taken in the Inform Letter, the tone of the letter should not be dictatorial or authoritative. It should be informatory in nature yet firm
- If there are any consequences to not following the instructions in the Inform Letter, they too must be clearly mentioned in the letter
SAMPLE INFORM LETTER
TO WHOM SO EVER IT MAY CONCERN
For the last two months we have seen that the office decorum is not being maintained the way it should have been in terms of the outfits that each one of us wears to work.
In order to maintain the sanctity of the place and to ensure that our place of work looks like one, the management would like to inform all of you that with effect from ____________ (effective date) the female employees would have to come to work dressed in Indian outfit like salwar and kurta/churidar. The male employees would have to wear formal trousers and shirts. On Saturdays however informal but decent outfits are allowed.
Any violation of this dress code will lead to dire consequences.
Please feel free to contact the undersigned to seek any clarifications.
We hope you will support us in this endeavor of ours.
(Name of signing authority)