A Policy as per the dictionary definition is “a plan or course of action intended to influence and determine decisions”. A policy is something that there is no discussion on. Once it has been established it has to be followed.

A Policy Letter is the one that communicates to all concerned about a decision that has been taken by the management of the organization. Since lot of talks and meetings result in taking a decision on policy formation, once it has been firmed up it needs to be communicated.

Since no debate or discussion can happen over a policy decision, the tone of the letter should sound firm but not rude. The message in the letter should be loud and clear to all that the organization means business in enforcing the policy. It is a formal letter so the language should also be formal. The letter should be short and brief just enough to communicate about the new policy and the repercussions for not abiding by it. There should be no room for ambiguity at all while communicating the decision.

The Policy Letter is a communication to all concerned so it should not be addressed to one individual or department. It should be generally addressed. The effective date of enforcement of the policy should also be mentioned in the letter.

DOS AND DON’T’S OF POLICY LETTER

  • A Policy Letter should be addressed to the employees in general since it has to be followed by one and all
  • It should be sent out as soon as the decision to enforce it has been taken by the management
  • The effective date of enforcement of policy should also be a part of the letter
  • The tone should be firm but not rude
  • Since it is a formal letter, the language should also be formal in nature
  • The repercussions for violations should also be mentioned in the letter leaving no room for ambiguity
  • The reason for taking the policy decision should be very transparently mentioned in the letter

SAMPLE POLICY LETTER

____________ (Date)

TO WHOM SO EVER IT MAY CONCERN

Dear All

You all must have noticed that for the last few days the board of directors have been holding meetings regularly. The reason for these discussions is that of late we have found that office timings are not being adhered to. The leniency is resulting in lethargy. Therefore we have now come up with this new Adherence Policy as per details listed below:

a). The office timings with immediate effect will be 9:00AM to 5:30PM

b). There will be a half an hour lunch break from 1:00PM to 1:30PM

c). A card swipe system has been installed at all office entries. The machines will record the time at which each of us enters the office premises

d). There will only be a 5-minute window of late coming

e). Anyone coming after the 5-minute late coming window will be marked a red dot

f). Three such red dots will result in deduction of leave for one day

g). Any violation of this policy may result in the employee being suspended for one week or more

We hope you will understand the reasoning behind this policy and will give us all your support in implementing it. We sincerely hope that we will not have to follow the drastic violations on anyone.

Thank you for your cooperation.

Best regards,

(Name of signing authority)