Policy letter plays a very important role in a business environment. A policy is a set of basic principles or associated guidelines, formulated and governed by the governing body of an organization to direct and limit its actions in the pursuit of long-term goals. Policies are something which is fixed in advance before an organization comes into existence and nobody has the right to amend them except the people who have laid down these policies. The objective of writing a policy letter is to remind every employee of an organization about the rules and regulations to be followed while working in the organization.
These letters are also issued in public interest also. It is recommended to add policies or terms which may attract anticipated organizational changes and protect the company’s interest. Any employee who does not receive such a letter may be indifferent to the predetermined policies and may, therefore, make a mistake that could have been avoided. To avoid any discrepancies, it is necessary to write a Policy Letter in a fluid and clear language.
Table of Contents
Tips For Writing A Policy Letter
- First and foremost it is vital to be specific while writing a policy letter.
- You must mention the particulars of the policy and the measures to make sure that everyone abides by it.
- The tone of the letter should be formal and understandable to everyone.
- Make sure that after the letter is written and sent to the concerned officials, it should be duly signed by them to avoid any confusion.
- Once you are through with writing the letter, please recheck the same for spelling mistakes or grammatical errors.
Sample Policy Letter Template
Use our free Sample Policy Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
Date (Date on which letter is written)
Dear __________ (name of the person/All),
I am writing this letter to streamline the rules and regulations which needs to be strictly followed by each and everyone. When it comes to late night shifts, nobody is ready and they put the responsibility on someone else shoulders, who also did not take the same seriously, because of which we have suffered a huge loss of _________(amount). This is really very provoking and unacceptable.
Please find enclose the instructions with this letter, and it has to be countersigned by each employee. I wish that you will abide by them and will not do any such thing which will hamper the organization’s success.
Head of the Departments
Date- February 22, 2001.
Chief Managing Director
Subject: Policy letter
It was to my great astonishment that I found that your teams have started taking easy the rules and regulations laid down by the company. This is quite unacceptable by the Board of Directors. So, now to streamline the process, I am once again writing this policy letter on which there will not be any further discussion. The rules laid down in this letter have to be followed without any questions. Please find enclosed the rules with the letter.
Please get the letter signed by your team and submit to the HR department at the soonest.
The following is the Email Format that should be followed while writing a Policy Letter.
SUBJECT: Tenancy Agreement
This is an agreement concerning the recent telephonic conversation to accept and deal with the clauses as per the proposal and enter into a tenancy agreement related to the subject.
This one is to acknowledge and confirm the clauses for paying a sum amount of Rs 20,000/ which includes monthly rental, water charge bills, and amenities maintenance. Electricity charges should be borne separately. We further request to prolong the renewal period from twelve months to eighteen months.
Lastly, we request you to give more than a month’s notice in case of vacating. We are at this moment enclosing five post-dated cheques abiding by the clauses and also includes the advance deposit.