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Letter to notify employees of change in policy

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Letter to notify employees of change in policy
August 19, 2019 Anniversary Wishes 1 comment

Employment Termination, Dismissal, Redundancy, Letter Templates and Styles This section is updated broadly with major changes in UK law, but should not be regarded as (Employer must clearly state reasons - transgressions and relevant policies if . On (date of first hearing notification letter) you were informed that.

Use this letter or a customized version that suits your organization to provide the introduction to a new dress code.

Sample Letter to Introduce a Dress Code

This is a sample letter to introduce a dress code. Download the letter template (compatible with Google Docs and Word Online) or read the example below.

Download the Word Template

Sample Letter to Introduce a Dress Code (Text Version)

Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email

Dear Managers and Supervisors,

It is always difficult to institute policies that are new, especially those that will affect the eighteen inches of space that surround each of us at work. For this reason, what we wear to work, where we sit at work, our work equipment, and so forth, are very important to each of us.

We are introducing a dress code at Your Company for a number of reasons.

  • As our professionalism and sales continue to grow, staff members need to exhibit the look that confirms our professionalism for our customers, our partners, and our coworkers.
  • Managers have requested specific guidance on what is appropriate for their staff to wear to work.
  • Different managers, in different departments, have different standards for what is appropriate work attire. Employees, sometimes rightly, ask why certain clothing is acceptable in one department and not in another. Employees have stated that they sometimes feel we are discriminating against their mode of dressing.
  • Employees complain to their supervisors and HR when they feel other employees are dressed inappropriately. We currently have no standard to assess whether this is true.
  • Employees and team members have complained about the professional appearance of team members and managers to managers and to HR. They have expressed concern about the appearance of some employees who interact with customers and partners.
  • Employees complain when they believe that other employees are wearing too little clothing or showing too much skin for a professional work environment.

A dress code gives us a standard for our professional appearance. It establishes a standard that the average employee is comfortable with and can, with a few changes, understand and implement.

You have had three opportunities to look the policy over and give us feedback. Your employees have had almost a year to know that a policy is coming. We have received lots of feedback over the year. The feedback we have received has had an impact on every draft of this policy.

Notice that head gear has not been disallowed. Notice that for jewelry in body piercings, only good taste and moderation have been requested. Jeans and bib overalls are permitted for manufacturing wear. Athletic shoes are allowed.

The elimination of each of these had been requested by managers who do not believe we have been strict enough in this iteration of the policy. We are striving for a balance between our needs for professionalism and our desire to enable comfort and self-expression.

As a reminder, with regard to footwear, closed toe shoes have been required in the office areas for the past ten years and this requirement is stated in the handbook. The requirement for closed toe and closed heel shoes in the manufacturing areas was established by the Company Safety Committee. This policy has been published, at least annually, since then.

To make this policy effective, we need your commitment, support, and leadership. That is why we are asking you to communicate this policy to each person on your staff.

How you communicate the policy is crucial in its acceptance by Company staff. We thought that writing all of this out might help you have the facts and reasons at hand for why we are adopting a dress code when you do this communication.

Human Resources will print enough copies of the policy for each of your staff and we will distribute the forms to you for distribution to them.

Please wait until you receive the forms from Human Resources to have staff sign and return them to HR.

We really appreciate your help and support.

Additional Resources About Dress Codes

This sample letter is a format to announce a revision in an existing policy or a to your notice that Effective March 1st the company will be changing its policy with The company will impose a 5% salary deduction from all employees that.

FREE Sample Inform Letters

letter to notify employees of change in policy

This Flexible Hours Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. A flexible hours policy may also be referred to as a flexible working hours policy or a flexible work schedule policy.

Policy brief & purpose

Our flexible hours companypolicy outlines our provisions for employees who want to change their working hours, days or weeks.


This policy applies to all our employees, who need an alternative arrangement about their work schedules and who are eligible by nature of their job.

Policy elements

We recognize that some employees need to work flexible hours. Example reasons are:

What does it mean to have a flexible work schedule?

Flexible hours can refer to a number of different arrangements:

  • Flexible working time when employees choose to shift their everyday schedule by starting the day later or leaving earlier. The total of working hours doesn’t change. “Core hours” may be established during which an employee is obliged to be present at the workplace.
  • Reduced hours when an employee works for less than the standard working hours either by fewer hours per day or by fewer days per week. In such cases salary is calculated anew depending on the new schedule.
  • Compressed week when employees work longer hours on a number of days per week so they can take time off on the remaining days. Total working hours and compensation remain the same.
  • “Flexible year” when an employee must work a specific amount of hours per year with little limitation as to when.
  • Job sharing when two people divide their schedule to do the same job.

To determine whether an employee is eligible for flexible arrangements, we consider:

  • The nature of the employee’s job. For example, if the job requires attendance at specific hours or every day per week or has a full time workload, then the employee is not eligible for flexible working hours.
  • The needs of the employee’s team or department. For example, some departments (e.g. finance) may require employees to be present due to the amount of incoming paper documents.
  • The impact on colleagues. For example, if the department’s operations are largely dependent on teamwork, then the employee is less likely to freely modify his/her working schedules.
  • The duration of the arrangement. For example, an employee may have flexible hours on a specific time but may have to follow standard schedule at some other time.
  • The impact on customers. For example, we don’t want any flexible work arrangement to have a big impact on customer satisfaction.


If our employee initiates the request for flexible schedule then the following procedure must be followed:

  1. The employee files an official request with their manager and HR explaining the reasons for their request.
  2. Their manager approves/rejects their request after carefully considering the above criteria.
  3. HR approves
  4. The employee and their manager meet to discuss details of the arrangement and set specific goals and responsibilities.
  5. HR puts the agreement in writing and all parties must sign it.
  6. The decision must be revisited and discontinued if it negatively affects productivity or efficiency of the individual or the department.

In cases where the employer does not approve of the employee’s request, the employee must receive an official letter that includes the reasons why.

When the request is initiated by the employer, then the employee must be formally notified and sign the agreement along with the other parties.


Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.
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letter to notify employees of change in policy

To All Staff:

The quality team is pleased to announce that we have filled our open position. Brian Giraldo will join us as a quality technician on May 1. Brian will share an office with the other quality technicians in Building 6. We'll hold a welcome pizza lunch for Brian on his first day and you're all invited. Come welcome Brian with the quality techs.

We're excited to add Brian to our team. He brings us 10 years of increasingly responsible experience in creating quality software. Following his onboarding, we expect that Brian will take the lead technician role with the group. All of the technicians participated in selecting Brian for the role.

In addition to 10 years of experience, Brian has also worked in three related industries in a variety of quality roles, from development to auditing. He's been part of a team that helped his company earn the Malcolm Baldrige Award for quality, too.

Brian's degree in Computer Technology, combined with frequent seminars and training sessions, give him current skills that will enhance the quality team's effectiveness. He's an active member of our local quality association and has already introduced us to potential job candidates for the future.

Again, join us for pizza at noon on May 1 in the quality conference room in Building 6, to welcome Brian. We're excited to welcome him and hope that you will be, too. Email Mary Jenkins if you're coming, by Friday, so that we can have enough pizza for all.


Mike Girard for the Quality Technician Team

You need to communicate the nee for change in such a way that you reduce uncertainty Use a variety of letters, emails, verbal announcements, meetings and.

Letter to Notify Employees of Change in Policy

letter to notify employees of change in policy


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Starting next Friday, June 15, all of the employees' time sheets should be completed and handed over to Jane before you leave the office on Friday evening. In this way, Jane will be given enough time to complete the required paperwork before submitting the time sheets to the Payroll department. Our checks, then, will be on schedule every week. We appreciate your cooperation.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter to notify employees of a new or a change in policy.

Further things to consider when writing notify letters to employees

Notify Letters

Notify letters are letters sent to inform others about something important. These can be to notify someone of a lawsuit that has been filed against him/her, to inform a home owner that you are planning to move out, or to let various entities know that you have legally changed your name. Notify letters can also be used by companies to inform employees about changes in the company policy or to inform customers about the company's new location. In some cases, these letters have been used by employees prior to their resignation to inform employers that they (employees) will be leaving the company.

When writing notify letters, you need to be clear and direct to the point to avoid confusion. Clearly state the purpose of your letter. Ensure that the tone of the letter matches the announcement. If you are notifying the recipient about a demise, for instance, use a sensitive and empathetic tone. Conclude the letter on a positive note. It is worth noting that some notify letters such as those notifying moving out of rented property or leaving a company should be sent several days in advance. Those about legal matters should bear the necessary signature.

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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Employment Termination, Dismissal, Redundancy, Letter Templates and Styles This section is updated broadly with major changes in UK law, but should not be regarded as (Employer must clearly state reasons - transgressions and relevant policies if . On (date of first hearing notification letter) you were informed that.

letter to notify employees of change in policy
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