Best Practices to Write a Policy Change Letter

If you want the new changes in your policies to be accepted by your team, it is important to communicate the same to all employees. An effective communication is critical to easing concerns and answering questions. The best way to convey this information is through a formal letter, ideally on company letterhead.

The letter should be brief and concise, and make it clear that the changes in policy change letter are for the well being of your employees as well as the company. The tone should also match what the announcement is – if it is about bringing stricter rules to curb employee misbehavior, then the letter should be in a serious tone that suggests the same. It should also mention the consequences of non-compliance.

Ensure that the language used in the letter is understandable by all members of the university community. Unless the policy is a technical one, it should not use legalese or acronyms. Keep in mind that the audience for most policy statements are not subject matter experts - they are the entire university community.

Explain to your policymaker why you support or oppose a particular position. The more she knows why you care about the issue, the more likely she is to listen to your views. Tell her how your issue affects her constituents. Describe personal narratives, facts and evidence that demonstrate why the issue is important to you. Whenever possible, cite specific examples of how she has acted on the issue in the past.