Policy Change Letter to Employees About New or Change in Policy

[Your Company Logo]

[Today’s Date]

Dear [Employee’s Name],

Subject: New Policy Implementation/Change in Policy

We hope this letter finds you well. We are writing to inform you about an important update that will be affecting our workplace and operations. As part of our ongoing commitment to improving our company culture and ensuring a productive and harmonious environment for all employees, we are implementing a new policy or making changes to an existing policy, effective from [implementation date].

[Provide a brief and clear description of the new policy or the changes being made. Explain the reasons behind the change, and how it aligns with the company’s values and objectives. Use simple and straightforward language, avoiding jargon as much as possible.]

We understand that policy changes can bring questions and concerns. To address any inquiries or doubts you may have, we will be holding a mandatory meeting on [meeting date]. During this session, [HR representative/Manager’s name] will thoroughly explain the new policy and its implications. We encourage you to attend this meeting to gain a comprehensive understanding of the changes and their impact on your role within the company.

For those who are unable to attend the meeting, we will be distributing a detailed document summarizing the key points of the policy change. Additionally, our HR department will be available to answer any individual questions or clarifications you may need.

We value your feedback and input, and we welcome any suggestions or ideas you might have related to this policy change. Please feel free to reach out to [HR representative/Manager’s name] directly or send an email to [HR email address].

We believe that this policy change will lead to a more positive and productive work environment and will contribute to the overall success of the company. Your cooperation and adherence to this new policy are vital for its successful implementation.

Thank you for your understanding and cooperation during this transition. We are confident that together, we can make this change a smooth and successful one.

Best regards,

[Your Name]

[Your Title/Position]

[Company Name]

 [Contact Information: Phone and Email]

Easy Sample Letter: Change in Policy

(Company name)
(Apartment or unit number, street address)
(State, ZIP code)
Date: ________ (date on which the letter was drafted)

(Recipient’s full name)
(Apartment or unit number, street address)
(State, ZIP code)

Subject: New policy/policy change notification

Dear Employee,

We wish to announce some changes that have been made to our company policies. OR
We wish to announce a new policy, effective from (mention the date from when the policy shall be effective). The changes are listed below: OR The new policy states that:

(Mention the required details in brief)

We hope that all the changes shall be adhered to by every employee, and everyone will help make the new system successful. We apologize for any inconvenience.

Thank you for your continued support.


(Your name)
(Your designation in the company)

Sample Letter to Employees About Change in Policy

A policy change letter is written and sent to the employees for several reasons. Typically, it is addressed to all the employees, and the rules are drafted for general adherence. Find below a sample memo to employees about changes in company policies:

Sample #1

Human Resources Department

Date: 5th January 2023

Mr. Henery  Zulchini

Subject: Introduction of a new policy regarding late reporting to work

Dear Employees,

It has come to our attention that many employees are misusing the buffer of 15 minutes given to them for reporting to work. From the beginning of this company, we have been granting a time period of 15 minutes, that is from 10 am to 10.15 am, as buffer time for employees to report. However, almost all the employees are entering the office past 10.15 am. Hence, we are adding a new employee policy, wherein for every two days of late reporting, there will be one day’s pay deducted. This policy is effective from today.

To date, we never had any policy regarding latecomers. But, this introduction has become the need of the hour as in recent months our productivity has been severely affected. We believe that the introduction of this new policy will enable us to maintain internal discipline – helping us to increase our client ship. It will also enable us to retain more employees and provide good incentives.

Looking forward to getting the cooperation of all the employees to make Sunshine Media a better workplace.

Warm Regards,

Head of Human Resources

Easy Sample #2

Date: 29th  August 2023

UAE, Dubai

Subject: Changes in the medical examination requirements

Dear Employees,

This letter is in regard to the annual medical examination that is mandatory for all permanent employees. The management has decided to make some changes to this policy to ensure that all employees’ health and well-being are monitored and protected at all times. The changes are:

  • The medical examination is now required bi-annually.
  • Employees working on a probation basis are also required to undergo a medical examination.
  • A physician appointed by the Company shall conduct the examination. (Previously, the employees got it done by a physician of their choice.)

The above changes are to be implemented from 1st January 2023. The details to be uploaded should be done prior to this date.

We would like to thank you for your dedication and continuous cooperation.

Ruis Parkel
Admin & Operations

Policy Change Email Sample

From: john&gmail.com
To: Karren@email.com

Subject Line: Introduction of Transport Services for Early Morning Employees

Dear Employee,

As we already know that there are Van/bus services available for employees whose shift timings end after 9 pm. After careful consideration, we have decided to introduce the same services for employees whose login time is before 9 am. This new policy is for all those employees who need to report early and face trouble commuting during early morning hours. Effective Monday, 11th January, all employees who have an early morning shift can avail of the cab services for pickup.

Such employees are requested to submit their details to —–from the HR department by replying to this mail and copying ——————–.

We hope this policy will help employees reach the office on time, without any hassles.
Thank you for your services.


Jollen Smith
HR Department

Leave a Reply

Your email address will not be published. Required fields are marked *