All companies have their own policies and rules when it comes to their workplace. These policies serve as the employees’ guidelines for the job-related matters. These policies are made to clarify matters regarding compensation, benefits, vacations and holidays. They may also institute the house rules of the company. When the management decides to endorse an existing or new company policy, it has to be communicated to everyone so that they will be aware of the changes.

Letters that endorse an existing or new company policy must be well-written. It does not have to be that formal but make sure that your employees will understand them well. You should also address and direct the letter to all of the employees that will be affected by the policy. Include the effective date of the revised or new policy. If you are implementing a revised policy, include a description of the old policy.

Explain to them the need to revise the existing policy. Should there be any questions from the employees; make sure you provide a means for them to communicate their concerns. And lastly, make sure that your letter has been approved by the Human Resources head. Below is a sample letter on how to endorse an existing or new company policy:

Sample Letter

June 20, 2010

Mr. Gale Forceberg
R & D Manager
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Production Department
Fast Lane Production Company
75 Kilometer Drive
Detroit, MI 55555

Dear Team,

Effective June 10, 2010, the company will impose a 10% daily salary deduction from all employees that come to work late. The company used to impose only a 5% daily salary deduction. However, we’ve noticed that within the past few months, the number of employees coming to work late has increased.

If an employee is tardy, the company’s overall productivity is also affected since less work is accomplished in a day. If employees come on time, we could reach our quota for the day, or may even exceed it.

As a part of our rules and regulations, everybody is required to abide by this new policy. Failure to follow this will result to breach of company policy.

We are looking forward to the employee’s improvement. Let us all work cooperatively for our company’s success. Should you have any other questions or concerns, please feel free to contact me at 123-45-67. Thank you very much.

Sincerely,

Gale Forceberg