Directive Letter to Employees for Change in a Procedure

Directive Letter to Employees for Change in a Procedure

Letters Kate

Directive letters are written to issue directions to people working under your supervision. Any change in the procedure done by the company should be told to employees. The change in procedure is required to be followed and accepted by every employee in the company.

Moreover, if there is any action that the management of the company wants the employees to take, it is specified in the form of instructions in the directive letter.

Tips for writing a directive letter:

  1. Since the main purpose of writing the directive letter is to give instructions to the recipient, the instructions should be given very clearly so that the misunderstanding can be avoided.
  2. Your expectations from the employee regarding the actions to be taken on changed procedures should be clearly stated in the letter.
  3. Mention the deadline of the task in which the recipient is required to complete the task.
  4. The results of following all the directions should be mentioned in the letter. This will motivate the employee.
  5. The reader should be told that your expectations for him are very high. You should tell the employee that you expect to get perfect and flawless work from him.
  6. Offer the recipient additional help to the employee in following the directions given in the directive letter.
  7. If there is any person in the company who can help the employee in following those directions, his name and contact details should be mentioned.
  8. Add the directions in the letter with bullet points so that additional details other than instructions can be distinguished.

The template for the directive letter to employees can be downloaded from this website. This template has been designed for all those people who need a professionally crafted directive letter.

The template is readymade and requires little or no editing. A user has to input the details in it to make it suitable for his personal use and then he can send it to his employees.

Samples

#1

This is to notify you that we are bringing a change in our procedure for reporting official expenses with effect from 1st June. From this date onward, all expense reports must be submitted to the finance department through our new online portal.

Here are the main steps of the procedure:

  1. Login to the portal using the user ID and password that will be provided to you shortly through email.
  2. Upload photographed copies of original receipts and fill out all the required fields. The receipts must clearly show the invoice number and date of the transaction.
  3. Click the submit button.

This new procedure aims to make the process of reimbursements smoother. It will be quicker with a well-organized record of your receipts.

In case of any ambiguities and questions, please contact XYZ from the finance department.

#2

We are writing to inform you about an update regarding the procedure for our meeting schedules. All meeting requests should now be made using our new XYZ system. Moreover, other than urgent meetings, all meeting invites must be sent at least 24 hours before the scheduled time. This will ensure the availability of all the participants.

The new system will improve the process of creating meeting schedules. It will ensure there are no scheduling conflicts.

A user guide with the details of the XYZ system will be distributed to all employees by the end of this week. Please make sure you familiarize yourself with the use of the platform and available tools. In case of any queries or confusion, please feel free to contact the IT department.

Your cooperation in adapting to this new procedure will be highly appreciated.

#3

Effective from (date), there will be a new customer service protocol. This protocol has been created to improve our interaction with our clients and offer quicker and better service.

According to the new protocol, all customer inquiries will be logged and tracked using the XYZ software. Your response to the clients will also be recorded. In this way, the organization will be able to check the quality of our services and make sure there are no customer complaints regarding the behavior and response of our customer care team.

Therefore, all customer interactions will be conducted through the XYZ app. Contacting customers outside the system is strictly forbidden and will be fined.

We are going to hold a training session on (date) to familiarize the customer care department with the use of the XYZ software. You will also be learning about the required protocols.

Please feel free to contact ABC for your queries.

#4

This is to inform you about a change in our order processing procedure. We want to improve our delivery efficiency. This change will be implemented from (date).

As per the new policy, all online orders must be processed within 24 hours and forwarded to the XYZ department. From there, the packaging and address labeling procedure must be completed within 2 business days to avoid delivery delays.

This efficiency will help us provide a better service as compared to our competitors. As a result, we will be able to gain more loyal customers.

Your cooperation will be highly valued.

#5

We are delighted to inform you about an update in our inventory management procedures. The change is aimed at reducing your workload and improving accuracy, thereby reducing your work stress.

We will now be managing our inventory through a new management software. This will involve regular inventory checks to ensure we are well-stocked. The software will also help us track items that are going to expire soon. Overall, it will help us improve our efficiency and make it less time-consuming for our inventory management team.

This new procedure will be implemented starting from (date). You are requested to attend a training session on (date) to understand the procedure better.

Please contact XYZ for further details.

#6

It has come to our attention that the employees are using office stationery for personal purposes and not abiding by the company procedures. Using the fax and printing machines has become a norm on our work floor.

As mentioned in the employment contracts and discussed multiple times, we allow unrestricted use of the office stationery if the employees pay subsidized rates for the usage. The personal usage should never interrupt and distract the company usage.

The rates for printing and fax have been mentioned on the notice board. You might have observed the prices to be lower than the market rates. This is the best we could have done for our employees. We appreciate your cooperation.

Directive Letter to Employees for Change in a Procedure

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