Sample Company Policy Letter Format

[Policies can be guidelines, rules, regulations, laws, principles, or directions. Policy letter plays a very important role in a business environment. A policy is a set of basic principles or associated guidelines, formulated and governed by the governing body of an organization to direct and limit its actions in the pursuit of long-term goals. Explain the reasons for the policy and its benefits for both employees and the company. The objective of writing a policy letter is to remind every employee of an organization about the rules and regulations to be followed while working in the organization. To avoid any discrepancies, it is necessary to write a Policy Letter in fluid and clear language.]

To,

Receiver/All Employees…

Company/Organization name…

Date: DD/MM/YY (Date on which letter is written)

From,

Sender/Your Name…

Job Designation…

Sub: [New Policy Rules….]

Dear (name of the person/All),

Dear All,

It was to my great astonishment that I found that your teams have started taking easy the rules and regulations lay down by the company. (Describe in your words). This is quite unacceptable by the Board of Directors. (Describe actual problem and situation). So, now to streamline the process, I am once again writing this policy letter on which there will not be any further discussion. (Explain new rules and regulations). The rules laid down in this letter have to be followed without any questions. (Express your expectation). Please find enclosed the rules with the letter.

Please get the letter signed by your team and submit it to the HR department as the soonest. (Cordially describe your recommendation).

Yours truly,

Your name…

Job Designation…

Contact Info. and Signature…

Another Format, [Email Format]

To: Receiver mail address, name.dfhh@email.com

From: Sender mail address, name.ghjg@email.com

SUB: Tenancy Agreement

Dear Mr./Ms/Mrs.(Name),

This is an agreement concerning the recent telephonic conversation to accept and deal with the clauses as per the proposal and enter into a tenancy agreement related to the subject. (Describe in your words).

This one is to acknowledge and confirm the clauses for paying a sum amount of (Money amount) which includes monthly rental, water charge bills, and amenities maintenance. (Describe actual problem and situation). Electricity charges should be borne separately. (Explain new rules and regulations). We further request to prolong the renewal period from twelve months to eighteen months.

Lastly, we request you to give more than a month’s notice in case of vacating. (Express your expectation). We are at this moment enclosing five post-dated cheques abiding by the clauses and also includes the advance deposit. (Cordially describe your recommendation).

Yours sincerely,

Your name…

Job Designation…

Contact Info…