Oftentimes, employers have to change the work schedule to ensure that everything works smoothly. The schedule change can be due to many reasons such as a change in working hours, employing more workers, etc. When a company decides to change the shift or the work schedule of an employee, it writes a letter of notification to him in order to let him know about it. In some cases, this change in shift decision is taken in response to the request of the employee. Even if this is the case, a letter will be written to inform him about it.
If you have been assigned the task of writing this letter, keep the following points in mind:
Inform the employee about shift change right away:
Since this is a professional letter, you must not waste the time of the reader by giving unnecessary details. Stick to the basic information that you intend to share and close the letter.
Give the reason:
The employee often wants to know why this decision has been taken. So, before he asks you about it, you can give the reason in advance. Make sure that the reason makes sense to the reader. If you have taken this decision on the employee’s request, then mentioning the reason is not important.
Communicate your expectations:
After giving all the information, communicate what you want the reader to do in response to this letter. Make sure that you can communicate what you expect from the employee.
Subject: Change in shift regarding [XYZ]
Dear Mr. ABC,
This letter is being written to you to let you know that the company has brought about a change in shift. Due to this, you will see a change in working hours. The change in office timings has been done because of change in season. Your new shift will be from 7:00 to 14:00.
New timings will be implemented from the 1st of next month. We would like to see adherence to the above-mentioned timings from your side as your lack of cooperation can lead to many problems for the company. Furthermore, we don’t expect it from you.
If you want to know more about the change in shift, you can contact me at (mention your phone number). We look forward to you working productively at new work shifts. Thank you so much for your cooperation.
Name of the sender
Sender’s designation in the company
Subject: Notice of change in shift regarding [XYZ]
Dear Mr. ABC,
This is to inform you that your work shift is being changed and will be effective from 1st October 2022. As you know that we have expanded our company and hired new people, and a new schedule has been designed for every person. Therefore, every employee is experiencing a change in work hours.
As per the policies of the company, we have decided to bring changes so that we can accommodate all our employees in a balanced way. We believe that a change in working hours is very exciting for people as it brings a change in their routine and they experience a change that brings excitement in their life.
We would like to instruct you to be at work at 8:30 sharp so that we can guide you in a better way about the changes in the work schedule.
We know that you might have some problems dealing with the new shift. However, we expect you to handle the situation professionally. However, still if you face any problems adjusting to the new routine, you can contact me. We will try to sort things out for you as much as possible. We will try to manage the situation to the best of our abilities as the satisfaction of our employees is our top priority.
Thank you so much for your cooperation. We are so excited to see all of you working happily and with passion at your new work shifts.
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