Notify Employees about Change in Existing Policy

Every business owner has a right to change the company’s policy or make new policies. If a company makes a new policy or changes the existing one, it is important for it to inform all the employees about the implementation of a new policy. The first step before implementing the new policy is informing the employees through a memo or a letter.

How to notify the employee about change in existing company policy?

  1. Whenever you decide to change the existing policies, you should clearly describe your changes to the employee. There should not be any confusion in employee’s mind so the implementation of policies should be recorded correctly.
  2. If the change in policy causes any kind of inconvenience to your employees, apologizing in a professional way is recommended.
  3. The details of the new policy should be written clearly.
  4. Make sure that you have proper grammar and punctuation in your notification that will enable the employee to understand the notification easily.

Tips for writing notification:

The chances are good that there was a problem with the existing policy due to which, the company decided to change it. Whatever the reasons are, the employee should be informed about them. The disrespected attitude in the notification written to the employee should be avoided.

You should not mention the name of any specific employee who violated the policies and compelled the company to change them.

If you are going to change the existing policy, you should highlight the existing policy and should describe it clear that how the new policy is different from the older one. The page number and section of the existing policy should be referenced.

Mention the correct date in the notification so that the employee can know that it is the updated version of the policy manual he is being notified about.

Make sure that you are notifying your employee in a correct manner. If you want to notify the entire staff, reconsider your distribution policy to know if it distributes the notification well.

Ask the employee to sign the notification at the end.

Sample Letter

This letter is to inform you of the change in existing company policy with regards to the latecomers. The company has decided to deduct 50% of one day salary if an employee is late for thrice a month. Previously the company used to deduct 10% of the said salary.

This leniency went wrong for the company as the employees took it more than easy to be late in the workplace. In the last few weeks, the strength of employees coming to work late has been greater than ever before. This is a threat to the reputation of the firm that we cannot afford. The productivity of the company has also been affected in the worst way.

Therefore, all of you are strictly advised to follow the new policy otherwise the company will be entitled to deal with the latecomer in the probable harsh way. We are seeing forward to the employee’s upgrading. Let us all work supportively & understandingly for our company’s nonstop achievements.

Thank you!

Notify Employees about Change in Existing Policy