Example Letter #1
The events of this past week might have left some ambiguity concerning our priorities. To move forward as a team, we must remove any uncertainties and accept the challenges that lie ahead. Let me restate our decisions. First, we must meet the October 15 deadline. Our holiday sales depend on that date. Second, we must release a quality product. We realize this might require long hours and time away from your families. We want to make it up to your families and are formulating a completion bonus.
We have the best team in the industry. We are close to the finish line and can see the flags waving ahead. We need one last burst of energy and commitment from each of you. For now, stop working, go home, and take the remainder of the day off. Tomorrow we'll meet in the main conference room at 8:00 a.m. for a kick-off meeting to begin the last stretch of the race.
Example Letter #2
I understand John asked you to stop what you are doing and edit the documents. He has my full support in this decision. We have studied our schedule and believe that editing is the most important thing you could do at this time.
We appreciate your efforts and consider you one of our best editors. We are confident that if you devote full-time to editing, we can shorten the time needed for completion. Be sure to call me a day or two before you finish the documents so we can review them together.
Example Letter #3
There appears to be some confusion about our new policy on company-paid health insurance. This letter should make that policy clear. Beginning May 6, Doe will pay the employee premium on a $500 deductible plan with XYZ Health Care. If the employee wishes dependent or spouse coverage, or if the employee desires a lower deductible, the employee is responsible for the resulting additional premium.
Our health insurance is an excellent benefit. We only wish we could afford to cover all employees and their dependents. If we reach our sales goals for the year, such coverage may be possible. Thanks for your understanding.
Example Letter #4
I am sending this letter to summarize and confirm the policies we discussed in our staff meeting last Wednesday. The policies are the following:
Please be sure that everyone who works for you is aware of these policies, so we can avoid the kinds of confusion and misunderstandings that have occurred in the past. We appreciate your cooperation in implementing these new policies and hope that the changes will benefit all.
Example Letter #5
As was agreed in the staff meeting on Tuesday, the birthday club will be dissolved immediately. Ms Doe has a record of dues that have been paid, and these will be returned by the end of next week. We regret any inconvenience or discomfort that any of our employees may have suffered, and are confident that we will all be happy to abide in future by the policy that prohibits any form of soliciting on company time or premises.
Write Your Letter Step-by-Step
Refer to the issue in question.
Clearly state the nature of the decision(s) made and/or the directive(s) issued.
New benches will be provided and will be in place by Monday. Three full-time sales representatives will cover the new district. Since Eric Doe has resigned, that leaves us with one necessary layoff, the last person hired. The pay raises due to the remaining sales representatives will be postponed indefinitely. Jane: meet daily with Robert on the job site to confirm team decisions. John: produce a detailed cost estimate for the project to show to the board members.
Close with an expression of confidence or anticipation. Add any final instructions.