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Confirm a Directive or Decision

By Dr. Mel Luthy, Chief Editor, WriteExpress.com

Sample 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.

Sample 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.

Sample 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.

Sample 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.

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