Example Letter #1
It has come to our attention that some of you have expressed concern over the emergency treatment given to a recent accident victim. Company policy states that, "In case of an accident, company medical personnel should be summoned immediately." We reaffirm this directive and amend it as follows to prevent misunderstanding or potential harm: "Only trained medical personnel are to handle accident victims." Insurance regulations require this necessary precaution.
Doe Corporation is concerned about the health and safety of all visitors and employees. We recognize that the best way to handle an injury emergency is to get medical help to the scene as soon as possible. Thank you for your attention to these procedures. We appreciate your cooperation.
Example Letter #2
There appears to be some confusion about personal use of our fax and copy machines. We will allow unrestricted use as long as you pay Jane Doe in accounts receivable for all copies and faxes. Of course, personal use should never interfere with company use. Per page rates are posted over both machines. You will note that the cost is much less than you would pay at a copy center. This seems to be the only fair way to handle this matter. We appreciate your cooperation.
Example Letter #3
I am implementing a new procedure for disposing of the scrap aluminum from the window shop. The recycling firm that currently hauls our scrap is being replaced by a new service at a much better rate.
Beginning June 17, we will place all of our scrap aluminum in a yellow container marked "Doe Recycling." This extra step will more than pay for itself in a short time. Doe will not pick up scrap left beside the shop. Please contact me if you wish to review Doe's rates or have any other questions.
Example Letter #4
Laptop or portable computers are repositories for critical information and are often carried away from the office with a wealth of company-sensitive data loaded on them. Due to their size, theft of laptop and the removal of their hard disks have become commonplace.
All Doe employees who use laptop must be concerned about protecting the physical hardware, the information contained therein, and the U.S. export controls that apply to any software applications and source codes resident on the laptop. For improved laptop security and to reduce the exposure of loss, please do not leave laptop unattended or where they can be seen in offices overnight. Also, if you are using your laptop in public while away from the office, please protect the screen and your work from the view of others.
Thank you for your compliance with these procedures regarding laptop security.
Write Your Letter Step-by-Step
If appropriate, identify the problem which has made the directive necessary.
State or explain the existing or new procedure.
Close by expressing appreciation and reiterating the importance of the information you have conveyed. Offer to respond to questions and problems.