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Notification of Policy Changes for Affiliates

By: Beth Morrisey MLIS - Updated: 20 Sep 2012 | comments*Discuss
 
Letters Business Letters Policies Policy

When an organisation changes its policies it should inform its affiliates. A letter that notifies affiliates of policy changes should not only include details of the changes, but how they will affect either affiliates in general or that affiliate in particular. Sources of further information on the policy change should also be included. Notifications of policy changes for affiliates should be formatted as formal business communications.

Details of Policy Changes

Include details of what the policy changes will be: this usually means citing the original policy, giving information on where the text of the policy can be found, and highlighting how this policy will be different in the future. The date on which the policy changes will take effect should also be included in this type of letter.

Details of Ramifications of Policy Changes

Details of how policy changes will affect affiliates should also be mentioned in a notification. However, only the facts of the matter should be stated. What is envisioned or expected,but can not be proven to be true may not be appropriate for inclusion in this type of letter. Instead, simply state that more information will be forwarded as it is made available.

Details of Further Sources of Information

Policy changes can be intricate and confusing, so if there is a designated method by which enquiries should be made then this information should be included in a notification of policy changes for affiliates. The name of a designated individual, his or her telephone number and email address are all appropriate content for such a letter. If there are particular daily hours or a deadline by which enquires should be made then this information should be included as well.

Formal Format

Format as a formal business communication. This means including the names, job title and mailing address of both the writer and recipient unless the letter is being sent to a wide audience. If this is the case then a memo format may be employed and the details of recipients do not need to be included. Formal salutations and closings should be used, and a space should be left for the writer's signature. Such letters should be typed and printed on organisational letterhead. Delivery via post or courier is appropriate.

Sample of a Notification of Policy Changes for Affiliates

Ms. Jennifer Brooks
Job Title
Organisation One
Organisation Mailing Address

Date

Mr. Richard Smith
Job Title
Affiliate Organisation
Organisation Mailing Address

Dear Mr. Smith,

Please be advised that as of [Date], the policies of [Organisation One] regarding [Subject] will be changed.

Currently [Organisation One]'s policies state:

[Text of Policy One].

[Text of Policy Two].

As of [Date], these policies will be altered to reflect [Subject Change]. Please find attached the new text of these policies. These changes should be made known to all [Affiliate Organisation] staff.

As an affiliate of [Organisation One], these changes will mean that [Affiliate Organisation] will [Explanation of Changes for Affiliate].

If you require further information on these policy changes please do not hesitate to contact [Organisation One]'s Human Resources Department on [Telephone Number or Email Address].

Yours sincerely,

___________
Jennifer Brooks
Job Title

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