Letter to Notify Employee of a New or Change in Policy

Usually, the employees of a company are well aware of a company’s policies, however, the policies are not permanent. They may change as per requirements. At other times, a new policy is introduced. Though the change of a policy or the introduction of a new policy is brought into the knowledge of employees in official meetings, it is still important and a business norm too to individually inform the employees about the policies by sending them notification letters. This letter can be used in order to inform the employees about the new policy of salary withdrawal.

1.

I [name], [designation] from the HR department, am writing to inform you about the change in policy decided on [date] in the annual [meeting name].  Earlier the number of casual leaves authorized to each employee was [number]. But now they have been reduced to [number] effective from [date].

This decision was taken in light of the increase in workload post-Covid and would be revised after [number] months. Hopefully, the backlog would be clear by then and the leaves would be reverted back to the old number. The employees who have already used up these casual leaves should contact HR to know what options they have as they vary from individual to individual. For any further queries, please contact Mr. [name] in [department name] at [phone number] or email him at [email address]. Looking forward to your understanding and cooperation.

Yours sincerely,

2.

Dear Staff,

This letter is being written to inform you about the new policy regarding internet usage decided in the meeting held on [date]. Although we have a very generous internet package for office work we received an email from the service provider last month that the internet usage was above the allocated limit and advised us to monitor the internet activity of all employees.

To our disappointment, an investigation into the matter revealed an extremely unprofessional attitude as we discovered that [number] percent of the usage was on social media, gaming, and movie downloads. This is very immature and is not expected from professionals of your caliber. This is unethical too as these facilities are provided in good faith that the employees would not exploit them.

We have decided the following course of action to deal with this issue: A detection software has been installed on the computers and whenever anyone uses the internet for anything other than work, a notification would be sent to the computer administrator who in turn will inform the HR. HR will then call the employee for an explanation and this would be recorded in the employee file maintained for each of you. Furthermore, non-work-related usage is prohibited even during lunch hours.

Please refrain from any such activity which would put you in an awkward position and be a source of embarrassment for you. Looking forward to a more professional attitude from all of you in the future.

Yours sincerely,

Letter

It is to notify you that we have introduced our new salary withdrawal policy. This will be a temporary policy. All employees are notified that the policy of monthly withdrawal of salary has been changed to weekly withdrawals.

You’ll now be able to withdraw your salaries on the weekly basis. Be clear that the monthly salary withdrawal has not been made fully unavailable. Both options are open for use until this new policy is made permanent, therefore, those employees who prefer the monthly withdrawal can continue to do so.

This policy will take effect from [enter date]. You are requested to submit your feedback on the policy after a month of its activation. Depending on the feedback, the policy will be made permanent or otherwise will be resumed to the older monthly withdrawal policy.

Thank you!

Sincerely,

Letter Notifying that Wrong Seat Covers are Returned

Sample -1

I [title] [name] am writing to you from [org name] in reference to your complaint regarding the [name] seat covers you ordered online on our website on [date]. We have looked into the matter and we are really sorry that the wrong set of seat covers was dispatched. We want to inform you that you can return the seat covers to the address given at the end.

We would cover the courier cost. Also, you can choose to get a refund or a replacement for the placemats. We are also sending you a voucher of 10% off for any future purchase. We deeply regret the inconvenience you faced.

Return Address:
[Address]

Looking forward to serving you better in the future.
With regard,

Sample -2

Dear Sir

I [title] [name] am writing to you from [org name] in reference to your complaint regarding the [name] seat covers you ordered online on our website on [date]. We have received the seat covers you returned. Since you had requested a refund so we are returning the amount we owe you plus the courier cost. Kindly share your banking details so that our [department name] can send the amount over. We deeply regret the inconvenience you faced. Looking forward to serving you better in the future.

With regard,

Online shopping is not always a good experience. Sometimes you have to face disappointment due to it. A wrong or damaged product is sent to you and it gets worse when you have no choice to return it. In most cases, the service providers keep the option of returning the product in case it is wrong or damaged. If you experience such a shipment, it is always recommended to contact the company and return the product along with a detailed letter mentioning what went wrong.

Letter -3

I ordered seat covers from your company. I was happy to receive my parcel quite early though to my utter surprise the cover was not what I had ordered. I ordered for [enter what you ordered] while I received [enter what you received]. I am very much disappointed with your services. It could possibly be a mistake I know but I just did not like what happened to me. This is not merely a complaint letter.

I am sending back these seat covers to you. Hopefully, you’ll receive the parcel soon. Please refund me so that I could buy the seat covers of my own choice from somewhere else. I don’t want to extend my expectations with you but I will be happy to receive the shipping cost that I now have to spend on this return because after all, it was your mistake.  Many thanks!

Size: 26 KB Word .doc File 2003 & later

Legal Notice of Non-compliance of Order

Sample -1

I, Robert Morris, working as an advocate in civil courts of North California, sending you this legal notice after receiving instructions from my client, Mr. Rajesh, CEO of [ABC] industries, in response to your non-compliance with the order which was placed by him on [date]. You are hereby notified;

  1. That my client entered into an agreement with you on [date] to establish good business relations with your company. Later, on [date], he placed an order to produce plastic pipes in bulk quantity for which he made an advance payment to your company as well.
  2. That material was tested in the laboratory for its validity and reliability by engineers. Reports of tests showed that along with polyvinyl chloride, you have used some other material which affected the quality of the material in a bad way.
  3. That you were informed by my client on [date] about various flaws found in the product through email but unfortunately, no reply was sent by you in response. On a number of occasions, the operator tried to contact you through a phone call but your nonavailability on every occasion made the situation more suspicious.
  4. Since you have shown non-compliance with my client’s order, therefore there is no exaggeration in saying that you are responsible for the loss which has occurred as a result of your negligence. Now, my client has full rights to recover the amount. Therefore, you are being informed through this legal notice to pay $4000 within 15 days of its issuance. If you fail to pay that amount to my client within a specified deadline, formal legal action will be initiated against you.

Name of advocate


Size: 22 KB Word .doc File 2003 & later

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Sample -2

Subject: Notice of non-compliance of order [X]

Mr. Morris,

This letter must be treated as a legal notice which is being sent to you by the undersigned after receiving instructions from the client, Amit Mishra, CEO of [ABC] industries in response to your non-compliance with the order.

The client of the undersigned informed that he placed an order for the purchase of [name of goods] on [date]. The order was delivered on time and the product was also tested for its quality. Reports received after analysis from the quality testing laboratory revealed that the material used in the making of the product was not of good quality which proved that you have shown non-compliance with my client’s order.

Owing to your non-compliance, my client had to bear a huge loss because of your dishonesty. Therefore, as per the terms and conditions of the contract which was signed between both of you, my client has the right to recover the amount in lieu of loss which he had to bear. You are hereby informed through this notice to pay $6000 to my client within 10 days of its issuance. Failing to comply with the instruction will result in the initiation of formal legal proceedings against you.

Name of advocate


Size: 23 KB Word .doc File 2003 & later

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Legal Notice for Non-compliance to Contractor

Sample -1

I am sending you this legal notice on behalf of my client, Mr. Meezo Chauhan, CEO of [ABC] constructions after he discussed with me the matter of non-compliance of contract on your part. You are hereby notified as under.

It is hereby declared that my client signed an agreement with you on [date]. The contract was about the construction of 25 kilometers double road. The project was to be completed within one year.  

That as per the terms and conditions of the contract agreement, it was required to construct a double concrete road from X to Y point. You were required to construct a smooth road, trim it off to an appropriate level, seal and connect it properly and finally reinforce it to eliminate any chance of cracks in the future.

After you completed this road construction project, this thing came to the notice of my client that you failed to maintain that quality standard as was required by you, and therefore, you have shown non-compliance with the contract in the following way:

  1. You used the substandard material comprising a large proportion of sand.
  2. Certain other parameters pertaining to quality testing and control were not followed properly and it has been confirmed after the post-completion survey.

The striking thing which you have breached and violated was that owing to the use of substandard and low-graded material, cracks on road have been found to appear on the newly built road. Painful thing is that it has been less than two months since this road has been constructed and the appearance of cracks within this short span of time is far from being understood.

Now you are required to refer to the documents which are attached herewith to prove your non-compliance with the contract.

That I demand you on behalf of my client to rectify those flaws which have been found in your work within 15 days of issuance of this notice.

That if you fail to comply with the instructions in this notice, my client will have full right to initiate the formal legal proceedings against you and you will be fully responsible in this regard.

Name of Advocate


Size: 22 KB Word .doc File 2003 & later

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Sample -2

Subject: Notice of non-compliance to [X]

Mr. Henry,

The document in your hand must be treated as a legal notice which is being sent to you on behalf of my client, Mr. Anderson, CEO of Stars leather industries after he discussed with me the matter related to your non-compliance with the contract. According to his instructions, you are being notified as under:

On [date], you entered into an agreement with my client who deals in the business of leather goods. The contract was about the production of leather jackets and belts in bulk quantity and it was supposed to be completed within 6 months after being signed.

That you were advised to keep yourself abreast of modern market trends and other rules and regulations to keep your performance according to the required quality and to avoid any breach of contract.

That everything related to this contract was discussed in detail by my client. You were made aware of all those quality standards as required. You were also required to satisfy all the requirements of this contract positively.

It is further notified that the material sent by you was tested by my client for all quality parameters and you are hereby informed that my client is not happy with the quality of material being used by you. The type of material was clearly indicated which was supposed to be used in the making of all goods.

Since you have shown non-compliance with the terms and conditions of the contract in terms of using low quality/substandard material, therefore your breach in this regard has been proved and you are required to rectify all those flaws which have been found so far by my client.

A list of all these flaws is attached herewith. Moreover, it is informed that if you fail to comply with the instructions in this notice, my client will be forced to initiate legal proceedings in a formal way.

Name of Advocate


Size: 22 KB Word .doc File 2003 & later

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Notifying Employees About Change of Vendor

1:

I, Harris, CEO of [XYZ Company] want to notify you through this letter that we have terminated the contract with [Mr. ABC]. From now onward, he will no longer be acting as a vendor for our company. This notification is effective from [date].

He had been working with us for the last ten years and provided his services for this company. But then I had to take this decision after receiving a lot of complaints from your side since you all were not satisfied with the quality of the material he has been supplying us for the last two months. Despite rapid and repeated communication, he failed to raise the standard of material. Instead of [Mr. ABC], [Mr. XYZ] will be acting as a vendor from now onward for our company.

Since you all have been notified through this letter about the change of vendor, therefore, you are directed not to purchase any material from [Mr. ABC] on behalf of the company because all the bills or receipts issued by him will not be accepted for the claim and no excuse will be entertained in this regard. [Mr. XYZ] is an authorized vendor for our company and you are therefore directed to purchase every item from him for which you want to make a claim.

I hope this notification has been received and acknowledged by all the employees.

Yours truly,
[XYZ]


Size: 20 KB Word .doc File 2003 & later

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2:

Subject: Notifying employees about change of vendor

Dear all,

In response to a lot of complaints, I received from your side about [Mr. ABC], who was working as a vendor for our company, constituted a committee to analyze the issue. It is hereby notified that the contract of [Mr. ABC] is being terminated W.E.F. [date] and he will no longer be working as a vendor with our company.      

From now onward, [Mr. XYZ] will be our new and authorized vendor with effect from [date]. He has a good repute in the market, and we have selected him as a vendor after conducting a lot of research. This is being clarified that no bill or receipt will be accepted for a claim which is issued by our ex vendor. We have taken this decision keeping in view the poor quality of his services.

Moreover, it is further notified that only such a bill will be accepted for a claim which is issued by our current vendor. Since it has been described that the contract of our vendor is being terminated on [date], therefore, you are directed to claim any bill issued by him before the said date because no such claim will be entertained after this date and no excuse will be admitted thereafter.

I hope you all will comply with the instructions issued in this notification.

Yours truly,
[XYZ]


Size: 22 KB Word .doc File 2003 & later

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