Policy change letter 2023 (guide + free examples)

This post covers a policy change letter

An organization policy without policies is like a car without sterling.

Policies are an essential part of any organization.

They provide guidance, consistency, accountability, efficiency, and clarity on how an organization operates.

This offers members guidelines and principles to follow.

I know, this post is not about policies but a policy change letter.

I just wanted to show you how policies are essential to any organization and why their change should be done with a high degree of care.

If you can change the policy, you may be able to affect the operation of the organization.

But change is a major part of our lives.

From time to time, depending on the various requirements or any arising situation, organizations make changes in their policies for the welfare of the employees or the organization.

When they do so, they are bound to inform all relevant stakeholders (employers, customers, partners, shareholders, etc.) about the policy change.

The proper way to inform them? policy change letter.

Writing an effective policy change letter is a huge legal responsibility and writing a flat boring letter might not be helpful.

To help you with that, here I will take you through;

  • What is a policy change letter
  • Why do you need a policy change letter
  • How do you write an effective policy change letter
  • Policy change letter example
    • policy change letter to customers
    • insurance policy change letter
  • etc.

Let’s get started

What is a policy change letter?

A policy change letter is a brief statement of facts written by an organization to inform its employers, partners, user, customers, and other relevant individuals about a change in its certain policy.

This letter contains all the information required for them to fully comprehend the changes. (more on this later)

It is used to inform the policy change that has already been made or notify the recipient of the date when the new policy will be effective.

Is a policy change letter necessary?

YES a policy change letter is necessary whenever an organization is changing policy because;

  • It is a great opportunity to announce and explain the impacts/benefits of the new policy to your stakeholders
  • It informs a person about new rules that are to adhere to in the future.
  • It allows a person to remain up to date on the organization’s code of conduct, policies, and procedures.
  • It shows that you care about the people you are dealing with.
  • It strengthens your connections with your stakeholders.
  • etc.

How to write a policy change letter

A policy change letter is written in a business letter format. Begin your letter with your organization address and contact information, followed by a date and the recipient’s address, and state that you are writing to inform about the policy change. Provide the details of the policy change including the policy name, benefits, and the effective date.

REMEMBER the aim of your policy change letter is to notify the reader about the policy change.

Therefore to write an effective policy change letter do the following

  • Provide your name/organization, address, and contact information
  • Include the date of the letter
  • Include the recipient‘s name, address, and contact information
  • Provide the name of the policy changed.
  • Highlight the key changes
  • Describe the reason in detail for changing the policy or implementing any new one
  • mention the benefits of the new policy
  • Provide the effective date
  • State what the recipient should do regarding the changes
  • Say sorry for the inconvenience
  • Maintain a professional tone
  • Be clear
  • Be honest and transparent
  • Be positive

Policy change letter example

The following is a general example of a policy change letter that you can use to notify anyone about the policy change.

Your Organization Name
Address
City, State, Zip Code
phone
email
website

DATE

[Recipient’s Name]
[Recipient’s Street Address]
[Recipient’s City, State, and Zip Code]

Re: [name of the policy] change notification

Dear [Recipient’s last name]

It is with great enthusiasm we are writing this letter to notify you about the recent changes we made to our above-named policy effective on [date].

We would like to bring your attention to the following key changes

  1. First key change
  2. Second key change
  3. Third key change
  4. etc.

We have decided to bring those changes to our [name of the policy] because

  1. Reason one
  2. Reason two
  3. Benefit one
  4. Benefit two
  5. etc.

To comply with the changes you have to [explain what you need a recipient to do in a response to the changeif the recipient has nothing to do use the below paraghap]

This is a mere notification no action is required on your part.

Thanks for your understanding regarding this matter and We sincerely apologize for any inconvenience.

Sincerely

[signature]

[Name]

Position

Policy change letter to customers

The following is a sample policy change letter that you can send to your customers.

ORGANIZATION LETTERHEAD

DATE

Dear esteemed customer

This is to inform you that we have changed our [name of policy] effective on [date] due to [reasons for change].

The following are the key changes regarding [name of the policy]

  • change one
  • change two
  • ‘change three
  • etc.

To comply with the changes you have to [explain what you need a customer to do in a response to the change]

or

This is a mere notification no action is required on your part.

Thanks for your understanding regarding this matter and We sincerely apologize for any inconvenience.

Sincerely

[signature]

[Name]

Position

Insurance policy change letter

Your Organization Name
Address
City, State, Zip Code
phone
email
website

DATE

[Recipient’s Name]
[Recipient’s Street Address]
[Recipient’s City, State, and Zip Code]

Re: [name of the policy] change notification

Dear [Recipient’s last name]

We are writing to inform you of the recent adjustments we made to our above-mentioned policy, which became effective on [date].

We’d like to draw your attention to the following significant changes.

  • list of significant changes

We have chosen to make such adjustments to our [policy name] because

  • reasons for changes

You must [describe what you require a client to do in response to the change] in order to comply with the changes.

We appreciate your cooperation in this situation and genuinely apologize for any inconvenience.

Sincerely

[signature]

[Name]

Position

Read also: Change of address letter (guide + samples)

Isack Kimaro
Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion