Ready-Made Statement Letter Templates

What Is a Statement Letter?

A statement letter is a document that an organization writes to notify people about upcoming changes in the policies. This type of letter is often used by organizations when recent occurrences urge them to make quick decisions when it comes to policy revisions.

How to Write a Statement Letter

According to the Conference Board, 53% of US employees are unhappy with their jobs. This could lead to unproductivity unless the management takes immediate action. But before taking any action or applying changes, always notify your employees through a statement letter. If you need help writing one, you’re welcome to read through the guidelines below.

1. Understand the Status of the Organization

As mentioned in the definition, statement letters notify people about changes in the system. Before you start writing the letter, it’s best that you understand what’s going on in the organization. What is the reason for making changes in the policy? And how did it affect the organization?

2. Keep the Letter Concise

Your professional letter doesn’t need to be lengthy for the purpose of conveying a message. You can keep it short while still providing people with important information. By following this guideline, you’ll only need a few sentences to get your message across.

3. Highlight Specific Details in the Letter

Another way to keep your management letter concise but still informative is by using engaging keywords or by highlighting specific details. This is perfect for those who prefer skimming through letters instead of reading each line thoroughly. Even when skimming, they’ll still be able to understand what the letter is about.

4. Provide Concrete Reasons for the Policy Changes

When people are skeptical about changes, they will raise questions about its importance. As a precaution, it’s best that you include concrete reasons or evidence to serve as proof. It can either in the form of a witness or an incident report.

5. Stick to a Formal Tone of Voice

Considering this is a formal letter, you should use the appropriate tone of voice for it. This is to establish respect between you and the employees. This will also make your letter sound official, which helps in it being taken seriously by the readers.

General FAQs

• What are the different types of business letters?

  1. Sales letters.
  2. Order letters.
  3. Inquiry letters.
  4. Adjustment letters
  5. Complaint letters.

• Why are statement letters essential?

  Statement letters are essential since it keeps everyone updated with changes that have occurred in the organization. Apart from that, these letters inform them about the importance of such changes and what problems it will resolve.

• What should I include in a personal statement letter?

  1. An introductory paragraph.
  2. Recent findings that contributed to the changes.
  3. Planned changes to the policy or procedures.
  4. Date of effectivity.
  5. Departments or areas affected by these changes.

• How are changes in the policy established?

  1. Setting an agenda.
  2. Understanding the flaws of the existing policy.
  3. Identifying new policy elements.
  4. Implementing the new policy.

• What is the difference between a policy and a procedure?

  Policies simply provide the organization with a direction, while procedures provide a more detailed step by step process. Another difference is that policies remain unchanged for a long time, while procedures change on a regular basis.