Policy Change Announcement

When to use this

Used for HR policies, expense policies, leave policies, etc. Avoid the trap of burying the lede in process language. Lead with the change, then explain.

What’s included

• What's changing
• What's not changing
• Why
• What you need to do
• Where to find detail
• Who to ask

What to customise before you use it

• Replace Subject with your real meeting, project, or stakeholder details.
• Replace Policy name with your real meeting, project, or stakeholder details.
• Replace Date with your real meeting, project, or stakeholder details.
• Replace Action 1, with deadline with your real meeting, project, or stakeholder details.
• Replace Action 2, with deadline with your real meeting, project, or stakeholder details.
• Replace Link with your real meeting, project, or stakeholder details.
• Replace Name with your real meeting, project, or stakeholder details.
• Replace HR confidential contact with your real meeting, project, or stakeholder details.
• Replace intent — fairness / clarity / safety with your real meeting, project, or stakeholder details.
• Replace Sender with your real meeting, project, or stakeholder details.

# Policy update — [Subject]

Hello team,

I'm writing to let you know that we're updating our [Policy name], effective [Date].

## What's changing

> One paragraph. Specific. No corporate-speak.

## What's not changing

> One paragraph. The reassuring section.

## Why

> Two to three sentences. Honest reasoning. If a regulatory or external driver is the cause, name it.

## What you need to do

- [Action 1, with deadline]
- [Action 2, with deadline]

## Where to find detail

- Full policy document: [Link]
- FAQ: [Link]
- Two examples of how the new policy applies in practice: [Link]

## Who to ask

- For HR / process questions: [Name]
- For anything you're uncomfortable raising in your team: [HR confidential contact]

We've designed this with [intent — fairness / clarity / safety]. If something about it doesn't work in practice, please tell me.

— [Sender]