How to Write an Email About a Policy Change

Policies often change to align with evolving business needs. This article provides a comprehensive guide on how to write an email about a policy change. You will learn the steps to take before writing the email, what to include in your email, and even get your hands on a ready-to-use email template.

To write an email about a policy change, understand the new policy thoroughly, identify affected parties, gather relevant details, use a clear subject line, explain the reason for the change, detail the new policy, discuss impacts and benefits, and provide an implementation date.

What To Do Before Writing the Email

Before you begin drafting your policy change email, it’s essential to:

  • Understand the new policy thoroughly: Familiarize yourself with all aspects of the policy change.
  • Identify the recipients: Determine who will be affected by this policy change.
  • Gather relevant details: This includes the reason for the change, the benefits, and any potential impacts.

What to Include In the Email

Your policy change email should include:

  • Clear Subject Line: The subject line should be clear and precise to capture recipients’ attention and give them an idea of the email’s content.
  • Reason for Change: Explain why this policy change is necessary.
  • Policy Details: Provide a detailed description of what the new policy entails.
  • Impact and Benefits: Discuss the potential impacts and benefits of this change.
  • Implementation Date: Specify when the policy change will take effect.

Email Template

Here’s a sample email template you can customize:

Subject: Important Policy Change Announcement

Dear [Recipient's Name],

We are writing to inform you of an upcoming policy change at [Your Company's Name]. This decision was made after careful consideration to improve our [mention area or process] for better efficiency.

The new policy [describe new policy in detail].

This change is expected to bring about [mention benefits]. The impact of this change will be [mention impacts].

The new policy will go into effect starting [Implementation Date]. We appreciate your understanding and cooperation as we implement this new policy.

Thank you for your continued support.

Best Regards,

[Your Name]
[Your Position]


Writing an email about a policy change might seem daunting initially, but with proper preparation, clear communication, and a structured approach, it can be done effectively.

Remember to keep your tone professional and use language that is easily understandable. Your aim should be to clearly convey the changes and their implications to the recipients.