[Your letterhead, if desired; if not, your return address]
[Date of letter-month, day, and year]
[Recipient's first and last names]
[Street or P.O. box address]
[City, State ZIP code]
Dear [recipient's name]:
We are sending this notice to all full-time company employees regarding our vacation leave policy. Effective immediately, any employee who wants to request any vacation days should submit an official written request, using the form that is attached to this letter, to his or her manager. All information on this form should be completed, and the form should be signed. The form must be submitted to the manager at least two weeks (14 days) before the date(s) of the requested vacation day(s).
If you have any questions or comments about this policy, please do not hesitate to contact either your manager or Human Resources (extension 238). Thank you for adhering to this new policy, and we hope it provides an added level of organization to our company's operations.
[Sender's first and last names]