Is an Email Enough for Role Changes, or Should I Send an Official Letter?

Change in Roles and Responsibilities

Recently, there was an email communication sent out by our Managing Director regarding a change in roles and responsibilities for one of our Senior Managers, who is being replaced as the Group Head for one of our verticals. However, there has been no official letter issued to the employee regarding the change in his designation.

My query is, will this email communication suffice for the organizational changes, or should I issue an official letter to the employee regarding the change in his designation? If I do decide to issue a letter, should it be backdated or can it be effective as of today?

Please confirm.

Communicating New Roles and Responsibilities

Your MD has communicated his new roles and responsibilities through email. You may take a copy of this email, issue it to him, and also communicate it to your employees through the notice board.

Regards,
P. Xavier Raj

For a change of designation or roles and responsibilities, it is important to issue it on the company letterhead. Now you can issue this letter as a follow-up to the earlier email. It need not be backdated. Attach a copy of the email to this letter.

Kindly apprise your MD, albeit gently, that he need not rush these tasks through emails. He can show patience by providing formal letters.

Regards,
DVD

Thanks, Dinesh. The issue was also that there was no HR at the time of this announcement, as the earlier HR happened to go on a medical emergency, and I have joined only recently. Nevertheless, I shall have a word with the MD and issue a formal letter to the concerned employee.

If a candidate's designation has changed, a letter should be given to them to explain the new roles and responsibilities. An internal copy should be sent to all top-level managers to announce.

Dear Divya, Thanks for the feedback. Hardly any member shows the courtesy of this kind to give feedback after the implementation of some suggestion or advice. Kudos to you! Thanks, Jinson. I issued the letter yesterday to the concerned employee 

DVD