How to Write a Clear and Effective Letter for Issuing Mobile Phones and SIM Cards to Employees

When preparing a letter to issue mobile phones and SIM cards to employees, it is essential to include specific details and guidelines. The letter should clearly state the purpose of providing these devices, any associated company policies, and instructions on how to use them responsibly.

Here is a suggested format for the letter:

[Your Company Letterhead]

[Date]

[Employee's Name]
[Employee's Address]

Dear [Employee's Name],

Subject: Issuance of Mobile Phone and SIM Card

We are pleased to inform you that as part of our commitment to enhancing communication and efficiency within the company, you have been selected to receive a company-provided mobile phone and SIM card. These devices are intended to support your work responsibilities and facilitate better connectivity with your colleagues and clients.

Please note that the mobile phone and SIM card are company property, and their usage should be in line with our company's policies and guidelines. It is essential to use these devices responsibly and solely for work-related purposes. Personal use should be kept to a minimum, and any incurred expenses beyond the allocated limits will be the employee's responsibility.

Attached to this letter, you will find a detailed user manual that outlines the features of the mobile phone, instructions on setting up the SIM card, and guidelines for maintaining the devices. Kindly familiarize yourself with this information to make full use of the provided resources effectively.

If you have any questions or require assistance regarding the mobile phone and SIM card, please feel free to contact the HR department for support.

We trust that you will make good use of these tools to enhance your productivity and communication within the company.

Thank you for your cooperation.

Sincerely,
[Your Title]
[Company Name]

You may write the letter all by yourself and then ask to verify it. I'm sure most of our seniors here would love this process because it not only gives you immense learning but also intensifies your thought with confidence.

Eligibility for Mobile and SIM Card

Also, what level are you considering to arrange mobiles? All employees, like executives, may not be eligible for mobiles; rather, a SIM card is exceptional. Please clarify with your management.

Besides, please find the letter format as desired by you:

Date:

To: Name of the employee

Company: Name

Dear Mr. Name,

Sub: Issuing Mobile & SIM Card – Reg.

With reference to the captioned subject, the Management has decided to provide you with mobile and SIM services under a closed user group connection for the position that you have joined with us. Your designation allows us to provide you with [Model of the phone] allotted by the company. The company bears only the rental allotted to your usage, and any excess of the limit shall be deducted from your salary.

In case of loss or damage of the handset, you shall be required to replace the handset at your own cost. At the time of leaving the services of the Company, you will have to return this handset and SIM card to the undersigned of the Company.

Yours Faithfully,

For COMPANY NAME

SIGNATURE OF THE AUTHORIZED PERSONNEL

HR DEPT

Hope this helps you as your draft letter.

Regards

As rightly pointed out by Sharmila Das, it would have been more appropriate if you had made a draft yourself and then asked for the opinion of others. Please do not shy away from making an attempt for fear of making a mistake or being ridiculed. This forum is to promote awareness and learning all the time.

It is really nice that Sharmila Das has presented you with a draft. Some more additions could be as follows:

1. Please mention whether everyone would be provided with the same model or if it changes with hierarchy.

2. Some companies insist on the usage strictly for official use only.

3. Extension of STD and ISD facility.

4. Some set a bill amount limit.

5. Some specify calls and SMS messages separately.

6. What happens if someone loses a mobile?

7. What will be the replacement period, if any?

8. Self-certification of the bills for higher cadres.

9. Some companies adopt the policy of a flat, say, 10% deduction of the total charges.

10. Misuse of mobile, such as for any immoral purpose, anti-national interest, etc., would entail severe punishment besides national laws.

So even now, you can combine both the replies received, add your own, and put up a draft for others to improve upon.

Regards,
V. Raghunathan

SIM Allocation Format

Enclosed herewith is a format for SIM allocation. You may change it as per your requirements.

Regards,
Rahul