How Should I Address Weekly Offs and Leave Policies in My Email to Management?

I want to write an email to management as discussed with the GM of the company regarding the weekly off for salespersons, casual leave (CL), and marking a half-day for those who come late after three days in a month.

To All HODs

Re: Entitlement of Casual Leave, Weekly Offs, and Treatment of Latecomers

The subject matter of casual leave, weekly offs, and the treatment of latecomers to the office has been discussed with the GM. It has now been decided as follows:

- [Day of the week] will be the weekly off day for sales staff.
- [Number] days of casual leave can be taken by employees in a year.

Additionally, it has been noticed that some staff members are arriving late to the office. It has been decided that if any employee comes late to the office more than three days a month, half a day of casual leave will be deducted from their leave account.

This is for information to all concerned and has the approval of the GM.

Further to the above discussion, I hope you have recorded minutes of the meeting with the GM and got it approved before the issuance of such policy decisions and standing practices. It may have union implications if a union exists. The leave policy should be in line with your industry practices.

That's an interesting mission, but what kind of support do you want from the forum? Are you looking for a draft letter, or do you seek guidance on what to be careful about? Do update us on what you wrote and how it worked out.