Draft Letter For HOD's

Can anyone draft me a letter mentioning to all HOD's to attend duty 10 min earlier prior to shift change i.e. 8.00 am. Also need to mention in that letter, we are doing it as you should be well aware that what happened in the night shift and can interact with the night supervisors which would make your work more easier and transparent. Can anyone help me out with a nice draft.

Dear Rajesh,
You cannot expect members to draft normal letters like this.
What happened in night shift??
How do you expect members to imagine and draft.
Kindly put up your draft and I am sure learned members will help refine the letter as required in terms of content,meaning,grammar etc.