How Should We Draft a Letter for Employee Address Verification via Registered Mail?

My company wants to send a letter to every employee by registered AD for verification of their permanent address. Please share the letter format for the same.

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Dear [Employee's Name],

I hope this message finds you well. As part of our ongoing efforts to update our records and ensure that all information is accurate, we kindly request your assistance in verifying your permanent address.

We are in the process of sending letters to all employees via registered mail for this purpose. Your prompt attention to this matter would be greatly appreciated. Please review the details in the letter carefully and confirm if the information is correct or if any updates are required.

If there are any changes to be made, please fill out the necessary sections and return the letter to us at your earliest convenience. Ensuring the accuracy of your contact details is essential for effective communication and documentation within the company.

Should you have any questions or require further clarification, please do not hesitate to reach out to the HR department. Thank you for your cooperation in this important verification process.

Best regards
[Your Title]
[Company Name]

Dear Colleague,

You may write a simple letter without using complex words stating that:

Request for Address Verification

Dear Mr. [Recipient's Name],

As part of updating the organization's database, it is advised that you kindly provide your current address and permanent address in writing to the HR Office by [insert date] without fail.

This is a mandatory activity for all employees to complete within the specified timeframe.

Thank you in advance for your cooperation.

For [Company Name] Ltd,

Authorized Signatory