An organization is often a very dynamic place where changes are happening constantly. In such a context, it is not rare to see persons in charge changing to migrate to different positions or new persons taking previously open roles. 👍
This is often an important change to communicate to stakeholders, and we will be outlining exactly how to do that – through a letter! 📨
What to Write in an Informing a Change of Person-in-charge Letter
A person-in-change is an important communication to be made. When a personnel change occurs, the line of communication and hierarchy is transformed in an organization. Employees and clients should be kept in the loop thus! ➰
To write this letter, there are a few tips to remember. From the length to the tone and language in the letter – Keep reading to get some introductory tips on writing a letter of this nature and then a more broken-down version of must-haves in it. 👀
- The nature of this letter is highly informative. This means it has to be short, concise, to the point, and engage the reader’s attention so they can make a note of the change. 📲
- Informative means the writer must provide all possible context to the recipient about the change in personnel with all-encompassing details. ♻️
- While the reason for the change can be expressed at the discretion of the organization, the role which has seen a change, the personnel that has exited, and the one introduced should be made clear. 🤝
- Contact details of the new person in the role should also be mentioned so the recipient can change and update their contact details as well. ☎️
How to write an Informative change of person-in-charge letter (Tips)
Let us take a more broken-down look into how you can write an effective change in person-in-charge letter. ⬇️
Introduce the change
In the letter body, the first step should be to introduce the change to the recipients. Inform them that the organization has made a calculated decision to change the person in charge effective from said date. 📅
Provide details
While specifics can be mentioned based on the company’s discretion, ensure that you give out basic details on which personnel division has seen a change and who is the new person-in-charge so the recipient is informed. ☑️
Express confidence in change
Talking about how the new person-in-charge is a great fit shows confidence in the person-in-charge who is a new face in the previously filled position. It shows great rapport and is a plus to have in a letter of this nature. ♟️
Acknowledge the change
Talk about acknowledging the change and how it might bring in different dynamic changes because a different person is appointed. However, talk about how they will manage the forthcoming requirements. ⚒️
Contact references
It is essential to include the contact details of the new person in charge and all other needful details required so they can be contacted for further formalities or business/organizational continuity. 📱
This will help those who had the previous person in charge in their contacts to update who they need to contact for various needs.
And that completes an informative person-in-charge letter!
Template: 1
Inform Change of Person-In-Charge Letter
[From]
[Address]
To,
[Address]
Subject: Letter to Inform Regarding Change of Person-In-Charge
Dear sir/madam,
I want to inform you that our company’s in-charged person has been changed. Due to (mention reason) he/she cannot continue his/her work with our company (mention company name). Due to the company rule, we cannot inform you of the reason for the change.
As he/she cannot work with us, we have appointed the new in-charge for our company name (mention candidate name). She/he has a working experience of (mention years) in (mention field).
Through his/her overall asset, we have appointed him/her for this role. We believe he/she will be a perfect fit.
All the issues will be managed by (mention candidate name). All the necessary details have been attached. Please find the attachment for your reference.
If any further formalities need to be done, do let us know. You can reach us at (mention phone number) or by email (mention email address).
Sincerely,
[Sender Name]
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Template: 2
[Name of the sender]
[Insert the Sender’s Designation]
[Name of the company]
[Contact details and address of the sender]
[Insert the Date of sending the letter]
To,
[Insert the Receiver’s Name]
[Designation of the receiver]
[Name of the company]
[Insert the Receiver’s Address]
[Contact details of the Receiver]
Sub: Letter to Inform Change of Person-In-Charge
Dear [Name of the recipient],
We are writing this letter on behalf of our company (Mention the name and details of the company) to inform you about the change of person in charge of the department (Mention the details of the department) from the day of (mention the time).
The new person-in-charge Mr. (Mention the name and details) has been with the famous company (Mention the details) for (Mention the time) years and has completed all his jobs related to the department of (Mention the details) by being very friendly and communicative with all his customers as well as co-workers.
We have confidence that he will take on his new role and duties with the same professionalism have shown till now.
If you have anything to say or inform us regarding this, please feel free to contact through (Mention the contact details) within the office hours.
Hope for your support like always.
Thank you very much.
With regards,
[Name of the sender]
[Signature of the sender]
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(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Template: 3
[Name of the sender]
[Insert the Sender’s Designation]
[Name of the company]
[Contact details and address of the sender]
[Insert the Date of sending the letter]
To,
[Insert the Receiver’s Name]
[Designation of the receiver]
[Name of the company]
[Insert the Receiver’s Address]
[Contact details of the Receiver]
Sub: Letter to Inform Change of Person-In-Charge
Dear [Name of the recipient],
On behalf of our company (Mention the name and details of the company), we are writing this letter to let you know that we are forced to change the person in charge of the department of (Mention the name and details of the department) from Mr. (Mention the name) to Mr. (Mention the name of the new person in charge) effective from the date (Mention the date).
As our previous person in charge, Mr. (Mention the name) will not be able to continue his work anymore due to his problem regarding (Mention the details), so according to the company policies we have to change the person as soon as possible.
Our new person in charge named (Mention the details) has a rich working experience of (Mention the time) years with the renowned company (Mention the details). Hence, we are confident that he will be the best option for this post.
From today all the works related to the department (Mention the details) will be handled by (Mention the new candidate) for your further help.
If you need any more information regarding this matter, don’t hesitate to contact us through (Mention the contact details) within the office hours.
Thanking you.
With regards,
[Name of the sender]
[Signature of the sender]
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Template: 4
Sample Email Informing Clients of New Contact Person
[From]
[Address]
To,
[Address]
Subject: email to inform clients regarding new contact person
Respected sir/madam,
I, [mention your name], the [mention your designation], at [mention the name of your corporation or organization] is writing this letter to inform you that Mr. [mention the name of the individual who isn’t working anymore] who was earlier supervising all our projects’ work will not be continuing. Due to some issues, this change has happened. I would like to apologize but I won’t be able to share the details about it, because of our company policy.
The new contact person is going to be [mention his or her name]. He or she is very talented and has previous experience of working in this field for over [mention the no. of years]. To be double sure, we have made him or her do certain work and he or she has proven to be quite capable and sincere in handling all the responsibilities. From [mention the date], he or she will be performing as the new contact person of the company.
I have attached a formal document to this email and here I have mentioned all the required details in it, for your ultimate convenience. I would like to request you to go through it once.
It is known to me that this might be a bit inconvenient but we didn’t have any other choice other than go for this change. I would like to apologize for the inconvenience caused and hope you would understand.
Please let me know if you need any other information about it via [mention your contact no.]. I will try my best to answer all your queries.
Sincerely,
[Sender’s name]
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(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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