Company name Street Name and Number Postcode and City Country (State) MM/DD/YYYY   Company name Name ad Surname of the responsible person Street Name and Number Postcode and City Country (State)     Subject: Confirmation of decision   Dear Ms./Mr. Surname   I am sending this letter to summarize and confirm the policies we discussed in our staff meeting last Wednesday. The policies are the following:   Policy nr. 1 (provide brief summary) Policy Nr. 2 (provide brief summary) Policy Nr. 3 (provide brief summary)   Please make sure that everyone who works for you is aware of these policies, so we can avoid the kinds of confusion and misunderstandings that have occurred in the past. We appreciate your cooperation in implementing these new policies and hope that the changes will benefit all. In enclosure I am submitting minutes from the last staff