Directive letters are used to direct people to do a particular work. These letters should clearly state the details of the work so that the reader understands what he or she has to do. If the directive letter is about an error or complaints explain clearly what it is and how it can be solved.
A directive letter should clearly mention how the reader should proceed further with the work and how to accomplish the task well in time. It’s always advisable to provide a time frame or deadline for the completion of work.Directive letter should also discuss the benefits of the task and who all are involved in the task and whom the reader can contact for any further clarification or assistance.
There are many situations in which a directive letter is written like.
1) When delegating a special project or assignment: this letter should be very clear to the reader and convey what exactly the reader has to do and what resources have to be used.
2) When announcing a holiday work: it is always better to convey this through list of diagrams as it will be clear to the employees, and they would understand what exactly is to be done.
3) When responding to a customer compliant: the directive letter written in such a situation should be sent immediately after the complaint letter is received. It should specify the different steps taken to rectify the complaint.
4) Directive letter sent after a meeting: it acts as a reminder letter to those who attended the meeting and discusses the important points of the meeting.