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American democracy is built on freedom of expression and the strength that our country attains through its diversity. Americans have differing opinions and are not afraid to express them. These differences often extend to the workplace. When a new policy or procedure is put in place that an employee doesn't like, he will usually voice his opinion in the spirit of offering another point of view. The most efficient and professional way to express your objection is through a letter to the person responsible for the policy.
Type your address, without your name. Do not type an objection letter on company letterhead because that might indicate to the reader that your opinion is shared by your company. Skip a line space and type the date. Skip another line space and type the contact person's name, their organization name, and the organization's address on separate lines. Skip another line and type "Dear Mr./Ms. (Last name)" followed by a colon.
Explain your objection to the policy directly but respectfully. Detail your objections to clearly and in detail so that the recipient understands your point of view and can follow your argument. Maintain a professional and courteous tone; never make a business disagreement personal or you could make yourself and your organization look bad.
Anticipate the recipient's arguments against your points and engage those objections. For example, if you are objecting to the company's decision to build another surface parking lot instead of a parking garage, and you know that management did not like the idea of a parking garage because of safety issues, you might explain that parking garages can be made much safer with a few security cameras. Acknowledge their objection but explain how that objection can be overcome.
Ask the recipient to reconsider her decision and reiterate the reasons why she should make a different decision. Thank her for her time, and provide your contact information in case she would like to discuss the matter in more detail.
Close the letter by typing "Respectfully," and skip three line spaces. Type your full name. Print the letter and sign above your typed name in blue or black ink.
Natalie Smith is a technical writing professor specializing in medical writing localization and food writing. Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings. Smith has won two international research awards for her scholarship in intercultural medical writing, and holds a PhD in technical communication and rhetoric.