2365 S Mayfield Ave
Chicago, IL 60652
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I believe that there has been some confusion on the company’s rules about an employee’s access to his or her personal files that are with the HR. Please be advised that should you wish to look at the contents of your file with us, you should give the Human Resource Department advanced notice of at least three days. Also understand that even if the file is about you, you do not have access to all its contents. Certain documents such as reference checks or employee planning will remain confidential and the HR Head is the only one authorized to view them. I trust that all will comply.