A reminder memo about the internal regulations is a written document issued by management or a hierarchical supervisor that reaffirms one or more provisions already included in the company’s internal regulations. It differs from a simple information note by its binding nature: employees are required to comply with it.
When the memo becomes an amendment to the internal regulations
Writing a reminder memo may seem trivial. However, it is rarely so from a legal standpoint. The Court of Cassation has been reminding for several years that a memo containing general and permanent rules related to discipline or hygiene takes on the value of an amendment to the internal regulations. This reclassification changes everything.
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Specifically, if the memo does not merely remind of an existing rule but specifies, complements, or toughens its application, it must adhere to the same formalities as the internal regulations themselves: consultation with the CSE, filing with the clerk of the labor court, transmission to the labor inspection, posting or distribution to employees.
Ignoring this obligation exposes the employer to a simple risk: the memo may be declared unenforceable. An employee sanctioned based on a memo reclassified as an amendment but not submitted to the legal procedure could successfully contest the sanction. Therefore, before drafting, the first question to resolve is: does the memo remind of a rule as it is, or does it modify its scope?
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A structured memo template for reminding about the internal regulations helps to stay within the scope of a simple reminder and avoid unintentional reclassification.
Typical structure of a memo reminding about the internal regulations
The document should be brief, direct, and unambiguous. Each structural element serves a specific function that reinforces the validity of the reminder.
- Complete header: company name, issuing department, date of issue, memo reference number, and recipients (all staff, a department, a site). The absence of a date or recipient weakens traceability in case of disputes.
- Explicit subject: the “Subject” line clearly states that it is a reminder of the internal regulations, preferably with the reference to the relevant article (for example, “Reminder – Article 12 of the internal regulations regarding dress code”).
- Body of the memo: it reproduces the exact text of the provision being reminded or paraphrases it faithfully without adding or restricting anything new. An introductory sentence contextualizes the reminder (observation of recurring breaches, change of season, return from leave). The tone remains factual.
- Signature and distribution: name and title of the signatory (director, HR manager, site manager), chosen mode of distribution (posting, hand delivery, sending via internal messaging).
The ideal length rarely exceeds one page. A reminder buried in three pages of general considerations loses its primary function: to be read and understood immediately.
Concrete case: reminder memo on the use of personal phones
One of the most common reasons for reminders concerns the use of personal phones during working hours. Several labor law specialists have noted an increase in these memos, linked to the widespread use of smartphones at workstations.
The common pitfall is to draft a total and general prohibition. However, the total prohibition of personal phones is only legally accepted for certain positions justified by safety or the nature of the functions. A machine operator, a vehicle driver, or a caregiver in an operating room may be prohibited from any use. An administrative employee, on the other hand, cannot be subjected to an absolute prohibition without proportional justification.
The reminder memo must therefore precisely cite the article of the internal regulations that governs this use, without broadening the scope of application. If the regulations provide for a restriction limited to high-risk positions, the memo cannot extend this restriction to all staff. This would be a disguised modification, subject to the amendment procedure described above.
An effective template on this subject mentions the position or department concerned, recalls the exact provision of the regulations, specifies the safety reasons justifying it, and indicates the nature of the sanction provided in case of breach (warning, suspension, according to the disciplinary scale of the regulations).
Common mistakes in drafting a reminder memo for regulations
Three mistakes frequently recur and weaken the document.
The first is the absence of a precise reference to the internal regulations. Writing “employees are reminded to comply with safety instructions” without citing the relevant article makes the memo vague. In case of a dispute, the employee may argue that they were unaware of the exact rule in question.
The second mistake is the addition of new obligations under the guise of a reminder. Reformulating a rule while inserting an additional condition (a modified schedule, a new control procedure) transforms the reminder into an amendment. Any new obligation in the memo triggers the requirement for consultation with the CSE and filing.
The third mistake concerns the tone. A threatening or moralizing memo produces the opposite effect of what is intended. The reminder of the internal regulations is a management act, not a sermon. Phrasing like “we have observed an unacceptable relaxation” creates an atmosphere of distrust without strengthening the legal weight of the document. Prefer a neutral observation: “deviations regarding Article X have been observed.”
The mode of distribution also matters. A memo posted in an inaccessible location or sent via a messaging system that some employees do not check poses a proof issue. The choice of distribution channel must ensure that each recipient has been able to take note of the reminder.
Drafting a reminder memo for the internal regulations relies on a simple balance: fidelity to the existing text, precise reference, factual tone. As soon as the memo deviates from this framework, it changes its legal nature, and the obligations that arise from it do as well.