GUIDELINES
- This letter can address either your co-workers, your supervisor, or your clients. It is important to write in a tone that is appropriate, bearing in mind your relationship to the reader. This is letter of good will, not a letter of resignation.
- Let them know that you are leaving. Giving details you are comfortable with, tell them the why you have made this decision.
- Lay out information that will be important or helpful to those who will remain, such as who will take your place.
- Tell your reader how you've benefited from your interactions with them. Be sure to end on a positive note.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Some of you may remember that I recently spoke of my hope to join a new firm in York. I have to announce that I have just been informed that I have been successful in obtaining a position there. It is an immediate start, and so I will be leaving Cornwall Accounting at the end of the week.
Colin Sargent will be taking over my work and will now be responsible for your books. Colin is one of the best accountants in our firm and will be able to meet all of your needs. It has been a pleasure to work with you for the past three years, and I consider you good friends as well as a patron. If you do have any questions about the alterations in your accounting arrangements, please give me a ring on my usual number in the next couple of days.
If I don't speak to you beforehand, I hope that your business continues to go from strength to strength.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample of a farewell letter and introduction to replacement.
Further things to consider when writing greeting letters to colleagues
Greeting Letters
Greeting letters are letters written to salute or acknowledge others during a special day and to wish them the best. These can be between friends, family members, colleagues, or from a company to its clients. Whether it is to mark a birthday, engagement, anniversary, or wedding, sending greeting letters to your loved ones makes them feel appreciated. This simple gesture lets the recipient know that you care about him/her and that he/she is on your mind. It also helps strengthen the bond you share with the recipient.
Writing greeting letters doesn't need to be difficult. All you need to do is to make your message short and unique especially if you are sending the letter for a special occasion. Remember the recipient might be receiving many other letters. Therefore, you have to make yours stand out from the rest. This is an informal letter, and so the tone should be warm and friendly. Start the letter with an exclusive greeting and acknowledge the occasion. Mention the reason why you are writing. If you know the recipient well enough, throw in a compliment or two to make him/her feel special. End by wishing the recipient the best on the occasion.
Letters to Colleagues
Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.
Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.
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