GUIDELINES
- When you have to give bad news, a direct and open approach is mostly the best way. Readers will respond in a better way if you inform them quickly and accurately, even if it's not good news.
- Be honest and straightforward while making the announcement. Explain what consequences the company and its employees have to face.
- Explain what actions are you taking about the situation. Ask the readers to cooperate. Express hope for betterment.
- Assure the employees that you will keep them in the loop about all the changes.
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],
Our mother company, Luxe International has decided upon implementing a new structure of employee working hours. Policymakers at the Human Resources department have agreed upon abolishing the flexi-time option for all employees. Starting March 1st, all employees are required to be at the office from 9:00 a.m. to 5:00 p.m. each working day.
I trust that this new policy shall be followed without much complaint and disgruntlement. Keeping a high morale in the workplace is key especially in times like these. If this decision would be revoked, trust that I will inform each one of you immediately.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Announce bad news to employees. Sample letter.
Further things to consider when writing announcement letters to employees
Announcement Letters
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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