GUIDELINES
- This letter gives the employee the good news about an increment in the salary or position. It can also include an appreciation of the employee's performance. Along with some praise and recognition, it can include an increase in the cost of living.
- Inform the employee about the increment or promotion.
- Include all the details which are not conveyed earlier. It may include the new salary, reporting manager, duties and responsibilities. Also, date from when the new changes are effective can be mentioned.
- An honest remark on the efforts of the employee in this achievement would be apt.
- End by wishing the employee good luck for his/her future endeavors.
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],
I believe that you have been an invaluable addition to our team. I have seen the hard work that you continually put in and see your dedication and loyalty to your job and coworkers. It is for these reasons that I am considering you to be the top candidate for the Head Supervisor position that has just opened. Please be aware that this responsibility means more hours, however, it also comes with a 20% salary increase. Please come by my office before the end of tomorrow to let me know if this is something you would be interested. I would gladly answer any of your questions related to this matter. I am looking forward to hearing how you feel about this opportunity. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter announcing a promotion option to head supervisor.
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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