GUIDELINES

  1. This letter communicates regret on taking a serious action. It also appreciates loyal employees and expresses concern for them.
  2. Explain what action are you going to take. Try to soften the tone by combining this bad news with some good news.
  3. Appreciate the services of loyal employees.
  4. Close with a positive statement.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Due to the recent putting up of a huge BuyMore mall near our shop, we are currently experiencing a drastic drop in our sales. Unfortunately, we see no feasible way to improve on this matter. Because of this, we have no choice but to close shop in this area effective June 19, 2010. We are very sorry for the turnout of events, but we shall be giving a very reasonable separation payment to each one of you to provide hopefully you the means to get a new job very soon.

We thank each and every one of you from the bottom of our hearts for helping our small company grow and flourish throughout the years. Without your help, we surely wouldn't be able to get to where we are now.

Again, thank you and we wish you all the best in your pursuit of all your future endeavors.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter announcing store closing due to decreased sales.

Further things to consider when writing announcement letters to employees

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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