GUIDELINES
- This letter announces the program in a clear, decisive and authoritative manner. There should be no confusion about the procedures and the results. This clarity of expression will save you from dealing with useless appeals and arguments.
- Introduce the program. Give reasons for starting it. Mention the starting date.
- Explain the procedure for the tests. Assure the readers that the concerned authorities will keep the results confidential.
- Stress on the fact that no one should use drugs. State the consequences for people who test positive for drugs.
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],
From now on, every employee of Jack Manufacturing is required to take part in random testing for drugs that may affect your job performance. Recent developments have pushed the application of this policy so that a healthy working environment can be maintained. The attached letter will explain all the details of the procedure of this random testing. If any employee has a positive result, he or she will be contacted by a supervisor who assists in finding a solution. However, if anyone has a positive outcome twice, he or she will be terminated.
For the protection of everyone, we must ensure a drug-free working environment. All queries will be dealt by Allan Smith from the Human Resource Department.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter informing about a company's drug testing program.
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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