GUIDELINES
- Handwritten notes are the best way to inform close friends and relatives who live out of town. Black-banded printed letters could also be an option. Although these announcements are formal, a personal tone would sound better. Both of these options convey the same information in different levels of personalization. An immediate phone call would is essential if they wish to attend the funeral. Announcement letter can reach them later.
- The announcement shall directly address the reader.
- Convey the message in a sensitive way.
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],
It is with great sadness that we find ourselves having to be the bearers of bad news. Our grandfather, James Hunter, passed away during the night after an unsuccessful attempt at surgery to rectify a heart problem. Many of you will know that he had been suffering from reoccurring chest problems over the past few months, and surgery was the last chance he had for a longer life.
It is by his final wishes that a graveside serve will be held with all of his family. This ceremony is to be held at the Hunter family plot in York City Cemetery. Grandfather was one of the most private individuals you could ever hope to find, and his final wishes follow in this style. Grandmother Hunter is holding up as well as could be expected during this trying time.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing the death of grandfather.
Further things to consider when writing announcement letters to friends
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 Friends
Letters to friends are letters you write to people with whom you have a bond of mutual affection. These letters are like conversations and can be just about anything. They could be thank-you letters to thank your friends, congratulation letters to congratulate them, apology letters to say sorry, condolence letters to comfort the bereaved, etc. You could also write to your friends to share general information such as school and family news, what has been happening in your town, or just tell funny stories. Letters are special and show the other person that you are thinking about him/her. The recipient can keep the letters for years and read them over and over again.
Letters to friends are personal and are usually addressed to specific individuals. Since the recipient is a person with whom you have a close relationship, the salutation is more personal and less formal. Greet the recipient warmly and proceed to stating the reason for your letter. Share some information about yourself. Maintain a polite and friendly tone. End your letter on a note of anticipation to seeing the recipient soon or reading from him/her. You can also add a postscript for something you forgot to say.
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