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],
James R. Collins, 51, died Friday, January 3, 2008, in an accident at work. He was born February 18, 1957, in York, New England, to Marvin L. and Emma Deer Collins. He was wed to Cathy Decker in 1978, and to Annie Jenkins in 1985.
He was a Sergeant in the Marines for many years before he started up his timber yard in York. He became a well-respected member of the community and briefly served on the town council, something that was cut short by his accident. He was also well known as a talented local writer.
With his death, he is survived by both his wives; Annie, in York, with whom he had two sons, James Jr. and his wife Carol, York; John and his wife Emma, Lancaster, New England. He is also survived by three grandchildren and his father, brother Robert also of York.
There is to be a funeral service on Friday, January 10 at midday, at the York Baptist Church. The Church can be found at 789 Colorado Drive. Before the ceremony, there is time for friends to gather. Donations would be gratefully received by the York Memorial Hospital, although flowers are not unwelcome. Burial will take place at the York City Cemetery.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample obituary letter announcing death of a family member.
Further things to consider when writing announcement letters to newspapers
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 Newspapers
Letters to newspapers are letters sent to organizations responsible for producing newspapers. Such letters are usually from the public to the editors. In all newspapers, there is an opinion or editorial page where readers are encouraged to express their thoughts. It could be to raise concerns, give opinions on different matters of public interest, or recognize and appreciate the good works of individuals and organizations. Letters to newspapers are a reflection on society and an excellent way to let elected government officials understand how their constituents feel. If drafted correctly, these letters can be a powerful tool for influencing change in the society.
The most effective letters to newspapers are short, specific, and factual. Focus your letter on one main concept and try to get your point across well. Be polite, calm, and use humor where appropriate. Be certain that any information that you have provided is accurate and verifiable. Suggest what should be done to address the issue you are writing about. Make your letter simple and avoid jargon and acronyms. Close the letter with a clear, punchy sentence. Sign your name and provide your contact details so that the newspaper can reach you with any questions.
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