GUIDELINES
- This letter announces the retirement of an employee. Besides giving the news and providing useful information about the retirement, it also builds goodwill among the concerned people. Include the achievements and significant contributions of the individual who is retiring.
- Name the person who is retiring. State the retirement date.
- Give an overview of the individual's employment history. Highlight specific contributions and achievements.
- If it's suitable, announce any event that will glorify this person's retirement.
- Wish him/her all the best for the future.
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],
Today, I am faced with the duty of announcing the retirement of Patricia Jones, our University head librarian. She has provided the school and its students with 35 years of her invaluable service by caring for all the students' and faculty's research needs. Her caring and gentle manner not only towards the university's relevant texts but also towards students and faculty alike have been an immense help for all who seek refuge in the calmness of her library.
Not only was Patricia the head librarian, but she is also the person people turn to whenever they need advice or just someone who would listen. Her calm presence has always been a joy to be around, especially in times of personal turmoil. She is indeed not someone who can ever be replaced in the university.
A party shall be held in honor of our dear Madame Patricia on April 4 at the University dance hall at 5:30 p.m. Please join us in showing our appreciation for her and making sure that she joyfully starts a new chapter in the beautiful book of her life.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter announcing a university head librarian's retirement.
Further things to consider when writing announcement letters to students
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 Students
Letters to students are letters written to people who are learning in colleges or universities. Such letters could be from teachers/lecturers or the administration. They can be addressed to a specific student, students of a specific module/course, or all students in an institution. Letters to students can be written to address behaviors in students, give information about a certain course or module, or announce an important date in an institution. Depending on the sender and the content, these letters can be formal or informal.
When writing letters to students, you need to evaluate the content and the relationship you have with the recipient. For instance, if you are writing to give advice to one of your favorite students, make the letter personal and friendly. However, if you are addressing a group of students on matters concerning an academic program, use a formal and professional tone. Regardless, all your letters must have a clear subject line that explains your purpose. Convey your message directly, highlighting and bolding important information. If you are giving instructions, arrange the instructions in bullets or numbers. Conclude with a call to action and sign the letter with your full name, title, and signature.
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