GUIDELINES
- The reader might see this letter as an accomplishment if he or she has seen the assigned responsibilities as a permanent duty or as a promotion. It is essential to show your employee that you appreciate what he or she has done, and you can also mention the right qualities of the person who will maintain and continue the work.
- Tell your employee that you appreciate him or her. Clarify that you see his or her help as temporary.
- If ever you have found a new replacement to fill his or her old post, describe to the employee the qualities that the replacement have.
- Pronounce confidence in the employee's consideration and wish him or her future success.
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],
The school board of directors has decided to offer the position of University President to Dr. Janie Smith. She comes with high recommendation from Barley University. She has already accepted the offer and will start her duties as the new President on April 20. The board is aware of the great service that you have done for our school. Had you not stepped in and became the acting President, we would have had many problems. We are very grateful for all the things that you did these past few months.
Dr. Janie Smith will make a first University President. She is brilliant and has excellent interpersonal skills. We hope that you will get along and that you will help her in her first few days. We are sure that you will be an excellent guide for her as she gets to know our system well.
Thank you so much for everything. We will not forget all your great efforts for this school.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample of a letter introducing a new University President.
Further things to consider when writing inform letters to students
Inform Letters
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
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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