1. This letter announces the good news about surplus funds. But you should be careful while communicating the details clearly. Mention how much amount is there, how will the company use them, and the method of accessing the funds.
  2. Inform the reader about a surplus amount. Also, explain how you or anyone else should or should not use that fund.
  3. If needed, give a time limit during which the concerned individuals can use the funds.
  4. Encourage everyone to use the resources wisely. You can also suggest the ways in which the readers can effectively use the surplus.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Due to the careful management of the department managers, it has been possible to have some money left to purchase new office equipment from the assigned budget. If any of you have any ideas for which machines are needed, or which need to be replaced, please inform your supervisor by close of business on Thursday. Please be advised that the budget will be lost at the end of the year, whether the money is spent or not.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -