GUIDELINES
- The changes you mention in this letter may threaten few readers. Detail the reason for the changes. Make your point in a sensitive tone.
- Mention the problem due to which you initiated the change.
- Clearly mention the changes.
- Take the reader into confidence about the change. Offer to respond to any queries by the reader.
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],
We will be entering the initial stages of our merger with the Smith Corporation in the next month. This transition will result in some changes, especially regarding the relocation and restructuring of manpower to prepare for the move to our main office from here to Lansing. This transition, however, will affect not all departments.
We will have a meeting, with our Marketing Manager presiding, tomorrow at 2:00 in the afternoon to discuss the details and implications of the changes that will be made. We believe that this will be the perfect opportunity for you to bring into the open any concerns or questions that you may have. Please find time to join us.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample memo about the merging of two companies.
Further things to consider when writing directive letters to business partners
Directive Letters
Directive letters are letters written to give official or authoritative instructions. These letters allow individuals or companies to carry out tasks in an efficient way. There are countless scenarios that may require one to write a directive letter. The most common ones include giving directions on how to carry out a task and introducing or reaffirming new procedures at work. It can also be written to a bank to authorize a transfer.
Directive letters should be drafted carefully keeping in mind every instruction that the recipient is required to follow. These are formal letters, and therefore the tone must be professional. Clearly state what needs to be done and provide as much information as possible regarding the situation. If it is a problem that needs to be resolved, indicate what the problem is as well as suggestions on how to resolve it. If necessary, mention the reason for the directive and its benefits to the recipient. Give a deadline for which you expect the task to have been completed. You might also include the names of individuals the recipient can contact or the resources that might help him/her complete the assignment. End with a note of appreciation.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.
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