GUIDELINES

  1. The changes you mention in this letter may threaten few readers. Detail the reason for the changes. Make your point in a sensitive tone.
  2. Mention the problem due to which you initiated the change.
  3. Clearly mention the changes.
  4. Take the reader into confidence about the change. Offer to respond to any queries by the reader.

SAMPLE LETTER

[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],

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 -