GUIDELINES

  1. 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.
  2. Name the person who is retiring. State the retirement date.
  3. Give an overview of the individual's employment history. Highlight specific contributions and achievements.
  4. If it's suitable, announce any event that will glorify this person's retirement.
  5. Wish him/her all the best for the future.

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 wish our beloved Dr. Leila Adams a happy retirement as she makes her final hospital rounds this coming April 20. Her 30 years of working and striving for the charitable purpose of helping others and help them live happier and healthier lives have indeed been an absolute joy to everyone, staff, and patients alike. Leila has indeed made a permanent mark on everyone here at the St. James Hospital with her motherly charm and timeless wit. I shall not be the only one to announce that she will be irreplaceable in the eyes of everyone who has been lucky enough to have been graced with her warm presence.

We shall be organizing a dinner party to celebrate her 30 years of being a loyal friend, caring doctor, a thoughtful mentor, and mother hen to us all. It will be conducted at the Lakeview hotel at 7:30 p.m. on April 21st. With your help, we know that we can make this a party our beloved Leila shall consider a great start of another new beginning in her life.

For reservations, inquiries, and gifts, please contact Ms. Janice at local 306.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample letter announcing a doctor's retirement.

Further things to consider when writing announcement letters to colleagues

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 Colleagues

Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.

Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.

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