- This letter has a short message with a positive approach. But it is competent enough to nurture relationships.
- Declare the authorization.
- Detail the process or affirm the procedure.
- Brief about the following procedure.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
First of all, we would like to thank you for sending your proposal on the improvement of our inter-department communication processes. We agree that this is an area we will have to need to work. You were able to highlight a lot of critical areas in the document you sent. As such, we believe that you can make a big contribution to the implementation of new and more productive processes.
Before you decide on joining the ad-hoc team for this project, kindly go over the attached document. The document explains your job description for the duration of this project. If you are amenable to this arrangement, do let us know.
We are looking forward to embarking on this exciting project with you!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Approve a proposal. Sample letter.
Further things to consider when writing approval letters to employees
Approval letters are letters written to show that a person has officially agreed to something or accepted something as satisfactory. Approval letters simply mean that something (loan, mortgage, sick leave, etc.) has been approved. There are many reasons for which approval letters may be written. Some of the common ones include giving permission at work, to approve a loan or finances, and to approve or endorse a construction project, just to mention a few.
If you are a creditor, working with a government body, or an employer with staff, chances are you will be required to know how to write an approval letter. You need to be aware of the writing style and the basic rules for writing such letters. Be friendly and relaxed and convey the message in a pleasant tone. Open the letter with a confirmation of the approval giving reasons for the approval where necessary. If the recipient is required to take further actions, state so clearly. Give all the relevant information including the contact details. Include any agreements or arrangements made. End the letter with a positive tone and a note about the service or offer where appropriate.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.