GUIDELINES
- Request your employees and customers to provide suggestions that can be created with good ideas. Also, if you are open in accepting constructive ideas, this is a good way of increasing your employees morale. A casual letter can be a big help in reminding your employees that you are open to such kinds of communication.
- Tell them that you need suggestions.
- Use words that will make the task sound easy. You may also opt to offer them incentives for writing the suggestions.
- Tell them how they can send the ideas and suggestions.
- Repeat the possible benefits and rewards they can get when they send suggestions.
- End with a message of excitement and confidence.
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],
As was discussed in the latest memo that was sent to all employees last week, our firm will soon be undergoing a transition in management. With this in mind, we would like to get feedback from you regarding any concerns or suggestions you may have to make this process as easy as possible for everyone involved. Visit our HR Department and speak to our head office at your most convenient time. Your thoughts are invaluable to us, and we are hoping to hear from you as soon as possible.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Invite employee suggestion for transition of management letter.
Further things to consider when writing invitation letters to employees
Invitation Letters
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
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.
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