- This letter calls the readers to a special or an emergency meeting. It does not discuss anything; rather it states all the important details. After reading this letter, they should know what can they expect at the meeting.
- State that it is a mandatory/special/emergency meeting. Briefly, explain its purpose and state the date, location, and time. Include a "Subject Line" to grasp the reader's attention.
- Explain what should the reader expect in the meeting such as come prepared with some materials or reports.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
RE: Meeting to discuss new holiday and bonus structure
Lisa Matthews from the Human Resources Department shall conduct the next Monday to go over the adjustments and new regulations regarding company holidays and bonuses. Office staff shall be required to attend in two batches, with the first batch visiting at 11:00 a.m. and the second batch at 1:00 p.m. Batch assignments shall be posted on the bulletin board tomorrow.
Please review the company policy manual, specifically the section on holidays and bonuses to have background knowledge on the topics to be discussed. Attendance is highly encouraged, and comments and suggestions regarding the matter shall be taken into account. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter announcing a meeting about holidays and bonuses.
Further things to consider when writing announcement letters to employees
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 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.