Letter informing the employees about an office closing


  1. This letter communicates regret on taking a serious action. It also appreciates loyal employees and expresses concern for them.
  2. Explain what action are you going to take. Try to soften the tone by combining this bad news with some good news.
  3. Appreciate the services of loyal employees.
  4. Close with a positive statement.


[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],

The recent merger between our mother company and Luxe International has, unfortunately, hurt our sister companies and ourselves. In this regard, I regret to announce that our office shall be closed permanently by the end of the year.

However, we have new openings for various positions in our Seattle and Los Angeles branches for those who are interested. For those who opt not to take this offer, I guarantee that the terms offered in your separation pay shall be very reasonable.

In behalf of the management, I sincerely thank each and every one of you for all the hard work you have invested in our company throughout the years. Your unwavering support and excellent work have been invaluable to us, and we from the management wish you the all best in all your future endeavors.


[Senders Name]
[Senders Title] -Optional-

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