- This letter communicates regret on taking a serious action. It also appreciates loyal employees and expresses concern for them.
- Explain what action are you going to take. Try to soften the tone by combining this bad news with some good news.
- Appreciate the services of loyal employees.
- Close with a positive statement.
[State, ZIP Code]
[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 Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter informing the employees about an office closing.
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.