GUIDELINES
- If you want to suggest a solution to a problem, write a detailed letter. You can send this message to one person or many people to offer your suggestion. Don't make it sound definitive like a reminder or a directive. Give your opinion in a courteous tone. Don't put pressure on the reader to follow it.
- Give background information, if it is needed to explain your solution.
- State which course of action is suitable.
- State what benefits the reader can gain by following your suggestion.
- Describe how to take advantage from your suggestion: steps to follow, where to sign up, who to contact, etc.
- Make a few remarks about your proposal but don't pressurize the reader.
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],
I have been observing your work in the office for quite some time now, and I believe that the advice I will give you, though unsolicited, will not be unwanted. I noticed that you had excellent skills for sales. Your clients are good and famous people. However, with your talents, you cannot go far unless you know proper time management. The company has already equipped you with all the time management tools you need. If you require any help, I am here to help you. Good luck with your work.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to suggest advice to a subordinate's problem.
Further things to consider when writing suggestion letters to employees
Suggestion Letters
Suggestion letters are letters written to give an option, recommend something or give a point of view on an issue. A suggestion letter can be written to either request for a suggestion or give a suggestion requested for. The letter can be formal or informal based on the setting. In a business setting the letter should be formal and professional while in a personal or private setting the letter can be informal and casual. A suggestion letter should be sent promptly and should provide the best advice to help the recipient solve the issue at hand.
When writing suggestion letters, you need to be genuine. State that the opinion you are giving is up to the best of your knowledge. If you have given any suggestions successfully in the past, this is a great opportunity to refer to the effectiveness of those suggestions. Be courteous and assure the recipient that you have carefully analyzed the situation and that the given recommendation is the best solution or settlement. Do not forget to mention any potential benefits of the given recommendation. Be polite and maintain a soft tone. Conclude by asking the recipient to contact you in case of any queries.
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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