GUIDELINES
- The announcement of a company contest is usually in the form of a memo. This letter should have a tone of a sales pitch. It increases employee morale and help in promoting the business.
- Start by announcing a company contest. Briefly, explain what the sales personnel should do and what will the winner get.
- State the rules, including any restrictions. Clearly state the deadline.
- Encourage the employees to take part by adding the details about the prizes.
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],
Enjoy your winter vacation skiing in the glorious Aspen, Colorado! Five days of a winter wonderland for two can be yours this coming holiday season if you are the lucky winner of this month's sales challenge. To qualify for this prize, all you have to do is be the top salesperson for the month of October. The contest duration shall start on the morning of October 1 to precisely 5:00 p.m. on November 1.
Please be reminded that customer merchandise returns shall not be counted in the final tallying of sales.
For non-winners of the ski trip, other prizes at stake are coupons for two for a full day of spa pampering, movie premier tickets, and many more! For inquiries regarding this contest, kindly refer to the poster on our announcement board at the reception area. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing a company sales contest.
Further things to consider when writing announcement letters to employees
Announcement Letters
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.
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