GUIDELINES
- Writing this letter is a good way of announcing a particular function. This announcement will extend an invitation to all the employees.
- Directly start by announcing the party or retreat. Include its date, time, and location. Also, mention the names of people who will attend the party.
- Briefly, say what you expect to achieve through this party. You can also attach a schedule of activities or an agenda along with the letter.
- More information includes the description of any equipment, material or special clothing. Include a brochure if the party is in a hotel or a conference room. Mention necessary information like check-in times, maps to a location, room assignments, etc.
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],
This letter is to notify all employees about the summer retreat being held this year. You and your families are invited.
WHEN: Monday - Friday, May 5 - 9
WHERE: Springfield Lake Resort
WHY: To devise a strategy for next year's operations.
This retreat is being held considering the success of last year's retreat. This time meeting will be held in the mornings and the rest of the day employees will spend time with their families. Like last year, this time, dinner and breakfasts will be provided as well.
This opportunity is the best chance for any employee to give his or her input on the marketing and development strategies. To make room reservations, please inform Amanda about the number of people accompanying you. Bring along your innovations and swimsuits. All employees can check in anytime after 2:00 pm on Saturday.
However, if any employee is unable to attend, he or she must inform Amanda. Amanda will also answer to any query put forward.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing an annual job retreat.
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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