GUIDELINES
- Appreciating the achievements of employees is an excellent opportunity to boost their morale. It also builds trust and the feelings of goodwill between the management and staff. This letter shows that you take an interest in individuals and their lives. You don't think about them as numbers that affect your profit margin.
- State the name of the employee and highlight his/her achievement. You can also add relevant biographical details briefly.
- Explain why you are awarding this employee.
- If appropriate, give information about relevant events or presentations.
- Congratulate the employee. Encourage others to perform well.
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],
We at Red Incorporated are proud to announce that our junior manager Steve Allen has been awarded by the Young Engineers Guild with the title of the Most Promising Junior Engineer for the month of October.
Steve joined our company right after he graduated from the Georgia Institute of Technology at the top of his class. Though quite young, Steve should not be underestimated. His work, including his undergraduate researchers, have consistently been featured in a lot of engineering magazines and journals as new and innovative additions to the field and industry.
Steve shall be presented with the award on July 15th at 1:30 p.m. at the function hall of Georgia Institute of Technology. We at Red Incorporated are indeed very proud of Steve, and we wish him, even more, success in his future endeavors.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing an engineer's achievement.
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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