GUIDELINES
- The reader might see this letter as an accomplishment if he or she has seen the assigned responsibilities as a permanent duty or as a promotion. It is essential to show your employee that you appreciate what he or she has done, and you can also mention the right qualities of the person who will maintain and continue the work.
- Tell your employee that you appreciate him or her. Clarify that you see his or her help as temporary.
- If ever you have found a new replacement to fill his or her old post, describe to the employee the qualities that the replacement have.
- Pronounce confidence in the employee's consideration and wish him or her future success.
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 am very pleased that you have taken responsibility and become the acting manager for Sunshine Store. You have certainly done a good job. I know that you put more time than what you normally would as assistant manager. I am happy to inform you that I have hired someone to step in and assume the position of manager. Janie Smith will start working next week. She used to be the manager of STS Corp., and she comes with high recommendations from her former employers.
I have absolute faith that you will get along well. I hope that you will help her get used to our system during her first few weeks. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter informing employee that new manager was hired.
Further things to consider when writing inform letters to employees
Inform Letters
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
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.
These articles may interest you
