GUIDELINES
- This letter is to encourage the reader who has faced a setback or disappointment. A written note of encouragement could serve as a powerful tool in such moments. The reader may share or review the letter. So, maintain a positive tone and focus on the ability to achieve more in future. Do not criticize directly or indirectly.
- Empathize with the disappointment that the reader is going through.
- Express your confidence in the reader so that he or she gains optimism.
- Explain how the reader can overcome the disappointment. End with a positive comment.
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 aware that this has been a tough year for all of us. We have been unsuccessful in achieving the winning quarter even after laying off almost thirty percent of our employees, two months ago. However, I wish to inform all of you that we will not be reducing our workforce anymore. Do not lose hope as we are looking toward a better future. Even though we made no profit in the last quarter, we have gained advantage currently.
We are hopeful that we will compensate for all our previous losses considering the current trend in the market. Your loyalty and optimism are highly appreciated. Thank you for your hard work.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to encourage employees after a company setback.
Further things to consider when writing encouragement letters to employees
Encouragement Letters
Encouragement letters are letters you write to give someone confidence, support, and hope. Such letters are written to motivate people to do something that seems impossible or give them hope during difficult times. The objective of encouragement letters is to put a smile on people's face and help them have a positive outlook when facing a difficult situation. If drafted honestly, and passionately, these letters can have a powerful impact on others and encourage them to do greater things.
Encouragement letters are often prompted by circumstances that need to be endured. Therefore sincerity is important when writing them. Be truthful and practical. If you do not believe that the recipient can get through the situation, do not tell them that they can. Maintain a positive tone and focus on what can be achieved. Avoid strong language that may discourage the recipient. Mention the required suggestions or instructions for such situations. Clearly express your support and encourage the recipient to go ahead with his/her decision. Motivate the recipient and inspire him/her to reach his goal. Keep the letter short and to the point and avoid adding unnecessary details. End on a positive note and offer to give assistance if needed.
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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