GUIDELINES
- While announcing a new vacancy, give detailed information in a positive tone. If anyone reads the letter, it should convey enough information about the required qualifications. The readers should be able to decide whether they are suitable for the job or not.
- Announce the new job appointment.
- Give an overview of the required qualifications and duties. Include every significant detail about the new position.
- Conclude on a positive note. Show your confidence in the abilities of the person you will hire.
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 have been advised by the executive committee to let you know that the BOD has finalized you as the Director, Public Relations. There have been several candidates that were evaluated for the job, and the board thinks that you are pretty suitable for the job. The main reason is that you have served the company with full dedication and sincerity for all these years, and we would expect all the remarkable qualities of our corporation in your job
We shall also be informing the public about this. There will be an honor party on Jan15, and the reception will take place at four p.m. Please, could you provide my front desk secretary the list of people that you need to invite. You may include the list of your family members and your friends for the event. I again congratulate you on the impressive achievement.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Offer letter about the appointment of an employee to a post.
Further things to consider when writing announcement letters to job candidates
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 Job Candidates
Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview.
The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.
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