GUIDELINES
- If you are moving your business to a new place or opening a new branch, write a letter to announce this news. Be concise but provide as many details as possible about the location. Keep your tone informal.
- Announce the news. Then provide all necessary details like the address and when are you going to move/open a new branch. You can also mention the reason for shifting to a new location if it's appropriate.
- State your phone or fax number if they are going to change.
- You can include the direction or a map to the new location if it's necessary.
- Thank the customer for his/her patronage.
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 that we have now moved to a new destination with a bigger parking lot. Our new location is at 1250 Main Street, Tampa. However, all our contact numbers including telephone and fax remain the same.
We have always enjoyed working with you and hope you will visit us at our new location. We have a huge parking lot.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example letter announcing a new business location.
Further things to consider when writing announcement letters to media outlets
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 Media Outlets
Letters to media outlets are letters written to publication, television company, or any other mass media that provides news or feature stories to the public. Whether you want to get that media interview or have news articles written about your company or product, writing to a media outlet might get the job done. You don't have to write a long boring story; a brief, catchy letter is all you need to get a reporter interested to hear your story.
When writing letters to media outlets, you need to understand the purpose of your letter and take the time to research the publication or media that is best suited for your subject. Start the letter with a quirky headline that grabs the recipient's attention. Editors and producers receive hundreds of these letters every week, so you need a strong hook that arouses curiosity and entices them to keep reading. Get to the point and explain why the recipient would be interested in your offering. Provide all the necessary details. Give testimonials if necessary. Provide your contact information to make it easier for the recipient to follow up with you. End your letter positively and with a call to action.
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