- The letter that extends an invitation to a sale or an open house is often short and to the point. Use a warm and inviting tone.
- Give the news of the opening of your business. Briefly, outline the message of your product or service. If you have opened a new branch of a known business, explain that too.
- Invite the readers to buy from you. Include all the necessary information to make it easy for the readers to enjoy your offer. Hold an open house or offer an enticing sale.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
My name is Alan Mark. I am the Sales Manager of the new Adam Office Supply in Tampa. I would like to invite you to our new store, which is located at 122 Main Street, and receive a free pen and notebook set.
This new store and our staff are a source of pride for me. We are forever ready to cater to your office supply needs. The store is open from Monday to Friday, 8:00 am to 8:00 pm. We look forward to our valuable customers.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing the opening of a new store.
Further things to consider when writing announcement letters to media outlets
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.