GUIDELINES
- If your company has to take some serious actions, your announcement can alert everyone. Despite all that, you should make a direct and explicit statement on the matter. But you should also express understanding and optimism.
- Talk about the situation in an authoritative manner.
- Explain the reason for taking this action.
- Express understanding. Write about possible adjustments and the hiring situation in an optimistic tone.
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],
It has become completely essential to announce a hiring freeze at Smith Corporation. No new employee will be hired until further notice. This situation is expected to be temporary. Recent reports have shown that sales will increase in the fourth quarter, unlike the sales in the last quarter where consumer spending declined. However, we are willing to cooperate in any particular circumstances and might make adjustments as required. We hope the situation stabilizes. Your cooperation is highly appreciated.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample announcement letter about hiring freeze.
Further things to consider when writing announcement letters to newspapers
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 Newspapers
Letters to newspapers are letters sent to organizations responsible for producing newspapers. Such letters are usually from the public to the editors. In all newspapers, there is an opinion or editorial page where readers are encouraged to express their thoughts. It could be to raise concerns, give opinions on different matters of public interest, or recognize and appreciate the good works of individuals and organizations. Letters to newspapers are a reflection on society and an excellent way to let elected government officials understand how their constituents feel. If drafted correctly, these letters can be a powerful tool for influencing change in the society.
The most effective letters to newspapers are short, specific, and factual. Focus your letter on one main concept and try to get your point across well. Be polite, calm, and use humor where appropriate. Be certain that any information that you have provided is accurate and verifiable. Suggest what should be done to address the issue you are writing about. Make your letter simple and avoid jargon and acronyms. Close the letter with a clear, punchy sentence. Sign your name and provide your contact details so that the newspaper can reach you with any questions.
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