GUIDELINES

  1. The reader might see this letter as an accomplishment if he or she has seen the assigned responsibilities as a permanent duty or as a promotion. It is essential to show your employee that you appreciate what he or she has done, and you can also mention the right qualities of the person who will maintain and continue the work.
  2. Tell your employee that you appreciate him or her. Clarify that you see his or her help as temporary.
  3. If ever you have found a new replacement to fill his or her old post, describe to the employee the qualities that the replacement have.
  4. Pronounce confidence in the employee's consideration and wish him or her future success.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I would like to thank you for all that you have done. You did an excellent job stepping in as the temporary supervisor. I am well aware that you must have put a lot of effort doing two roles at the same time, yet you were able to pull it off. I am happy to inform you that we have found a new supervisor, Janie Smith. She will start working next week. She had been a supervisor for almost five years now at Sunshine Corp., and she is well experienced in this area. She will make an excellent supervisor for us.

I hope that you will both work well together. I know you will do your best to help her settle comfortably in her duties.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Example of letter introducing new supervisor.

Further things to consider when writing inform letters to team members

Further things to consider when writing inform letters to team members

Inform Letters

Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.

Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.

Letters to Team Members

Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.

Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.

These articles may interest you

These articles may interest you