GUIDELINES
- Writing letters to talk about speeches or publications of colleagues and subordinates is good. It is an effective way to maintain good relationships with them. This formula also applies to finding new customers and keeping the existing ones happy.
- Start by telling the reader which speech or publication prompted you to write this letter.
- Write about the parts of speech or article you particularly liked. If you want to meet the reader, mention that too.
- End the letter by writing something positive.
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 am attaching an article that discusses the different methods that can be used when hiring seasonal or part-time employees. We have already talked about some of the ideas during our meeting the other day, and I want you to give attention to items three and seven.
The suggestion of rotating employees between different departments during off-peak season appeals to me. In this way, employees can discover new abilities, have a feel of new surroundings, and can learn about how the store works. Moreover, the article's writer has been invited to speak at our luncheon meeting this coming Thursday. I believe that you'll enjoy meeting him. He will be a good connection to have with our local press.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Follow-up letter and additional info for meeting participant.
Further things to consider when writing follow-up letters to team members
Follow-Up Letters
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
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.
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