- You should write a brief letter to an employee who gives a suggestion. This acknowledgment letter will boost not only the worker's morale but also play a part in the company's growth. You can schedule a meeting to get a full briefing of the suggestion. You might send copies of the original idea to interested persons if you are responding via email. Answer within a day or two after receiving the proposal.
- State which suggestion you are acknowledging and appreciate the employee for presenting an idea.
- Explain what you will do about the proposal and when will you contact him/her again.
- End by repeating the expression of recognition of the employee's suggestion.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Below you will find a synopsis of ideas regarding our new spring promotion. I had each employee submit ideas, and I've consolidated them to what you see before you.
I'd love feedback from each of you on which you think would be the best. Keep in mind our budget numbers and the time allocated to pull this promotion off.
If I could get your comments back by close of business tomorrow, I would appreciate it.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Response letter for the receiving feedbacks from employees.
Further things to consider when writing response letters to team members
Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).
When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.
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.