GUIDELINES
- This letter announces the retirement of an employee. Besides giving the news and providing useful information about the retirement, it also builds goodwill among the concerned people. Include the achievements and significant contributions of the individual who is retiring.
- Name the person who is retiring. State the retirement date.
- Give an overview of the individual's employment history. Highlight specific contributions and achievements.
- If it's suitable, announce any event that will glorify this person's retirement.
- Wish him/her all the best for the future.
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],
We at Red Incorporated are pleased yet saddened to announce that Mr. Michael Matthews from our marketing department shall be retiring from our company effective this coming April 15. Michael has always been an excellent employee everyone could look up to and admire. His charisma and wit have made him the permanent office clown of sorts. He could always be depended on to lighten the mood in any situation with his hilarious jokes. However, his love of jokes can only be matched by his love for doing his job impeccably well. He is indeed a well-rounded individual who have made us all proud to have him as a colleague.
Although his departure saddens us, we are happy that he would finally be getting the vacation he truly deserves, after all, his years of hard work with us. We invite everyone to join us in giving our beloved Mike the extravagant send-off he deserves. Best Wishes, Captain Mike!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing an employee's retirement.
Further things to consider when writing announcement letters to team members
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 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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