Sample letter announcing the closing of an area branch


  1. This letter communicates regret on taking a serious action. It also appreciates loyal employees and expresses concern for them.
  2. Explain what action are you going to take. Try to soften the tone by combining this bad news with some good news.
  3. Appreciate the services of loyal employees.
  4. Close with a positive statement.


[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],

We from the head office management announce with the deepest regret that because of the low performance of our Utah branch in the past couple of months, we have decided to pull permanently out of the area altogether.

Rest assured that despite this, we are not planning to terminate contracts with all of the employees in the said branch. In fact, we are offering similar job posts over at our new office in Nevada. For those whom we are unfortunately unable to re-hire, we shall be giving a very reasonable severance pay.

We from the management at Luxe Incorporated are very thankful for all of the hard work you have invested in our company and we wish you all the best.


[Senders Name]
[Senders Title] -Optional-

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