Announcement letters are written to provide information about a certain event well in advance so that the recipients get opportunity to manage their schedule accordingly. It also marks an impression that the sender gives value to the reader’s time and presence.
An announcement letter may be written for any of the reasons like a new policy that is being introduced, new rule or regulation implemented within the company, change in hierarchy, and notice of a new product.
It can be used to give information about the present financial data to investors or stakeholders. It could be also for the promotion or the opening of a new business. These letters are informative and productive in nature when used for any inconvenient incident. In this manner, they effectively communicate the necessary for the betterment. The objective is to enhance goodwill, improve customer confidence and loyalty. We have come up with a few tips to help you right effective announcement letters without much effort. Read through.
Tips to Write an Announcement Letter:
Outline the Letter:
It is important to jot down an outline as it will help you identify the essential elements to be mentioned and avoid the non essential ones.
Organize the Key elements:
Make a proper sequence for all the key elements needed to be mentioned such as invitation details, references, promotion details, official records etc.
Make a rough draft before printing or writing on the company letterhead to avoid mistakes in the final printed draft. Forget grammar rules, punctuation, spelling, sentence structure or word limit. You can edit it later on as this is just a draft. Drain your brain regarding the announcement and keep the matter in reference with the same.
Concise and Straightforward:
Try to keep the letter brief like other business letters. Information should be to the point and you may leave unnecessary elements. Include details related to the announcement and keep it short and concise. If written for business purposes, use company letterhead.
Make the Announcement ‘be prominent’:
The announcement should be more emphatic to have the desired effect. Use single type of professional font throughout the letter in case of formal announcement. The font size should be readable. If it is an informal or personal announcement some fancy fonts can also be used to make it appear appealing. You may also use a few logos or any other graphics depending on the requirements.
Bold and highlight pertinent details:
Use simple, easy-to-read fonts so that your letter is crisp, clean and professional in appearance. However, it should be direct but not blunt. Important information of the letter should be in bold lettering and highlighted. Don’t waste your and others time in any worthless facts. It should be simple yet effective.
Be Gracious and positive:
Another common factor to keep in mind while writing such letters is that it should carry a positive and gracious tone. Even if the news is not positive, make sure to use appropriate vocabulary and phrases to lighten the intensity. If it is about business promotion or related to sales, never forget to thank the customer in the first line itself. As a rule, show your gratitude in the beginning and the end of the letters with valued words like ‘Cheers’, ‘Best Employee’, ‘Valuable Customers’ etc. It garners a positive vibe towards the announcement.
Concluding the Letter:
Conclude the letter by restating your appreciation and gratitude like you did in the beginning. A complimentary closing such as using terms like ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential as it is shows professional courtesy.
Never forget to check the letter for spelling and grammatical errors, incomplete sentences and punctuation. As this is the final step, review and revise the draft before it acquires a proper form. Read it aloud to figure out mistakes which are missed out in writing.
In cases where an employee is promoted within a company, two copies of announcement letter are produced. One is sent to the recipient and the other is kept as general letter to inform the other members of the company.
Other Categories of Announcement Letter Writing Tips:-
Tips to write New Business Announcement Letter
Be cordial and polite in your tone while writing such letters. In this letter mention all the specific terms and information for the awareness of the people.
Tips to write a New Employee Announcement Letter
Keep the announcement short, pleasant, and concise. Make sure the reader easily understands the announcement.
New Job Announcement Letter Writing Tips
Mention the name of the company and the date of the announcement at the top of the letterhead. Inform the employment agency about the new vacant position within a company.
Tips to Write Retirement Announcement Letter
Address the letter with the date on top followed by the name of your supervisor. Include supervisor’s title, name and address of the company.
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