The purpose of writing a notification letter is to deliver some important information to the recipient of the letter in a formal manner. There are various reasons for which notification letters are written. For instance, notification letter for your name change, notification letter to your landlord for leaving the rental premises and various others.
Notification letters are used for both formal and informal purposes. And if you also have to write a notification letter to some of your creditor at work or for some other unofficial purpose then you must read on this article to know how to write a flawless notification letter.
Here are some guidelines which are extremely important while writing a perfect notification letter:
1. Always start with your letter with a date and with the name of the recipient. Both these details are very important to start your letter. In case, the letter is meant for a group of people then you don’t need to start your letter with any particular name. You may use “To whom it may concern” in an official setting.
2. Mention the purpose for writing the letter. You have to be very clear, straightforward in stating your motive behind this letter. Always remember that you must rule out every possibility of confusion while stating the reason. Keep it short and sweet. In case the letter includes some unpleasant news then you must include a clear and honest explanation of what happened in the letter. The idea is to have no confusion and best of clarity.
3. If you are expecting the recipient to reply you on this letter then make sure you state your intention so that the recipient can respond to you. If not, then you may end the letter with a simple thank you in the end.
4. Do not miss to include your contact details in the letter so that you can be contacted by the recipient.
5. It is important that you sign the letter. Sending an unsigned notification letter will never be treated as a complete letter.
6. Always read your letter before sending it. Look for grammatical errors and spelling mistakes to ensure that there is nothing missing and nothing extra in your letter.
With these steps, you can comfortably frame a fool-proof notification letter for any reason as now you know how to go about drafting it.