In the previous section we have discussed agreement letter. Now we are going to understand what are announcement letters and how announcement letters are written.
To write an announcement letter you will need to answer the who, what, when, where, why and how questions in a concise and informative way. It is similar to a press release. An announcement letter is a type of letter used for a number of business and personal situations.
In business, announcement letters can be written for number of purposes – key events requiring an announcement letter to staff and/or customers would be a change in management, a new policy, the launch of a new product, or financial summaries for investors.
The official announcement letters can be for the following –
Company ratings (which have been publically announced in a daily newspaper)
Termination of individual services/contracts
Opening of new business ventures
The personal announcement letters can be for the following –
Sharing of Promotion
Moving into one’s own house
Now lets see the formats of writing an announcement letter –
Format for Promotion Announcement – This format can be used when we need to announce a promotion of an employee.
Format for Bonus Announcement – This format can be used when we need to announce a bonus .
There are few examples of announcement letters given below –
In the previous section, we have read about acknowledgment letters and now in upcoming section, we will discuss about agreement letters.
Agreement – An agreement is an oral or written statement of an exchange of promises. It ensures that there is harmony and compatibility in people’s opinions or observations.
Agreement Letter – An agreement letter is written when two or more parties mutually agree on something that is mutually beneficial to all. An agreement letter should be drafted with utmost care to ensure that all the important aspects of agreement have been covered as ‘Clauses’ in agreement. Agreement letters are legal in nature as they involve more than one party, intervention of lawyer or a person with law background.
Letter format –
Here are some of the examples given of agreement letter –
In the previous section, we have read acceptance letter. Now we are going to read about acknowledgement letter.
Acknowledgement letter is a letter where the work or efforts of an individual or group of individuals is recognized. But recognized not in monetary terms but only in terms of agreeing that the particular letter/ assignment/ project has been received. An acknowledgement letter can also be given for receipt of money in some form. Acknowledgement letter can be written by an organization to an individual or vice versa.
A letter of acknowledgement is a document intends to convey sincere acknowledgement for someone’s support that they gave to someone else. In business world, a letter of acknowledgement is both a receipt and a public relation tool. It’s objective is to let the reader know that items requested in prior communication, usually an inquiry or an order letter, have been received.
How to write Acknowledgement Letter?
Format of acknowledgement of Business Document between two companies – This kind of letters are written when two business organizations works together and exchange of information, documents or money takes place between them.
Format of acknowledgement of Recipient of Resume Letter – This kind of letters are written in response to the received resumes of job posts given by a particular organization.
Format of acknowledgement for Payment of overdue Balance – This kind of letters are written by company to its consumers in case of overdue balance to remind them of paying the amount.
Acceptance letter or accepting letter is a type of letter written to communicate a positive response towards job offer, invitation, gift, offer, contract, scholarship and other matters which require the intended.
It is professional etiquette to do so as it shows your gratitude, reaffirms the details and conditions of the offer. It removes any part on either of the party. A formal acceptance letter requires needs to be written and posted as soon as you have received a job offer. It reciprocates their value of your talent as they have chosen you first amongst other candidates. Your acceptance letter is not a contract but if any legal question ever arises over the terms of your employment, it certainly cannot hurt to have your understanding of those terms in writing.
How to write Acceptance Letter –
Begin the first paragraph by enthusiastically accepting the job. Be sure to state the exact title of job and the salary. The second paragraph usually discuss details about the position, especially the date that you will work begin work. The last paragraph is a short statement of goodwill, usually indicating that you are looking forward to starting a new job.
Create a framework for your letter – As with other formal letters, acceptance letter require a framework so that you have the appropriate matter at hands. When you know the outline, organize all key elements ie. job letter, invitation letter and other references. Use them in chronological order so that continuum is being maintained. It comes easy to eyes of reader and impress the reader.
Drafting – The second step is to fill in the blanks as you already have an outline with a pre-required sequence. It is subject matter which needs to be taken care of. Write in reference to matter at hand. If full sentences are hard to come by, leave them incomplete. If you have trouble in vocabulary, consult dictionary for better of effective synonyms. Be natural and facilitate an effortless communication. Since it is rough copy, you can rectify the mistakes later.
Short and to the point – These letters are meant to be short and specific. So stick to the basic objective of your letter. Start your letter by thanking the official, organization, relative, friend, peer etc. It shows your humility and respect towards the recipient. Clarification can be done through restating the job terms or event, relative time, location etc.
Address it to a person – Individuals like to be acknowledged and known for their position or title in the society. When you address the letter to a specific person, you recognize his / her individual importance and value. Make sure you place the individual’s name in the salutation inside heading and on the top line of your envelope. Addressing the letter to a specific person instead of organization is a strictly NO-NO unless you have no other option.
Confirm the facts – An acceptance letter should always confirm the details of employment, occasion etc. Restating salary, compensation, perks, holidays, timings, joining and other terms and conditions makes sure that there is no misunderstanding. These details can also clarify any other offers that were verbally made but not mentioned in the offer letter. Similarly, mentioning the event date, venue etc. in informal letters serves to rectify and or confirm the event.
Be gracious – Thanking the person in the first line of your acceptance letter is a sign of respect towards the recipient. Always show your gratitude in the beginning and the end of the letter. Acceptance letter is itself, an acknowledgement of gratitude so don’t be miser to do so.
Closing the letter – Start the letter with the gratitude and end it with the same. It is professional courtesy. At the end of your last paragraph is written, a complimentary close of likes of ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential. Close the letter by restating your appreciation and gratitude.
The example of Job Acceptance letter and Resignation Acceptance Letter –
In previous section, we have learnt about writing an effective business letter. Now let’s discuss about what are the guidelines to write a letter to editors.
You can get exposure for any burning talk of town by writing letters to the editors of newspapers or magazines. Not only will you be reaching thousands of readers, you will also be bringing your concerns to the attention of policymakers, who often refer to the opinion pages to learn what issues really matter to the public. It’s easier than you might think.
Read local papers and magazines to get ideas for letters. Watch for articles, ads or letters that mention your topic or related content.
Write on good news as well as bad .
Be brief! Sometimes one pithy paragraph is enough. Three hundred words is the maximum length that most papers or magazines will allow without cutting, and it’s better for you to do cutting, before editor do it. Ideal length is 100 – 150 words.
Type if possible. Otherwise, print legibly. Be sure to use correct grammar and spelling, and member to have your letter proofread by someone with good language skills.
Make the first sentence catchy to get the reader’s attention, and stick to one issue.
The letter should be timely. If you are responding to an article, sent it no more than three days after the article was published.
In previous section, we have learnt about addressing a letter. Now let’s discuss about how to write an effective business letter.
Email may be the quick and convenient way to relay daily business message, but the printed business letter is still the preferred way to convey important information. A carefully crafted letter presented on attractive letterhead can be a powerful communication tool. To make sure you are writing the most professional and effective letter possible, use the business letter format and follow these instructions –
Select a professional letterhead design for your small business – Communicate high quality. As a convenient and economical alternative to using traditional preprinted letterhead, try using our contemporary letterhead and envelope design template. Simply create a letter within a pre designed color letterhead template and then print your entire piece quickly and beautifully on your computer.
Use a standard Business Letter Format and Template – Mostly used format for business letter is Block Style, where the text of entire letter is justified left. The text is single spaced, except for double spaces between paragraphs. Typically margins are about 1 Inch (25.4 mm) on all sides of document, which is the default setting for most word-processing programs. If you are using Microsoft Word, you can turn to its built-in letter Wizard for additional formatting assistance (look at Tool menu).
Business Letter Template Fields –
Date – Use month, day, year format. For example – April 29, 2017
Sender’s Address – It is good idea to include sender’s email and url, if available. Don’t include this information if it’s already incorporated into the letterhead design. This will allow customers to find your business more quickly
Inside Address – Use full name. Mr. / Ms. is optional.
Salutation – Be sure to use a colon at the end of name, not a comma as in personal letter.
Body text – State your purpose of writing. Outline the solution, providing the proof through examples and expert opinions. Group related information into paragraphs.
Closing “Call to Action” – State what the reader needs to do and what you will do to follow up.
Signature block – Sign your letter in blue or black ink
Enclosure – Use if you have an enclosure
Carbon Copy – Use if you are sending a copy to additional person(s).
Use a professional tone – Printed letters should be friendly but more professional. The business writer should strive for an overall tone that is confident, courteous and sincere; that uses emphasis and subordination approximately; that contains nondiscriminatory language; that stresses the “you” attitude. Be sure to sound like yourself, you don’t want your letter to read as if a machine wrote it.
Write clearly – State your point early in your letter. To avoid any miscommunications, use straightforward, concise language. Skip the industry jargon and instead choose lively, active words to hold your reader’s attention. Organize your information logically. In a long, information – packed letter, consider organizing information into sections and sub heads.
Be Persuasive – Establish a positive relationship with your reader right away. If you have a connection to the reader – you have met before or have a mutual colleague, mention this into introductory paragraph. Whether you think your reader will agree with the point of your letter or not, it is important to find a common ground and build your case from them. Understand your reader well enough to anticipate how he or she will react when reading your letter. Address his or her needs or wishes or a specific problem and then outline your solution. Provide proof in the way of examples and or/expert opinions to back up your point. Make sure to maintain a friendly tone. Conclude your letter with a call to action. State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.
Proofread your letter – All your careful crafting and printing can’t cover up spelling or punctuation errors, which leave a lasting negative impression. So proofread your letter before you send it. Make it a habit.
In the previous section, we have discussed about addressing an envelope. Now we are going to discuss about addressing a letter.
Writing the proper salutation is crucial in professional, business and academic settings.
The first thing to remember is to avoid using “To whom it may concern” as a salutation. That salutation is typically considered a cop-out. It means you didn’t research enough to know who you’re writing to. The most important thing when writing a letter is to know your audience.
Depending on the nature of letter, the guidelines of proper form of address change.
For a letter of a personal nature, using the addressee’s first name without a title or surname is acceptable as long as you and the recipient have an informal nature. For example : Dear Vani.
If you and the addressee have a formal relationship, the writer should use the proper honorific and surname. For example : Dear Mr. Vagish.
When addressing a woman, if the marital status is unknown, it is safer to use Ms. because it is appropriate regardless of marital status, so it is the preferred honorific. For example : Dear Ms. Vani.
If you are unsure of gender of recipient, omit the honorific, and use the first name and surname. For example Dear Vani Parashar.
If addressee has a special qualification, use that as honorific. If addressee has a doctorate, (PhD, MD) use Dr. as the honorific instead of Ms. or Mr. For example : Dear Dr. Vani.
When addressing clergy members, use the title before the person’s surname. For example : Dear Father Vagish.
Diplomats are addressed by their titles (Ambassador or Minister) and also there are honorific are Mr. or Madam.
Members of Academia are addressed by their titles. For example : Dear Professor Parashar or Dear Dean Parashar.
When writing a formal letter, it is best to do some research into the company or organization to which you are writing. Find out as much as about the names and titles you will be addressing. That simple gesture indicates your knowledge of company or organization and makes you seem like a competent individual with whom they’d be more willing to form a working relationship with.
If you don’t know the person’s name, use title and if you don’t know both you can use the job title: for example, Dear Recruiter. This isn’t the best method, of course, but at least t signals that you know approximately whom the best audience would be.
If you are not aware of person’s job title, then Dear Sir or Madam works as a last resort.
Remember the more you know about the audience, the better your salutation will be and probably the body of your letter as well.