Part 11 : Announcement Letter

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 – 

  • Promotion
  • Company mergers/acquisitions
  • Company ratings (which have been publically announced in a daily newspaper)
  • Resignation
  • Termination of individual services/contracts
  • New hires
  • Bonus Announcements
  • Opening of new business ventures

The personal announcement letters can be for the following – 

  • Marriage
  • Birth
  • 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 Promotion Announcement

  • Format for Bonus Announcement – This format can be used when we need to announce a bonus .

Format for Bonus Announcement.JPG

There are few examples of announcement letters given below – 

 

Part 10: Agreement Letter

Part 10: Agreement Letter

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 – 

Format of Agreement Letter
Format of Agreement Letter

 

Here are some of the examples given of agreement letter – 

 

Part 9 : Acknowledgement Letter

Part 9 : Acknowledgement 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.
Acknowledgment of Business document
Acknowledgment of Business document

 

  • 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.
Acknowledgment of Recipient of Resume Letter
Acknowledgment of Recipient of Resume Letter

 

 

  • 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.

 

Acknowledgment of Payment of overdue balance
Acknowledgment of Payment of overdue balance

 

 

Part 8 : Acceptance Letter

Part 10: Agreement Letter

Part 8 : Acceptance Letter

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  –

 

Part 7: Guidelines for writing to editors

Part 9 : Acknowledgement Letter