Written material, from a simple sentence to an entire book, needs a beginning, a middle, and an end. An announcement letter is no different. The beginning identifies the announcement, the middle explains it, and the end sets expectations.
By taking a look at announcement letter samples, you'll see how this format gets put into play, and you can also use the best practices points below for more writing guidance.
Make a list of important, positive points. Before you begin to write, have a logical list of information that supports your announcement. If there's a budget surplus, thank everyone who tightened their belts. If you're announcing a job opening and you're asking employees if they know anyone, acknowledge that good people know good people. If the purpose of the letter is to announce a new product, list the product's competitive advantage.
Keep the “Who” in mind at all times. Keep in mind the interests of your audience at all times and tailor your letter accordingly. If you’re announcing the fact that you’re leaving your job for another, for example, your former colleagues will probably want to know why and also how to get in contact with you. Provide the relevant information to the best of your ability.
Get to the point quickly. Whether you're announcing that an unexpected budget surplus will go toward bonuses or a change in benefit options is being offered, you want to make sure there's only one focus of your letter. The best written letters also provide the important information first, so that even if readers only quickly scan the document they'll be able to identify the subject matter.
Try to anticipate reader questions. If you don't yet have answers to the questions people will have, at least acknowledge those questions and provide a timetable of when their questions will be answered.
Keep it to one page. You're writing an announcement letter, not a white paper. As you review the announcement letter samples, note that they keep to one page. The reader wants to be able to refer to your document for the “What, When, Where, and Why” of your announcement on one sheet of paper. The details can come later.