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Whether you’re announcing a budget surplus, job opening, or change in policy, your announcement letter should be to the point, clearly written, and positive. As you review the announcement letter samples provided, you’ll see that even announcements presenting a negative issue, like a hiring freeze, can be presented in such a way as to reflect well on business strategy.
Furthermore, even though there are all kinds of announcements, there are basic structural standards for writing an announcement letter. Following are some hints and tips to help craft a memorable announcement letter.
How to Write an Announcement Letter
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.
How to Format an Announcement Letter
Formatting varies by intended audience and the formality of the author. Take a look at the announcement letter samples for formatting options. In general, there are four parts:
If the announcement letter is going to “all employees,” that should be the salutation. If you want it to feel personal, use the first name in the salutation. In some instances, there is no salutation or a general salutation, like “Dear Policy Holder.”
Centered above the body of the letter is the actual announcement, like “Changes to your coverage for 2016.”
The body of the letter should include the pertinent pieces of information that support or explain the announcement. Bullet points often help focus the reader’s attention where you want it. Brevity is key, so keep to one page.
At closing, state any expectations, like, “Don’t forget to enroll by xx/xx/xxxx.”
Common Announcement Letter Mistakes
- Too wordy: If the announcement is simple, don’t add more words in the body just to fill the page.
- Apologetic tone: Even if you’re communicating bad news, don’t accept blame for it.
- Overly dramatic: Business announcement letters are business documents, not advertising copy.
You’ve Written Your Announcement Letter. Now What?
When you think you’re done, review the announcement letter samples to see how they end. Then, review your announcement and consider your audience’s response. Will they have questions? Do you have answers?
Provide a contact name or email. Recipients may have questions about how this announcement will affect them.
End on a positive note. No matter what the announcement, focus on the upside.