An announcement letter is a type of letter used for a number of business and personal situations. When are announcements made? These letters are meant for a professional, formal setting. Announcements are made in response to several things like rumors, promotions, retirement, pregnancy, college graduation, engagement, baptism, wedding etc. Announcements can also be made for certain positive reasons like launching new products, business practices etc. With that in mind, you will need an announcement letter for any event that changes the business’s current status.
You should write an announcement letter in a simple and easy way so that the reader can easily understand the news or information that you want to share.
Writing an Announcement Letter Tips
- Map out an outline
Whatever may be the reason for writing an announcement letter, it is very important to map out an outline. Even if it is just an announcement it is important that you have a chronological order to maintain understandable continuum.
- Draft rough letter
Drafting rough letter is important after you have the outline ready so that it can further give you the room for making improvements if required. Initially, mistakes are bound to happen so rough letter drafting is essential.
- Be frank and write a concise letter
It is advisable to come to the point in the opening of the letter itself. Be frank and ensure that you add information in a short and sweet manner. Mistakes are bound to occur so start with a rough copy before preparing the final copy.
- Make the announcement LOUD
If you want to make an announcement to everyone then it is important to be LOUD and for this, it is important for you to stand out different in the crowd. The more important the announcement, the more emphatic it has to be, to have the desired effect.
- Be courteous
In any type of letter, you write, it is important to be courteous. This can make your letter look interesting and readable. If you are pitching for your company’s sales and promotion, thanks to your customers in the first line itself.
- Use a positive approach
The announcement letter should always be written in a positive tone. Make use of words that can create a positive impact on a reader. Words like ‘Cheers’, ‘Special’, ‘Thanks’, ‘Your High Esteemed Presence’, ‘Best Employee’, ‘Valuable Customers’, ‘Your Valued Time’ etc. have a positive effect on the reader.
It is important to write an announcement letter using letterhead if it is an official announcement. Maintain gratitude while starting as well as closing the announcement letter. Showing professional courtesy is important. You can make use of salutation like sincerely, truly, thank you etc. Editing is important because it can allow you to make out grammatical errors, spelling errors, wrong phrases etc.