How to write Formal Announcement Letter?

Formal Announcement Letter is the declaration or a statement about an important event, occurrence, change in company policy or a meeting that people need to be aware of. Formal Announcement letters are used for a variety of personal or business applications. It is written to inform the people about the special event, occurrence and the occasions so that people could have know-how about the event in advance. For instance, in business, you may find the need to announce an upcoming event. This can be anything from a clearance sale to a banquet honoring a co-worker. A formal announcement letter is often used in business and workplaces, for instance, to introduce a new product/service.

A Formal announcement letter is not always positive, sometimes there is the information about a negative declaration enclosed in this letter format. These letters are meant for a professional, formal setting.  Announcement letter is usually very straightforward clearly stating the reason behind the letter. As there is such a wide variety of uses for composing an announcement letter, it can get confusing when it comes to writing one. It is usually the information having the voice of the authority catered to bring forth an important statement which is to be obeyed by everyone.

Tips to write a Formal Announcement Letter –

  • Clearly, state the reason for writing the letter.
  • Keep it short and concise without exaggerating too much onto the details.
  • Always proofread your letter to avoid grammatical errors and mistakes.
  • Add some excitement to your letter making people curious to read it.

Sample format –


Sender Name…

Job Designation…

Date: DD/MM/YY (Date on Which Letter is Written)


Receiver Name…

Job Designation or Business Type…

Subject: Formal Announcement for Increase in Annual Fees

Dear (Sir or Madam),

This is to bring to the attention of all the parents, students and staff members that we have decided to increase the annual fees for our school/college by 5-10% from next semester. (Describe in your own words). As you all know that we have recently expanded our facilities so to cope up with the upsurging prices we have decided to increase the annual fees marginally.

(Name of the school/college) has always tried to provide the best resources and facilities to the students so that learning could be fun for them. (Explain actual cause and situation). We are even planning to open swimming, weight lifting and aerobic conditioning for the students very soon. The recent development our school has made, both regarding infrastructure and educational quality could not have been possible without your support and endeavor. (Explain all about the facilities).

We request you to please bear this price hike considering it as an add-on to beautify your child’s future. (Briefly describe your requirements). Thank you for showing your trust in us and for giving us an opportunity to enlighten our temple of education with your lamp of belief.

Thanking You,

Yours truly,

Your name…

Name and Signature.