How to write an Announcement Letter

How to Write Announcement Letter?

Writing announcement letters is important as they allow others to know about a certain event beforehand so that they can schedule their rouitine as per se. It also shows that you value the readers time and presence. They are also informative and productive when used for any untoward incident. In this manner, they effectively communicate the necessary for the betterment of mankind. Through the formats and tips provided here, you will be able to do so without much effort.

Announcement Letter Writing Tips

• Framework your Letter – Whether it is an wedding announcement letter or a retirement announcement letter, it’s important to map out an outline. This way it is easy to know the essential elements and non essential ones. The formats and the template provided on this website will help you in creating a basic framework for your letter. When you know the outline, organise all key elements i.e. invitation details, references, promotion details, official records etc. Even if it is just an announcement it is important that you have a chronological order to maintain understandable continuum.

• Drafting – Drafting and letters go hand in hand, you have to make a rough work of the original one. Mistakes are bound to occur so start with rough copy before preparing the final copy. With a framework at hand it is easy to fill the subject matter. Forget grammar rules, punctuation, spelling, sentence structure or word limit. Whatever you write you will summarise it, edit it and make it perfect at a later stage. Drain your brain regarding the announcement, don’t miss out anything. It is advisable to keep the matter in reference with the announcement. If full sentences are hard to come by, leave them incomplete. Trouble in vocabulary consult dictionary for better or effective synonyms. Be natural and facilitate an effortless communication.

• Concise and Straightforward – As with most of the other letters be brief and come to the point in the opening of the letter itself. Make points about the announcement which are details or necessary facts. Don’t waste your and others time in any unrelated information. It should be direct but not blunt. It makes the letter simple and effective. A Date is a must in an announcement letter; it can be used for further reference and correspondence.

• Make the Announcement ‘Stand Out’ – Announcements are meant to be ‘Loud’ barring a few ones. You are announcing something and you want everyone to know about it. You also may want to impress the readers to such an extent that they are tempted or become interested in your announcement. The more important the announcement, the more emphatic it has to be, to have the desired effect. You can highlight the event with coloured markers or use Bold Text to highlight the announcement. Use one type of professional font throuhout the letter. The font size should be readable. In informal announcement letters, you can use some fancy fonts to make it appear appealing and depending upon the requirement use some logos or any required graphics as well.

• Be Gracious – Graciousness is a requirement not only in our daily lives but also in any type of letters with a few exceptions. If you are pitching for your company’s sales and promotion, thanks your customers in the first line itself. People like to be remembered so feed them the words of respect and gratitude. As a rule, show your gratitude in the beginning and the end of the letter. Be it a business offer, gift, promotion, gift etc., always think about the person and or his/her organization etc.

• Positive Approach – Another common factor essential for writing an announcement letter is the positive tone of the letter. 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 garners a positive vibe towards the announcement. The objective of your announcement letter enhances goodwill, improves customer confidence and loyalty and creates new business relations. Even if the announcement is negative, keep it positive with the required vocabulary or appropriate phrases to lift the spirits.

• Using Letterhead – Official Announcement letters are considered the most appropriate if they have a letterhead. It establishes authority and makes it valuable towards the attention of the recipient. If you have pre printed letterhead then use that. Informal announcement letters don’t have such an obligation and one can use it as per one’s desire.

• Closing the Letter – Start the letter with Gratitude and end it with the same. It is a professional courtesy. At the end of your last paragraph is written, a complimentary close of the likes of ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential. Close the letter by restating your appreciation and gratitude.

• Proofreading – Check for - awkward phrases, grammatical errors, incomplete sentences and spelling mistakes. Fix them with appropriate punctuation and remove dull or lifeless sentences. This is the final step; the draft will be reviewed and revised before it acquires a proper form. Read it aloud to yourself to figure out mistakes which are missed out in writing. An announcement letter with no mistakes is a sign of proficiency and it itself commands respect from the recipient.

Announcement Letter Format for Formal Types

Announcement Letter Format for Informal Types