It is important to announce to the entire organization of an appointment of an employee to a new position. It could be a new employee who just joined the company or a person who was promoted in a new post.

Announcing this to the entire organization shows how you welcome, recognize and give support to the person. It is a way as well that you asks all the employees to do the same thing.

It can be done through making a memorandum that the employees can read and refer to.

1) Use positive tone when you give the importance and extent of the appointment of an employee to a new position. If he replaces someone who did not perform well, do not state any negative things about the person who previously handled the position.

2) The mood of the memo should show your enthusiasm and congratulatory. It should express how confident you are in the abilities of the employees that he can do the job.

3) It should contain the qualifications of the person in order to let the reader know that the new person for the post is indeed competent and qualified.

4) Proofread your work. There should be no punctuation, spelling or grammatical errors.

5) Make sure to provide details that are accurate and complete.

6) Construct a memo that can be easily understood by the employees. It should be concise and brief.

7) Highlight in your memo the key accomplishments and the previous position of the person.

To better guide you on how to construct this type of memo – announcing the appointment of an employee to a new position.

SAMPLE

December 8, 2010

TO : ALL EMPLOYEES

FROM : MR. JOHN DOE
Managing Director – General and Administrative Services
Washington Medical Center

SUBJECT: New Business Development Manager
===============================================================

We are delighted to share with you that we have a new Business Development Director for our New Business Development Team who joined our company. Mr. John Doe has accepted the position effective December 10, 2010. John comes to our company with a vast and wealth of experience in the field of developing and creating new businesses.

He was previously the Business Development Director of St. Gabriel’s Medical Hospital. His primary roles were to create business opportunities for the institution and to lead the Business Development Managers and Supervisors. He was also in-charge of constantly monitoring the performance of his team. John was also tasked to prepare all financial projections, review and make profitability reports, and to analyze the market trends of the hospital. He also helped in conceptualizing projects and programs of the sales and marketing team.

We are indeed excited to welcome John that he decided to join the company. I would like to invite everyone to join the management team in welcoming John to the Center in his position.

Thank you.

It is really difficult to announce a bad news to your employees. Example is when the company will not be able to give the bonus that they promised.

Executives and managers find it hard to break the news that employees will no longer be receiving their yearly bonus.

Management must lay their cards on the table. It means that there must be a really good reason for the bonus not to be given to the employees. Such reason must be explained thoroughly.

It would be best to right a letter to your employees stating the bad news and the explanation for such news.

Below is an example of how to announce the bad news to your employees through a letter.

SAMPLE

December 20, 2009

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

To all employees:

The existing global crisis is really a tough problem that we have to face. You very well know that our country is experiencing recession right now. Our government is doing everything to fix this problem. We can expect more tough times ahead. Unemployment is likely to remain high, due to many business closures. The situation at the financial market is still unstable. During the crisis period millions of people have been recessed and some professions have become not required at all. The global recession is not only happening here in the United States. Europe is experiencing the same problem.

We should not despair because crisis is a normal thing in the life of people. There is hardly one of us who cannot remember some situation that has thrown him from the measured and stable current of life into an uneasy and anxious situation which is unexpected. Anyway, critical circumstances require to revise the past positions and to develop a strategy in order to reach our new goals.

In this connection, the company cannot give you the bonus that you are expecting for the yearend. The company is experiencing difficulty in its sales output. We have no choice but to cut down expenses for the meantime. Please bear with the company. The management is doing everything to prevent the business from closing. Please join us in saving this company and hope for a better future.

Benjamin Long

Human Resources Director

Having a new product, client, store or a branch in a company is good news. This is indicative that the company is improving, and as a part of this successful improvement, having new additions in the company are introduced, in order to promote better business with everyone.

Of course, when there are additions, it is important to inform all the parties involved in your business, and this include your clients, consumers, affiliates and employees. This is so they will know that you are creating a solution to better reach out to your customers and finding ways to improve your services for the success of the company.

So when you create a letter announcing a new product, client, store or a branch office, make sure that you are going to specific on what particular announcement it is supposed to be. Create a letter with a welcoming and warm hint, expressing that the addition in your family is for the benefit of the parties involved in your business. Here is an example of such a letter.

SAMPLE

December 25, 2010

CD and Flash Company
1234 Narrow Road
Rainbow, PA 10987

Nicolas Von Stoudt
2345 Antioch Drive
Queens, NY 02345

To all our valued customers,

We are pleased to inform you that the CD and Flash Company, your leading brand in providing CDs and flash disks, is adding a new branch at the Center Mall. This branch will be open to the public on the fifth of September. Our desire to create a new branch of CD and Flash is our thanks to you, our consumers, who patriotically purchased and trusted our products. This way, we will be able to provide better service to you, with more and better opportunities and options.

In celebration of our new branch, we are offering a new product, the Super Flash. This product, a flash disk, comes in a flashy color in the form of a small flash disk so that it will be convenient for you to carry it anywhere and use it anytime you see fit. Super Flash comes in different sizes of memories, from 1 gigabyte up to as big as 32 gigabytes.

We thank you for you continuous support to our company, and we hope that we will keep this harmonious consumer relationship with you in the future.

With all our thanks,

Finn Godric,
Director
CD and Flash Company

Company activities are announced to the public now and then, so that the people interested will have the chance to participate in such program. One of the important announcements that you should make are the job openings. This is, of course, inevitable so that people interested in being one of your employees must be able to do well and present themselves and find the opportunity to try out their skills.

When you make an announcement for a job opening, be sure to announce all the necessary details of the job. Include what position is available, its job description, and what the requirements are from them to be qualified for the position.

Some companies also include the estimated salary as a way to also attract some applicants. If the available job is open to fresh graduates or for those without experience, you should also be able to express it in your letter. Here is an example letter for a job opening by a Technology Company.

SAMPLE

December 25, 2010

Information and Relations Inc.
1234 Narrow Road
Rainbow, PA 10987

Kelly Eastwood
Temps R Us
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Kelly Eastwood,

It is our pleasure to inform you that our company, the Information and Relations Inc. is opening its doors to all applicants who wish to try their luck on becoming a Computer Analyst.

The Information and Relations Inc. is a company that has been involved in Computer Related business. We provide manpower to big companies who are in need of computer experts with skillful knowledge.

In line with this, we would like to invite you to apply for this available position in our company. As a Computer Analyst, it shall be your duty to handle issues related to Computer and Software. You must be a good team leader and should be able to do his job well under minimum supervision.

To be an applicant, you must meet the following qualifications:

- must be a college graduate of a computer-related course
- able to work under minimum supervision
- willing to work on graveyard shifts

It is also our honor to welcome fresh graduates and they are welcome to apply.

We hope to see your candidates there!

Yours Truly,

Genevieve Corder
HR Specialist
Information and Relations Inc.

One of the signs showing of progress in your company is when there is a merger with other companies. Companies enter merges with other companies in order to expand their marketability, services, and have better opportunities in the field of business.

Having a new partner in business usually means a new set of people in the admin sector of the company. More often than not, policies change in order to respond to the adjustments in the newly formed company.

It is necessary to inform your employees and your customers about your new partner so that the people will know what to expect from your company and what changes are to be seen in your company.

Having a new partner in the company is usually happy news, so it must be delivered in your letter in a manner that is welcoming and warm. Here is an example letter announcing a new partnership.

SAMPLE

December 28, 2010

June Entertainment Company
1234 Narrow Road
Rainbow, PA 10987

Sam Sheepherder
2345 Antioch Drive
Queens, NY 02345

Dear Mr. Sheepherder,

It is with our great pleasure to announce to you that our company, June Entertainment Company, is merging and now has a new partner. We welcome to our family the Leader and Prince Incorporated, the leading agency in modeling and commercial advertisement making.

June Entertainment Company and the Leader and Prince Incorporated, in their new partnership, aims to provide the people more entertaining programs in the television. We also aim to deliver good and informative commercial videos to the people which will not only be entertaining to the viewers, but will also benefit the companies seeking to have a good advertisement of their products.

Furthermore, June Entertainment and the Leader and Prince aim to hone and introduce fresh faces in the entertainment industry that you will definitely love and idolize.

We look forward to serving you further, and we sincerely hope that you will keep on supporting our company, our presentations, programs and talents. We hope to bring you happiness and more entertainment in the future.

Thank you very much!

With our sincere thanks,

Jim Morgan
Director and CEO
June Entertainment Company

The never ending social gatherings and celebrations are inevitable in the world of business. These gatherings are necessary in order to establish more connections to potential affiliates. It is also important for you to have such gatherings, so that you will be able to celebrate the achievements of the company.

When you make an announcement of a job-related party or celebration, they can be usually presented in the form of an invitation. Most often, such announcements are given in the form of a formal letter, and attached therewith is the official invitation. For your employees, it is necessary to inform everyone what is to be expected in the said party, and what it is for.

Try to inform the people in the nicest and happiest way possible, for it is a gathering that must be celebrated with vigor and enjoyment. The following is an announcement of a company related party, a letter that is given to all of the company’s employees.

SAMPLE

December 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA  10987

Red Fingers Telephone Company – Queens Branch
2345 Antioch Drive
Queens, NY  02345

To all the distinguished Employees,

It is a known fact to everyone that this coming month, Red Fingers Telephone Company will be celebrating its ninety-second (92^nd) year of doing business. We have had a long successful life and it is all thanks to you and for your hard work in making the company one of the most successful network companies all throughout the nation.

For this reason, our company wishes to celebrate through a grand ball on the 5th of February 2011, to be held at the Grand Ball Room at Merlion Hotel. This event will be attended by distinguished guests who have made great contributions in making our company a success.

You, as one of our employees, are invited to attend this ball as our expression of gratitude to a job well done all throughout the years of your employment.

The ball shall commence at seven in the evening, carrying the theme “Royal Rainbow.” Please come in your best, formal and royal-themed attire, filled with wonderful and bright colors of the rainbow.

We hope to see you there. Once again, thank you for your hard work!

Sincerely Yours,

John Donny

CEO

Red Fingers Telephone Company

Every announcement made at work bears great effect to all the party involved. It could affect the consumers, the administration, and most of all, the employees in your company. One example of an announcement that could affect the company is announcing the holiday work schedule, in which despite a day of supposed non-working holiday, you are asking your employees to come to work.

Of course, this will be a very difficult request to do, especially if a free day for your employee is involved. For this, in order to create an effective announcement letter, you should make sure to express your reason clearly on why there is a need for your employees to come to work.

You should also be able to provide a compensatory action, in replacement of their lost day off. This way, your employees will not find it inconvenient to come to work and not see it as a free slavery day for them. Given is an example of an announcement for a holiday work schedule in Inks and Papers Inc.

SAMPLE

October 25, 2010

Inc and Papers Inc.
1234 Narrow Road
Rainbow, PA 10987

Inc and Papers Inc. – Warehouse Division
2345 Antioch Drive
Queens, NY 02345

Dear Employees,

It is to our understanding that this coming Friday, the fifteenth of November, is declared a holiday due to the celebration of the City’s Foundation Day. Despite such announced public holiday, we are requesting everyone to come to work on the said day. This is so we will be able to reach the deadline for the coming end of our fiscal year, which is to take place at the end of November.

We understand the inconvenience it may cost you, which is why, in compensation thereof, we are offering a 200% pay for those who will come to office on said particular day. In addition, we are proposing a CDO or Compensatory Day Off, in which instead of the fifteenth of November, each employee are given the chance to choose a day anytime before the end of the year to be their day off.

This day will of course, be paid by the company. If ever you opt to choose to take the fifteenth of November as your day off, you are not entitled to a CDO.

We are thanking you for your deep understanding, and we have our highest hopes that you will be able to make the right choice.

With our best regards,

Aaron Berry
General Manager
Inc and Papers Inc.

Among the business letters available for one’s use, is the letter announcing a hiring freeze and is probably one of the most delicate announcements one could ever make. This is so because it will greatly affect not only the physical but also the moral aspect of the employees and potential employees. Hiring employees greatly affect the stability of the company. Such measures are usually taken in order to protect and secure the safety not only of the company profit, but also to maintain a good performance and status of the company.

A hiring freeze is usually brought about by the slow movement of revenue in the company. Making an announcement regarding this matter must be delivered in a clear and reasonable manner.

Reasons for such a decision must be explained clearly. It does not need to be extremely detailed, but it should be enough to tell your employees why your company decided to commit to such a decision. Below is an example of a letter announcing a hiring freeze for a company.

SAMPLE

November 25, 2010

Moon and Shine Jewelry Company
1234 Narrow Road
Rainbow, PA 10987

Moon and Shine Jewelry Company – New York Branch
2345 Antioch Drive
Queens, NY 02345

To All the Employees,

This is to inform everyone that the Moon and Shine Jewelry Company will have to put on hold the hiring of new employees. The administration understands that various sectors in the company are expecting to receive help, and this freeze may cause a little hardship in some departments. Rest assured however, that this will not last long.

The hiring freeze has been decided by the company in an effort to recover and create strategies in approaching the market due to the slow reception of the market to the products brought about by economic adjustments the state is currently experiencing.

Rest assured that this time will be used wisely to formulate new approaches in facing the market, so that by the start of next year, plans of hiring new applicants will finally be put into action.

The Company sincerely hopes for your understanding and support as we cope under the current situation. Rest assured that we will get back on track the soonest time possible.

Thank you, and good day!

With my most profound gratitude,

Eric Carter
CEO
Moon and Shine Jewelry Company

It is important to keep your employees informed whenever there are new programs that must immediately be implemented in the company. Whether it is a mandated company policy or something that is optional, you should still find time to inform everyone of this certain program to keep your employees well informed of the matters going about in the company.

One of these programs usually mandated for employees is the Drug Testing Program, to make sure that your employees are, naturally, toxic-free in order to establish a drug free working environment. As drug testing is a delicate matter, it must be announced to your employees in a careful way which, even if it is commanding and executing, must still be delivered in a nice way that seeks understanding and patience.

Announcing a drug testing program is almost the same as announcing a change in a company policy; it must be informative and delivered with utmost care. It should be easy to understand and approachable. Here is an example of a business letter announcing a mandated drug testing program.

SAMPLE

November 25, 2010

Alpha-Omega Corporation
Medical Division
1234 Narrow Road
Rainbow, PA 10987

Alpha-Omega Corporation
ALL EMPLOYEES
2345 Antioch Drive
Queens, NY 02345

A Notice to All Our Employees,

Due to the recent events, issues and disturbances related to drug-related incidences, the company has decided to take necessary actions in order to assure not only a drug free working environment, but also to secure the welfare of the employees. In line with this, therefore, effective December 10, 2010, the company, this will be administered by the company clinic staff, and will perform drug testing, to be done all throughout the year. It is our hope that by the end of the year, all our employees would have completed at least one random drug test.

The employees shall be informed an hour before the actual test. Testing will be scheduled and performed only during office hours. Your supervisors shall also receive the same notification to allow you to have an hour off so that you can attend the drug procedure. The entire drug testing shall be free of charge and will be under the direct supervision of the company clinic.

For concerns regarding this matter, you may direct your queries to your immediate superior.

This program is a mandated procedure subjected for everyone’s strict compliance.

Noted,

Dr. Joseph Andrews
Company Physician

A contest does not only serve its purpose of rewarding an individual, the announcement of the lucky winner of a the contest serves as a promotion of your company. A letter to announce a contest winner must be presented in a manner which you are aiming to deliver the good news to the winning party, and at the same time, you are proudly informing everybody of such wonderful result.

This aims to tell everyone that you chose the best person which performed well in the contest. Also, it must encourage the readers that they, as well, will be able to win prizes just like the lucky party, if they join and participate in the future contests. Also, make sure to inform not only the winning party, but also the readers as a whole of the prices the winner gets to receive.

Most of all shower the winner with congratulatory messages. In this article, you will be able to view a sample letter announcing a winner in a company contest.

SAMPLE

November 25, 2010

Rejoice and Revive Modeling Agency
1234 Narrow Road
Rainbow, PA 10987

To Our Valued Customers and Contestants,

It is our pleasure to inform to every one of you that Ms. Jane Lennon, a sophomore of St. Mary’s Academy has won this year’s Rejoice and Revive Anniversary Promo.

Of all the thousands of participants and hopefuls, Ms. Lennon has showed our dear judges her exemplary skills in the field of beauty and aesthetics. Born and raised in Ohio, she proved herself worthy of our company’s attention for a job well done. For this, she will receive five thousand dollars ($5,000) cash, plus a chance to be a part of our company as a fashion director. For this, congratulations, Jane!

In line with this, we would also like to grab this opportunity to thank you, our dear participants for making this promo possible. Rest assured that in the coming years, you will experience more fun, more challenges, and better prizes for you to fight for. So keep yourself at bay and be prepared.

We hope for your enthusiastic participation in the future as well!

Truly yours,

Evalyn Lopez
Promotions Director
Rejoice and Revive Modeling Agency