Changing your company’s name is a significant action in your business, especially if your previous name has made its establishment in the business world. For this reason, it is important to let the people know that you have changed your business name.

This is to make sure that everyone knows, either for the reason of connection, affiliation or a potential customer will know that your company did not dissolve, but merely changed your name into something that you believe will benefit your company.

There are many approaches on how to write an announcement of changing your company’s name, but in doing so, always keep in mind that the letter should be positive when delivering the announcement. While at the same time, politely reassuring your reader of the continued excellence in service.

Keep the letter as personal as possible, in order to instill closeness and a connection between you and your reader. Assure your customers that only the name is changing, and that they will receive the continuing improvement of the quality of service. Here is an example of a letter of announcement to change the name of your company.

SAMPLE

November 25, 2010

Elements and Chemicals Mfg. Co.
1234 Narrow Road
Rainbow, PA 10987

Nicole Smith
2345 Antioch Drive
Queens, NY 02345

Dear Mrs. Smith,

It is with our great pleasure to inform you that we, Pure Liquid Chemicals Inc., is changing our business name into Elements and Chemicals Mfg. Co. This name change will take effect on the fifteenth of December, year 2010.

We have decided to change our name in par with our expanding business opportunities. We believe that this change will deliver us good business not only from within the state but also to our neighbor countries for a chance of importation and exportation of chemicals. We do this in our desire to deliver better service to you, our valued customers.

Rest assured that despite the name change, be guaranteed that our products and services which you patriotically availed of and enjoyed will remain of top quality, if not maintain its already excellent performance. We hope you find some time to drop by and visit us in our office, and we’d love to show you our company’s new sign!

Thank you for your patronage, and we hope to continue doing business with you in the future!

Sincerely,

Helen Anderson
CEO
Elements and Chemicals Mfg. Co.

Having changes in your company policy for whatever purpose is necessary, in order to provide improvement and success for your business. But as you impose changes in your company, there may be people that are going to be affected. These include your employees, and customers who would feel the changes either with the increase or decrease in your prices or supplies and services.

In making an announcement, make sure that the reason for the sudden change is expressed and well explained. This way, your customers will are well informed about the updates in an out of your company. In this manner, they will also be given the chance to understand why you have to take such measures.

In the end, always reassure them that despite such changes, the quality of your services and products shall remain the same if not improved. And most importantly, end your email with an expression of gratitude for their kind understanding. This way, they will feel touched by your kind approach and consideration to them as your valued clients.

For this, it is very important to make sure that as you make the announcement clear, you should use well thought of words constructed to deliver the announcement in a manner that is clear, understandable, and confident. Here is an example of a letter to announce a change in policy to serve as a good template. Keep in mind that you may address the customers in general or address them personally, according to how you see fit.

SAMPLE

November 25, 2010

Silver and Gold Textile Company
1234 Narrow Road
Rainbow, PA 10987

Nicolas Reeves
2345 Antioch Drive
Queens, NY 02345

Dear valued customer,

Due to the changes in the provisions governing the import and export of chemicals into the state, our company, the Silver and Gold Textile Company has decided to acquire chemicals from within the state instead. In order to maintain the top quality of our products which everyone appreciates and enjoy, we are increasing the price of our products up to 15% from its previous price.

This is so that in spite of the sudden change in importation of raw materials, we are still able to maintain the top service and products we always provide you.

We thank you for your continuous support in our company. We hope that this partnership will continue in the future.

With all my deepest gratitude,

Mark Anders, CEO
Silver and Gold Textile Company

Do you want to showcase the achievement of your employee to the entire company? You may want to grab the opportunity by writing a letter announcing a certain employee’s achievement. This is the great time to build good relationship and goodwill between employees and management.

This is one of the ways on acknowledging the performance of an employee. Companies might have numerous ways such as giving monetary bonuses or some other type of reward. But an announcement is the best way of improving the morale of the employees and creates a positive atmosphere within the company.

When you write a letter announcing an employee’s achievement, keep your sentences concise and short. Enumerate the facts clearly and use simple words only in order for your employees to understand. Make your employees feel through your statements that they are truly an asset of the organization. Employees should see and feel that they are valuable in the company. Make genuine and not just flowery statements.

It cannot be equated to money or with any material things. Once the management shows interest in the lives of their employees, they will feel they are taken care of and they are of great value for the company. Here’s a sample of a letter announcing an employee’s achievement.

SAMPLE

November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Dear Team:

Greetings.

I would like to invite everyone to congratulate Jane Smith for a very terrific achievement!

She has successfully led the Business Development Team in closing a major partnership with a foreign investor. She was able to present with flying colors the business proposal that her team has prepared. Jane presented real time facts very impressive analysis and thorough recommendations. Her output was excellent and has exceeded the expectations of our foreign investor.

The management team would like to encourage everyone to follow her as an example. We are dependent on you, our employees. Your output are the reasons why our company is here. We are looking forward for more people like Jane – those who share their skills, knowledge and talents to the company.

Again, congratulations to Jane. We are truly thankful to have you here in our company and those who will be following your footsteps.

Gratefully,

John Doe
President

Do you have an employee who has served from day one since the company was established? It’s really heartbreaking to announce the departure of an employee especially someone who has contributed a lot in the organization. However, it is such an honor as well to have a very loyal and trusted employee in the company.

You may also want to consider the following in terms of writing your announcement.

1) When writing a retirement announcement, make sure that the words you will use will be appreciated by the retiring employee. If you want, you may consult first the employee the letter you made. By doing this also, the retiring employee will realize that you really value him as an employee because you take time to write a letter and have plans of announcing it to the entire institution.

2) Since communication in the office is made through email because of its faster relay, send it to everyone.

3) Should you want to showcase the detailed information of the employee’s position and function, write it down in a separate list. Include as well awards or recognition that he has received during his years of service.

4) You might want to include in the announcement what are his plans for retirement such as traveling, playing golf or migrating somewhere. Make sure that before you include his plans, you have to ask first the person if it’s alright.

Before announcing to everyone, it’s is better to have a meeting first with the employee concerned in terms of how he wants the announcement to be handled. Does he want to have a formal announcement, a party or just exit the door quietly? Here’s an example of the letter announcing a retirement of an employee.

SAMPLE

November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Dear Fellow Employees:

I am announcing the retirement of John Smith, VP for Human Resource Management with mixed emotions.

John has been with the company for 40 long years. He started his career with the company as an administrative assistant. He climbed the ladder by being promoted to human resource officer, then handled different units of the Human Resource Management Group as a manager and then assumed the post of the VP for HR.

We will definitely miss John for he has worked hard for our company. He has dedicated his time and efforts. He has shared his knowledge, talents, and skills to the company and to all employees. His love for the entire organization is unending and beyond compared.

I would like to invite everyone to join me wish John Smith to enjoy his retirement.

Sincerely,

Jane Doe

Any company should make sure that all the planned activities must be announced to the concerned people before hand whether it is an informal or formal event. If it is a formal or an important event, a proper announcement in the form of poster or letter is required. Most companies send announcement through emails and no longer use bulletin boards.

Announcement should be concise and clear to any reader in order to get immediately the information that has to be relayed. Use simple words only. Make it complete as well so that you will not be bombarded with questions that will take too much of your time in answering same questions.

For instance, you are to announce an employee training session that there will be a new computer system that the company will be using. It is important to state the importance and details of the training session. Here’s a sample letter to assist you.

SAMPLE

November 25, 2010

Information Computer Technology Group
1234 Narrow Road
Rainbow, PA 10987

Dear Staff Members:

Good day.

Information Computer Technology Group (ICTG) scheduled a series of employee training sessions as suggested by the President. All departments are required to attend.

The company has invested in new software to be installed in each computer unit. The software will help everyone to work efficiently and effectively. The training session will be beneficial and worthwhile for our company to be updated with the current trend of the industry. Below is the schedule of the training sessions.

Kindly review the attached schedule that is specific to your department. Should you have questions with the schedule, kindly contact the ICTG helpdesk at 123-456-789 local 123 or email helpdesk@company.com.

Date: December 1-3, 2010, Wednesday-Friday
Time: 8:00-5:00 pm
Venue: AVR conference hall
* Snacks and lunch will be served.

May we request for all supervisors and managers to confirm the attendance of their department before November 30, 2010.

Thank you for your attention.

Sincerely,

Julius Salt
ICTG Head

NOTE:

Take note that the letter is simple and short. It includes all the pertinent details of the training sessions. It is vital also for the person announcing to state the significance of the training. If you have this kind of letter, most probably your training sessions will be successful.

Any organization needs to have promotional activities in order to keep up with the competition in the market or better yet to be ahead of its competitors. It is also vital that employees from the entire organization should be part of such activities and not just from the sales department.

The company should think of this as an opportunity to strengthen the camaraderie for all employees through a contest. Having a sales contest will save you hundred of dollars from consultancy fees. Instead of paying consultants, give it to your employees as prize.

A sales announcement letter written efficiently announces and recognizes as well the achievement of the employees. It will make all the employees inspired to be creative and to excel in order to provide an excellent slogan for the products.

A sales contest announcement can be in a form of memo with a tone of a sales pitch. Having a sales contest will boost the morale of your employees because it posts a challenge among them. It will also help increase business revenue and healthy competition atmosphere. Below is a sample announcement letter of a sales contest.

SAMPLE

November 25, 2010

Alpha-Omega Corporation
1234 Narrow Road
Rainbow, PA 10987

Originating Department: Sales Department
Subject: Sales Contest

Dear Team,

Good day.

On behalf of the company, the sales department would like to invite everyone to participate in our “Slogan Contest.” Below are the mechanics:

1) Print the attached slogan form. Write a new slogan about our new products. These products are the new product lines of our companies to be launched next year.

2) The slogan must reflect the company and at the same time related to the new products. It should be catchy and has rhyme. It would be better if it can be incorporated to the company’s generic jingle. It should be less than 40 words.

3) All employees from different departments are invited to participate in this contest except from the sales department.

4) Send back to this email address the accomplished form. The last date of submission will be on December 15, 2010, 5:00 in the afternoon.

5) The panel of judges will be all the members of the board of directors. The winners will be announced on December 17, 2010 through email.

6) The winners per product will receive a cash prize.

Sincerely,

John Dough
VP for Sales

The fastest way for you to announce a price decrease or increase of your products and services is through emailing your clients.

This is one of the mediums to disseminate information faster about your current developments in your company. Keep in mind that you may use the announcement letter for your advantage.

Use it as a key opportunity to strengthen your relationships with your customers, thank them for all the support and at the same time promote your organization.

Below are sample letters on announcing a price decrease or increase of your products and services.

EXAMPLE Announcement of Price Increase

November 25, 2010

Mr. John Smith
Purchasing Head
XYZ Company
[Address]
COMANY Inc.

Dear Mr. Smith,

Greetings.

Due to the increased costs of our raw materials, we regret to inform you that we have to increase the cost of our products. We tried our best not to increase our prices but we can no longer pull our strings.

For your reference, we have attached a catalogue with the new price list of our products which will be effective December 1, 2010. For any orders you will make from now and before December 1, 2010 will be charged at the lower rates.

We would like to take this opportunity to thank you for all your support and patronage of our products.

Should you have any questions regarding the new rates, feel free to contact us.

Yours very truly,

Jane Doe
Sales and Marketing Head

SAMPLE Announcement of Price Decrease

November 17, 2010

Mr. John Smith
Purchasing Head
XYZ Company
[Address]
COMANY Inc.

Dear Mr. Smith,

Greetings.

We rarely have the opportunity to advise our customers of such good news. Due to the decreased costs of our raw materials, we are glad to inform you that it has made it possible for our organization to decrease our prices.

Effective December 1, 2010, the attached catalogue with the new price list of our products will be implemented. By the way, these prices do not include the discount we have given to you prior the changes of price.

We would like to take this opportunity as well to thank you for your continued patronage of our products.

Yours very truly,

Jane Doe
Sales and Marketing Head

NOTE:
The above letter is a good news letter. It contains welcome information. It can communicate to your customers that you are doing your best to serve their needs especially during these trying times. It shows how you value your customers. Grab this opportunity to establish good will and confidence between your customers.

After a heartbreaking decision to close your office, it is time to make an announcement especially to your employees. It can be done through an announcement letter. An announcement letter should be written concisely and straight forward. It contains important information that that the reader has to know easily and quickly.

You have to select your words properly and you have to state the facts. To announce an office or store closing to employees is bad news. It should contain no-nonsense statement and must show understanding and project optimism. This kind of letter connotes sadness to the employees.

However, it should express gratitude and concern to all devoted and loyal employees. Below is a sample letter on how to announce an office or store closing to employees.

SAMPLE

November 25, 2010

NotNow Corporation
1234 Narrow Road
Rainbow, SD 10987

Dear NotNow Team Members:

Due to the economic turndown, we regret to inform you that our company will be closing down on December 31, 2010. This decision is no way a reflection of your individual performance. You have been an asset to the company in all the challenges we have faced, and the management team are very grateful for that.

Our Accounting department prepared a separation package for all. A separate detailed announcement on the computation package formula will be released by the Accounting Head today. I would like to invite everyone as well for a general assembly at 2:00 pm in the afternoon to discuss all your concerns regarding this matter.

Indeed, it was a pleasure working with all of you. Thank you for all he wonderful years we’ve spent together in this company.

Sincerely,

John Smith

NOTE:

The above announcement letter is a suggested initial step for you to announce that your business is closing down. Make sure that once you released this announcement, you have carefully prepared your answers for all the probable questions that might be raised. Don’t disclose information to outsiders especially to media before your people.

Remember that one of the most important stakeholders in your company is your employees who deserve to be respected and treated humanely. Clear whatever rumors or issues that have been spreading in the organization.

This kind of announcement is probably the most hard to accept hear and accept on the part of the employees. To make it easier to your employees, offer suggestions and help. This is the only way you can repay for their dedication and loyalty to the company.

A personal letter is very informal and warm. This is a form of how you share your personal feelings about a certain event such as an engagement to someone close to you. How can you share such good news? Of course, write a personal letter. When you write a personal letter, you may include pertinent information like the date, time and venue. Do it in a conversational tone like they are just in front of you.

Thank you to the technology because you can make a personal letter through email which your receiver can get it in just seconds. You do not have to worry if they will not get it on time or will be lost in the post office.

Some announcements can also be done in a website and then send a link to the people whom you want to read the announcement. Although, keep in mind as well that there are members of your family or friends who are not technology savvy. You have to know those people whom you need to write a personal letter using the traditional way.

An example of a personal letter is announcing an engagement of your child. It is very personal and an important milestone for your child and your family. Such event is very special that you want it to announce to your relatives and friends. Here’s an example of a personal letter announcing an engagement.

SAMPLE

November 25, 2010

Linda Kent
1234 Narrow Road
Rainbow, PA 10987

Christina Reiner
2345 Antioch Drive
Washington, D.C. 02345

Dearest Chris,

Hope this letter finds you well. How are you?

I’m writing to share with you a very joyful event from our family. This calls for a celebration for our entire family. Our daughter, Jane was asked by her long time boyfriend, John Smith to get married this coming year.

John asked Jane last week over dinner and they are planning to have a party for close family and friends to celebrate the wonderful occasion.

In such wonderful event, we would like you and your family to be part of it. Here are the details:

December 19, 2010, 7:00 pm at Spaghetti Home’s, 103 Sicilian Drive, Washington DC.

I hope that you and your family can attend this very special and personal event in our lives.

I look forward seeing you on December 19.

Sincerely,
Lino and Linda Kent

This kind of announcement is formal. It is a public statement that a couple has intentions of getting married. It usually states the name of the engaged persons, their parents, and where they live.

You have to check first with the newspaper editor the guidelines and requirements before submitting your details. It should also use appropriate words if one of the parents is deceased, the parents are divorced or the couple is the one making the announcement and not their parents. Writing this type of announcement is really a challenge because anyone could read your announcement.

You might consider disclosing some details and facts. You have to double check the data that you plan to include in the announcement. For instance, is it logical and safe to state the address and number of your child or yours? It is highly recommended that contact details should be kept away from any public announcements.

Keep in mind that a newspaper is a public communication tool and you are posting a very personal event. Just be discreet with other information.

Here are some general tips on how to write an announcement:

1) You have to be concise and direct. Make sure that your reader will be able to get and understand clearly the information you want to convey.

2) It should be friendly and short especially if you are sharing good news to the readers. Your announcement should post positive feelings.

3) When writing an announcement, you should give complete details.

4) Once you are done writing your work, proofread. Consult online dictionary, thesaurus or grammar check if you have to.

For your guide, see sample letter to know how to announce a very important event such as an engagement in a newspaper.

SAMPLE

November 25, 2010

George and Brittany Washington
1234 Narrow Road
Rainbow, PA 10987

Nicolas VonStoudt
2345 Antioch Drive
Queens, NY 02345

We are glad to announce the engagement of Jane Smith and John Doe. The couple has been dating for five years already and just last Saturday, over dinner, John asked the hand of our daughter in marriage.

To all our families and friends who know our daughter or John, kindly email us at engagement@engagement.com. Please include in your email who you are and your mailing address for us to send a formal invitation for their engagement party.

All our family and friends are invited for a simple gathering. Hope all of you can attend.

Thank you.

George and Brittany Washington