Example Letter #1
Please remember that we will hold a special summer retreat this year for all full-time staff and their families. Mark your calendars.
WHEN: Monday-Friday, August 5-9
WHERE: Doe Lake Resort
WHY: To develop next year's operational plan (and get away from the telephones)
Last year's retreat was so successful that we decided to do it again and invite families to join us. We will spend each morning in meetings and allow families to be together for the rest of the day. Breakfasts and dinners will be provided.
This is your opportunity to have a voice in both product development and marketing. Send your suggestions for items to be placed on the agenda to Jane as soon as possible, and tell her how many persons will accompany you so she can make room reservations. Bring your best ideas and your swimsuits. You may check in anytime after 3:00 p.m. on Sunday.
If for some reason you will not be able to attend, tell Jane who will represent you. She will also answer any questions you may have.
Example Letter #2
Mark your calendars for our annual Christmas party. This year's event will be December 15, at the Springfield Inn. All employees and their spouses or guests are invited.
The Christmas party is always a fitting end to a hectic year, a time to kick back and enjoy the company of fellow employees. A cash bar opens at 7:00 p.m., dinner starts at 8:00 p.m., followed by a short awards ceremony.
Dress is semiformal. Please notify your supervisor by this Friday whether you will attend and who you will bring so we can prepare name tags.
Example Letter #3
The annual company picnic will be held at Doe Reservoir beach on Saturday, July 3, starting at 11:00 a.m. All employees and their families are invited.
Last year's picnic provided an excellent chance to unwind after the busiest time of the year, and we all returned to work rejuvenated, if a little tired. We plan again to feature volleyball, softball, swimming and water-skiing (with at least three boats in the water!). Of course the chili cookoff will be the centerpiece of the movable feast we have planned.
The company will provide basic barbecue fare (including vegetarian entrees) and sporting equipment, but all are encouraged to bring along their own food and fun as well.
Please let John know by June 21 how many persons will be in your party. Get ready for a wonderful time!
Example Letter #4
We would like to extend a personal invitation to each of you to attend our annual employee holiday luncheon. We will close the office at noon on the 23rd and meet in the conference room for a delicious meal provided by Doe's Catering. We also invite you to join our traditional Sub for Santa campaign. Everyone who wishes to participate should bring an unwrapped toy to place under the Christmas tree. The toys will be distributed to area families on Christmas Eve.
If you will be unable to attend, please tell John by Friday so we know how many to plan for. We wish everyone a happy holiday season and look forward to the opportunity for us all to get together on the 23rd.
Write Your Letter Step-by-Step
Announce the party or retreat, its time, date, and location. Also state who is invited.
WHERE: Doe Lake Resort
WHY: To develop next year's operational plan John and I are pleased to announce that we will hold our annual company picnic on Friday, July 7, from 11 a.m. until 4 p.m. at the Springfield Park. All employees and their partners are invited. This year's Christmas party will be held in the main cafeteria on Friday, December 20, from 7:00 p.m. to 10:00 p.m. All full-time employees are invited. Join us for the annual July 4 picnic in the park. This year we will hold it at Doe Park, 1600 Main Street in Springfield. Families are invited. I am happy to extend a personal invitation to each of you and your partners to join us for our annual banquet. This year it will take place at the Doe Inn at the junction of Highway 89 and Doe Avenue.
Outline what you hope to accomplish. Consider attaching an agenda or a schedule of activities.
Inform the participants of any materials, equipment, or special clothing they may need. If the retreat is in a hotel or conference center, include a brochure, and provide other information such as check-in times, room assignments, meals, and a map to the location.
Tell the reader how to respond.