Announce a Budget Surplus

Letter #1


Attention Department Heads! We've identified a surplus in our capital equipment budget, specifically for office machines. Don't miss out! Submit a memo by Friday outlining your top priorities for upgrades or replacements. Remember, these funds expire on December 31st. Let's leverage this opportunity to optimize our workspace efficiency!

Letter #2


Exciting News! For the first time in a decade, Doe University boasts a budget surplus! Deans and department chairs can expect notifications within the month detailing their allocated funds. While unrestricted, we encourage prioritizing partial tuition scholarships to deserving students. Easing their financial burden translates to faster graduation rates! Let's invest in their futures.

Letter #3


Congratulations! Our commitment to smart spending has resulted in a budget surplus. These funds are earmarked for upgrading our office machinery. Submit your proposals by month's end for a thorough evaluation to ensure we maximize the impact of these purchases.

Letter #4


Thanks to the generous support of the Doe Corporation, our school enjoys a budget boost! Following discussions with teachers and parents, we've allocated resources for two computers and educational software in every classroom. Grade-level teachers, collaborate and recommend the software programs most beneficial for your students. We're thrilled to expand our technological capabilities and express our gratitude to the Doe Corporation for their commitment to education. Submit your top three software choices to Mary by May 15th.

Letter #5


Attention Departments! Plummeting computer equipment costs have generated a surplus in our budget. Evaluate your department's needs for faster models or additional machines. Remember, these funds are for hardware only. Submit a detailed memo by December 10th justifying your preferred model and outlining its intended use. For pricing information, contact Jane Doe in Purchasing.

Letter #6


Following our successful reorganization, we're pleased to announce a surplus in this quarter's budget! To enhance our work environment, we'll be investing in new ergonomic furniture for our secretarial staff. We anticipate purchasing at least four units this year, with a plan to upgrade all secretarial stations within three years. Assess your needs and submit a memo outlining your requirements by Friday.

How to Write this Announcement Letter: Expert Tips and Guidelines

Start with positive announcements and highlight benefits. Encourage specific actions from the reader (submitting proposals, recommendations, etc.). Focus on benefits: Emphasize how the surplus will be used to improve the workplace or educational experience.

This announcement is good news, but you must write it carefully to clearly communicate, as needed, amounts involved, appropriate uses of funds, and procedures for accessing and using the funds.


  1. Inform the reader that a surplus exists, and explain how the funds may and may not be used.
  2. If necessary, explain the period of time during which the funds must be used.
  3. Encourage wise use of the funds, or suggest ways in which the funds may be used.

Write Your announcement in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 Inform the reader that a surplus exists, and explain how the funds may and may not be used.

Sample Sentences for Step 1

  • Thanks to the careful scheduling of our business travel, we are ending the year with a modest surplus that may be used for travel expenses only.
  • We are fortunate to have excess monies in our capital equipment account. These monies may be used for purchases of larger items such as computers, copy machines, fax machines and the like. Routine office supplies must be purchased from the Supplies account.
  • We have a budget surplus that can be used in your department.
  • Your diligent efforts have helped us stay well within budget this year; in fact, we have a surplus that you may use at your discretion.
  • We overestimated the cost of advertising this year, so we have an excess of $30,000 that we would like you to use to improve the work environment.

Key Phrases for Step 1

  • are fortunate to have
  • are ending the year with
  • authorize additional spending
  • can be used in any way except
  • diligent efforts have
  • expect to see an excess of
  • have a budget excess that
  • have a modest excess
  • have an excess of
  • have extra money in our
  • have stayed well within budget
  • like you to use this to
  • may be used only for
  • may be used for
  • may submit proposals for
  • may use at your discretion
  • overestimated the cost of
  • thanks to careful
  • that you may use for
  • that can be used for
  • have projected a
  • within the following guidelines
2 If necessary, explain the period of time during which the funds must be used.

Sample Sentences for Step 2

  • These funds must be expended by December 31.
  • Unused funds will carry over to next year's budget, so we have ample time to allocate the money wisely.
  • In order to take advantage of this rare opportunity, you will have to submit your request before July 15. I know time is limited, but this deadline is still a reachable goal.
  • These funds must be spent before the next budget cycle, which begins January 1.
  • Our Springfield office has requested additional funds, and we have promised to give them whatever we do not use by August 31.

Key Phrases for Step 2

  • act as quickly as possible
  • allocate the money wisely
  • an unusual situation
  • deadline for requests is
  • does not allow much time
  • will transfer funds to
  • has requested additional funds
  • in order to take advantage of this
  • make careful assessment of needs
  • may be a good time to
  • must be spent before
  • need to use it by
  • need to act before
  • submit your request by
  • the next budget cycle
  • there is no hurry
  • this rare opportunity
  • to evaluate your department's needs
  • will lose any money not assigned by
  • will lose these funds unless
  • will carry over to
3 Encourage wise use of the funds, or suggest ways in which the funds may be used.

Sample Sentences for Step 3

  • If you are planning travel in the new year, I suggest that you buy the tickets as soon as possible. This would ease the burden on our travel budget for next year, too.
  • Evaluate any problems you may have had with equipment this past year, and let me know if this is a good time to consider replacement purchases.
  • If you need help in upgrading equipment, please send your request and justification for additional funds to my office. We will evaluate all requests and let you know our decision.
  • Since we cannot predict when additional funds will become available, perhaps it is time to consider buying the new computers that you have talked about.
  • I suggest you consider using this windfall money to raise the salaries of part-time personnel. It would be appropriate to discuss the matter with John Doe.

Key Phrases for Step 3

  • appropriate to discuss the matter with
  • consider replacement of
  • considering some of the problems with
  • discuss this with
  • good time to look at capital needs
  • handle the details through
  • if you need help in
  • if you are planning any
  • may be a good time to
  • may wish to make advance purchases of
  • merits careful consideration
  • might consider using this windfall to
  • might be a suitable use of the money
  • move purchases forward a few months
  • opportunity to upgrade
  • please send in requests and justifications
  • request for additional funds
  • unusual opportunity to
  • very unusual situation
  • will evaluate all requests
  • would ease the burden on next year's budget