Copy a Letter
Example Letter #1
The executive committee has asked me to advise you that you are their choice for Director of Public Relations. We have considered several outstanding candidates and find your qualifications best suited to Doe Corporation. The committee considered your loyalty to the company, the years of excellent service you have given, and your enthusiasm and kind manner. We believe you represent the finest Doe values.
A general announcement will be made to the press and to the company employees on Monday, December 15, and a reception in your honor will follow in the corporate lounge at 3:00 p.m. Please give my secretary a list of friends and family members you would like us to invite to the reception. Prior to that time we will arrange for your picture to be taken for our next newsletter. We congratulate you and look forward to many years of continued association.
Example Letter #2
It is with pleasure that we announce the new chair of the Doe Charity Committee, Jane Doe. Jane has been with Doe Corporation for ten years and has served on many committees in the past. She currently works as secretary to Robert Johnson in the Technology Department.
Jane has previously served as president of the local realty association, is a member of the company's grievance committee, and has served as a volunteer with the fire department's annual Save our Youth program. Part of her new responsibilities will be to determine how Doe Corporation can help meet the needs of the homeless in our community. We are pleased that Jane has accepted this appointment and know she will represent the company well and will contribute much to the community.
Example Letter #3
I am pleased to inform you of the recent decision of the Board of Directors to promote you to Director of Marketing. You will assume this position on the first working day of the new year and will report directly to John Doe. In this position you will supervise the efforts of the six-member marketing staff and be responsible for directing their efforts as outlined in our Five-Year Plan.
Your two-year record with the marketing department affirms your strong marketing and people skills, which the board feels are essential to your new position. We are certain that you will enjoy continued success as our marketing director. Please accept our congratulations and best wishes.
Example Letter #4
I am pleased to announce that Eric Johnson, Professor in the Department of Linguistics, has been appointed to replace Jane Doe as Associate Dean in the College of Humanities. Eric served for many years as Chair of the Department of Linguistics and is currently completing a sabbatical leave. He has excellent credentials to serve in an administrative capacity in the college, and I appreciate his willingness to accept this appointment.
The exact date of the passing of the baton is not at all clear. Jane is already very much involved with her new duties in the Academic Vice President's office, and Eric needs to complete some work relating to his research before he can join us full time. We'll just say that at some point by the beginning of Fall Semester Eric will be in a position to assume his new responsibilities. We look forward to working with Eric in this new appointment.
Use a positive tone as you give as much detailed information as you feel necessary to communicate the scope and importance of the appointment. If other employees will read the letter, it should contain enough information about the appointee's qualifications that others will recognize that he or she is qualified to fill the position.
1 Announce the appointment.
2 Briefly explain the appointee's duties and qualifications. Include any necessary information about the position.
3 Close on a positive note, and reaffirm your confidence in the appointee's abilities.