From the hallways and classrooms of higher education to the board rooms of corporate America, declaration letters serve myriad purposes in the realm of communication. As its name implies, the letter declares something. It also can be regarded as a statement of fact, an announcement or a clarification. Sometimes, an issue is in dispute or money or a reputation is at stake. For whatever reason you're writing a declaration letter for your organization, adopt a sensible and logical tone, maintain your focus and keep the letter brief and concise.
State your purpose in writing the declaration letter. For example, say that you're writing a declaration letter to your employees to announce the launch of a new product or service. Waste no time in getting to the point: “I am writing to announce that after four years of intensive study and research, ABC Vitamin Company will launch a new digestive supplement, called Quell, on February 17.”
Provide other pertinent details of the declaration. In this example, you might wish to include how much the supplement will cost and where it will be sold.
Anticipate the needs of your audience -- in this case, your employees. They will want to know how the declaration -- the product launch -- affects them. Rather than bog down your letter with details, you might wish to convene a meeting to unveil the product and answer questions. Supply the time and date of such a meeting in your letter, and specify whether attendance is optional or mandatory.
Close your declaration letter on a deft note, taking into account your corporate culture and the current dynamic. You might wish to point forward, providing a forecast of what the declaration -- the product launch -- could mean to your company. You might issue a call to action, or the steps you expect employees to take because of the declaration. Or, if you sense resistance on the horizon, express your hope that your organization will rally together to make the source of the declaration a success.
Thank the recipients for their time. Direct interim questions to their immediate supervisor or better yet, to you directly, to buoy a spirit of cooperation.
A declaration letter often becomes a part of a company's history -- and perhaps eventually posted on the website for outsiders to see. As such, it should be a source of pride and resolve. Give yourself time to proofread, edit and revise your declaration letter. Ask a trusted colleague or confidant to review your letter and invite their comments and constructive criticism.
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