Notification Letter
Notification letters are the best way to ensure that employees or customers are notified of a change in policy.People tend to ignore signs and emails because they are bombarded with so many advertisements and email messages each day.Letters, on the other hand,are more difficult to ignore because they are associated with formality and important messages.Notification letters are simple to write and very effective.
4.1 How to Write Notification Letters
The notification letter may include seven steps as following:
Step 1 Load company letterhead into your printer.Most Companies have policies that official communications must be on letterhead because it helps convey the idea of consistency and authority.
Step 2 Open the letter by typing the date.If the letter is going to an individual, type the recipient's name and address.If the letter will be part of a mass mailing of similar notices,do not type the name,or use the mail-merge feature on your word processing program to insert the names.
Step 3 Begin the letter by typing“Dear Mr./Ms.（Name)”followed by a colon, or for a more general mailing“Dear Valued Customer”or a similar pleasantry.
Step 4 Begin the letter by briefly explaining the situation.If you are writing to give bad news,as in a notice of overdue books or a past due bill,explain what the bill was for and how late it is.If you are writing to notify customers about a change in policy,explain the problem that created the need for the policy change.
Step 5 Explain the notice clearly and succinctly so that the recipient will not miss the message.Provide the relevant dates for when the policy will go into effect.
Step 6 Give action information such as any deadlines or procedures so that the recipient of the letter should follow.Provide your contact information in case they have questions.
Step 7 Close the letter by thanking the employee or customer for his attention, and type your name.Sign in the space above your name.
4.2 Samples of Notification Letters
Sample 1 Notification to employees
September 30，2013
To:All Employees.
From:Daniel Arthur.
Date:
The Publication Manager is expected to plan,coordinate,and supervise the design and development of sales brochures,advertisements,and customer manual required to support the sale,installation,and maintenance of company products and services.
In connection with that,I hope all employees give the brilliant idea to design the brochure which could attract the customer to take our product.Therefore,we can increase our sales.
The design has to be sent to General Manager at October 5th，2013.Every department is pleased to send more than one design.After all of the design are collected,we will choose the best ones.
If there any questions please contact my PA.
Yours truly，
Daniel Arthur
Sample 2 Change of address notification letter
Dear Mr.Businessman:
This letter is to advise you that our address has changed from:
ABC Investments，
123 Main St.，
Anytown,CA 95928.
to:whom it may concern
August 14，2014
Barry Businessman，
345 Any Place.
Anytown,CA 95928，
Our telephone number remains the same:（555)555-1212，
Please adjust your records to reflect our new contact information and direct future correspondence to the address noted above.
Sincerely，
Danny Daniels
Note:This letter is a simple,yet effective,way to let businesses,customers,and other contacts know that a business is changing its address.
Notes
invitation letter 邀请函
Introduction Letter 介绍信
business itinerary 商务行程
Congress Hall 国会厅
historical events 历史事件
presidential inaugurations 总统就职典礼
Jay's Treaty Ratification 杰伊条约批准
Portrait Gallery 肖像画廊
Independence Hall 独立大厅
Constitutional Convention 制宪会议
Declaration of Independence 独立宣言
City Tavern 古城酒馆
National Constitution Center 国家宪法中心
New York Times 纽约时报
bestselling author 畅销书作者
Presidential Courage 总统的勇气
downtown 市区
Federal Hall 联邦大厅
New York Harbor Visitor Information Center 纽约港游客信息中心
Inaugural Gallery 就职画廊
inauguration 就职典礼
souvenirs 纪念品
Museum Store 博物馆商店
History Shoppe 历史专柜
National Historic Site 国家历史景点
Shays'Rebellion 谢斯反叛
spa 水疗
fitness center 健身中心
evening stroll 夜间漫步
bombard 拥挤
notification letter 通知函
company letterhead 公司信笺
recipient 收件人
similar pleasantry 类似的幽默
brochures 宣传册
advertisements 广告
customer manual 客户手册
PA（Personal Assistant) 私人助理