How to Write a Formal Letter of Announcement

Written by natalie smith
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How to Write a Formal Letter of Announcement
Announce any major changes within the company to the client base. (Jupiterimages/Goodshoot/Getty Images)

When a business changes its policies, comes under new owners or opens a new location, the business sends a formal announcement to its clients and customers and a press release to local media outlets. A formal announcement letter explains the changes in a positive way and is meant to be a gesture of goodwill to the business's customers and clients so they will continue patronising the business.

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  1. 1

    Include a date, then skip a line space.

  2. 2

    Type the name and address of the recipient. If this is a mass mailing, use a mail merge program in your word processing software or omit the address entirely. Skip an additional line space.

  3. 3

    Type "Dear Mr./Ms. (Name)" followed by a colon. In the case of a mass mailing, type "Dear Valued Customer" instead. Skip an additional line space.

  4. 4

    Type the announcement. Unless it is bad news, such as a business closing, play up the good news and benefits of the change to the customer. Explain how the change will help improve the way you serve them. Keep the letter brief. Your clients are busy, so get to the point. Skip a line space.

  5. 5

    Type "Sincerely," and skip three line spaces. Type your full name and title. Print the letters and sign each one in blue or black ink.

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