Formal notice letters often get a bad rap. When we think of receiving a formal notice, it usually elicits thoughts of being served legal documents or receiving word that you are fired or evicted. However, not all notice letters have to bear bad news! There are many situations where a formal letter is an appropriate medium for delivering positive news or information.
In our increasingly digital and informal world, taking the time to write a professional yet thoughtful notice letter can demonstrate extra care and respect. It transforms what could be impersonal news into a more meaningful interaction. With some planning and effort, formal notice letters can become tools for spreading positivity.
When to Send Positive Formal Notices
Before crafting your positive notice letter, first identify occasions where a formal letter is warranted and appreciated. Consider sending notices for:
Job Promotions
Rather than sending a quick email or fly-by conversation, announce a team member’s promotion with a thoughtful letter. This adds a tangible memento to mark the milestone. Detail the new role and responsibilities, offer encouragement, and express confidence in their continued success.
New Policies
Informing people of new policies in a positive, yet official manner allows information to sink in. An email blast may be ignored, but an official notice letter commands attention. Use the letter to explain the reasoning behind the policy and the benefits it will bring.
Event Invitations
For galas, openings, or black-tie functions, a printed invitation on letterhead adds formality. While evites may be convenient, physical invites feel special and important. Give event details, emphasising why the recipient’s attendance is valued.
Awards or Honors
Being recognised for an achievement deserves more than an email announcement. An official notice letter about the award, what it signifies, and who will present it helps cement the recipient’s accomplishment.
Grand Openings
Grand opening announcements should convey excitement and create anticipation. Address the notice to valued customers or VIPs. Share key event details and extend a warm personal invitation.
How to Format Positive Notice Letters
Follow standard letter formatting to craft a professional, pleasing notice:
- Use official letterhead featuring your company or organisation’s logo
- Include the full date
- Address the recipient in a formal manner, like Mr., Ms., Dr.
- Open with a salutation like “Dear [First Name]” or “To whom it may concern”
- State the purpose of the letter upfront in the first paragraph
- Use clear section headings to organise key information
- Close with a complementary closing such as “Sincerely”
- Leave 4 spaces for a handwritten signature
- Print on high quality paper, and use matching envelopes
Tips for Writing Positive Notice Content
The content and wording used in your notice letter determine whether it comes across as truly positive. Here are some writing tips:
Use an Enthusiastic Tone
Inject excitement, appreciation, optimism, and confidence into your language. Stay away from stiff, bureaucratic verbiage. Don’t be afraid to show emotion appropriate to the occasion.
Spotlight Accomplishments
Detail exactly why the person or event is deserving of honour and recognition. For promotions or awards, recap key achievements. For grand openings, highlight unique offerings.
Express Gratitude
Thank the recipient for their contributions, dedication, hard work, or continued patronage. Positives notices present prime opportunities to validate people.
Extend Congratulations
Offer genuine praise and congratulations to the recipient. Words like “congratulations,” “well-deserved,” and “thrilled for you” go a long way.
Provide Specifics
Do more than write a vague, generic letter. Include details like dates, times, locations, duties, and names to make the notice informative.
Personalise the Letter
Make the effort to relate to the recipient as an individual. Include personal details and anecdotes that show the notice letter was tailored specifically for them.
Paint a Positive Picture
Help the recipient envision the future positive impacts of the news. Share your optimistic vision of how this notice will lead to great things for all involved.
Outline Next Steps or Expectations
Where applicable, specify important deadlines, required responses, dress codes, RSVP contact information, and any action items stemming from the notice.
Closing on a High Note
Be sure to end your positive notice letter with momentum. Summarize why the news is beneficial and express optimism for the future. Convey that you or the organisation remain committed to the recipient’s happiness and success.
With a well-crafted positive notice letter, you can transform an otherwise mundane interaction into a meaningful, memorable moment. While legally required notices will always persist, look for opportunities to instead create notices that inspire, motivate, and celebrate good news. Use these moments to strengthen connections with those you serve.