How To Prepare An Employee Letter?

An employee letter is any type of intended letter that is employee-based. It is a one-page document to maximize the attention of the reader. They are usually in administrative or boosting employee's morale. Whether it is written by an employer or employee in a company, for as long as it is addressed on an employee, it is considered as an employee letter.

Every letter follows a standard letter format. The same goes for any employee letter, and whether it will be a reference, appreciation, salary, warning, recommendation, or request letters, it has distinctive steps that you need to follow. Do take note that there will be minor variations between letters depending on many factors such as addressee, the position of the sender, and the objective. Hence, to aid you, here are a few tips you can follow to help sure you make quality letters.

1. Conceptualize The Letter Beforehand

Before you even begin to draft your letter on an editing application, try to have an idea of what it will look like in your head. Identify what you need to portray in your letter. Whether it be to request a salary increase, give a recommendation letter for employment, or proof of office anomalies, knowing what your letter shows before you even begin typing is exceedingly useful in the long run.

2. Utilize Only Necessary Information

Take note that you are creating a legal document — you are not writing for the school paper. Knowing the format of a letter, you must identify the company logo, letterhead, the body of the letter, salutations, and signatories. Only use valid and concise information for the body and do not forget to address the important people of the letter. Do not forget to include your contact information so that the recipient may directly address the letter's reply should they have the means to do so, and coherently lack the time to create their reply letter.

3. Have The Proper Point Of View

The tone of voice when writing an employee letter or even a simple letter is vital in setting objectives. It must be as professional as possible without being too abrasive, and it must indicate who is writing the letter; be it the head of the office or a mere employee. By establishing the point of view, you deliver the necessary information in a manner that does not render office conduct.

4. Maintain Confidentiality

This tip applies both in creating a letter and in receiving it; whatever the content of a letter stays between the intended parties. It can be done through a proper indication of the addressee — as indicated in tip 2. With this, an unspoken confidentiality agreement is established.

5. Create A Mock Letter

Now that you have conceptualized everything, create a sample letter. Though it can be time-consuming, this process immensely increases your chances of creating a flawless letter. Moreover, creating a duplicate letter gives you a perception of its physical manifestation, giving you time to edit and proofread according to the flaws and gaps you have seen.