Contents
- What is an informational letter?
- Objectives of the informational letter
- Types of informational letters
- How to write an informational letter
What is an informational letter?
An informational letter is a business communication that contains important official information about events and changes related to a company or industry. It can notify about various aspects, such as changes in details, updates to contract terms, or announcements of upcoming events. In most cases, such letters are used in email newsletters to inform subscribers about news and relevant events.
Traditionally, informational letters are formatted on paper, numbered, and signed by the organization's head. However, considering the speed at which information needs to be conveyed, companies often resort to sending electronic versions of such letters. To standardize and enhance the professional image, special templates are developed that conform to the company's branding style or GOST recommendations.
Objectives of the informational letter
Informational letters are sent by both private companies and government institutions. Within the framework of a marketing strategy, such messages serve several key purposes:
- Information dissemination: Letters communicate important news and changes regarding the company's or industry's operations.
- Image building: They help create an image and reputation of the company in the eyes of partners and consumers, emphasizing its status as an expert in its field.
- Maintaining communication: Informational letters remind users about the product or company, which helps maintain contact with clients.
- Attracting traffic: Such letters can spark interest and motivate readers to visit the website for more information.
Unlike promotional newsletters, which openly promote goods or services, informational letters convey important information without directly urging the recipient to take action.
Types of informational letters
Depending on the content and objectives, several types of informational letters can be distinguished:
- Notifications: Notify about events, changes, or facts, such as new details or a change of management.
- Reminders: Prompt the recipient about the need to take certain actions, for example, about paying a debt.
- Confirmations: Solidify agreements reached and document events that occurred, such as receiving payment or shipping goods.
- Statements: Official letters that disclose the sender's position on a specific issue, such as contract termination.
- Promotional-informational letters: Do not overtly promote products but inform about new items and events while maintaining an official tone.
How to write an informational letter
Informational letters can be divided into three main groups. Official letters on behalf of organizations are most often formatted on paper according to GOST. This can be a notification about changes in details or price adjustments. Business correspondence with partners is usually conducted in a more relaxed form, avoiding unnecessary formality. Email newsletters are formatted in the company's branding style.
There are general principles for composing informational letters:
- Maintain an official and reserved tone.
- Avoid complex terms and bureaucratic language.
- Structure the text into meaningful blocks.
- Write concisely and to the point, including all necessary information.
- Check the text for spelling and punctuation errors before sending.
It is important to remember that an informational letter should be accessible for perception and formatted according to corporate standards. An attractive design, including a logo and standard details, will help create a more professional image of the company.