How to Craft a Professional “Pleased to Inform You” Letter

Writing a “pleased to inform you” letter is an essential part of any business communication. This type of letter is usually sent to inform someone that something positive has happened, such as a successful job application. But crafting the right message with the right tone can be challenging. In this blog post, we’ll guide you through the process of writing an effective “pleased to inform you” letter.

What Is a “Pleased to Inform You” Letter?

A “pleased to inform you” letter is a formal piece of business correspondence that communicates good news to the recipient. The letter can be sent for a wide range of purposes, including job applications, grant proposals, and contract bids. The message should be clear and concise, with a strong emphasis on the positive news being communicated.

Structuring Your Message for Maximum Impact

When crafting your “pleased to inform you” letter, it’s essential to structure your message with a clear, concise tone. Start with a brief introduction that sets the context for the letter, such as explaining the purpose of the message. You can then move on to the positive news that you want to communicate.

Make sure your letter is easy to read by using clear subheadings to separate key sections of the message. Use bullet points to highlight key information, and don’t forget to include additional supporting materials, such as photos or graphs, if necessary.

Choosing the Right Tone and Language

The tone and language you use in your “pleased to inform you” letter can have a considerable impact on how the message is perceived by the recipient. It’s crucial to use a tone that is professional, yet positive and friendly.

Avoid using jargon or complicated technical terms unless they are necessary for the message you want to convey. Keep your language clear and concise, and use simple, direct sentence structures to make sure your message is easy to understand.

Examples of Successful “Pleased to Inform You” Letters

Here are a few examples of successful “pleased to inform you” letters for some common scenarios:

Job application:

Dear John Smith,

I am pleased to inform you that we have reviewed your application for the position of Marketing Manager, and we would like to offer you the position. We were impressed by your qualifications and experience, and we believe you will be a valuable addition to our team.

Please let us know if you have any questions or concerns about the position or the offer. We look forward to hearing from you soon.

Sincerely,
[Your Name]

Contract bid:

Dear Mr. Johnson,

We are delighted to inform you that your company has been selected as the winning bidder for our upcoming construction project. Your proposal was selected due to its competitive pricing and outstanding quality.

We look forward to working with you and your team on this exciting project. Please let us know if you have any questions or concerns.

Best regards,
[Your Name]

Grant proposal:

Dear Ms. Rodriguez,

I am happy to inform you that your grant proposal has been accepted, and we will be providing funding for your research project. We were impressed by the scope and significance of your project, and we believe it will have a positive impact on our community.

Please let us know if you have any questions or concerns about the funding or the project timeline. We look forward to seeing the results of your work.

Sincerely,
[Your Name]

Conclusion

Crafting a professional “pleased to inform you” letter can be challenging, but it’s an essential skill for any business professional. By structuring your message with a clear, concise tone, choosing the right language and tone, and using relevant examples, you can ensure that your letter has maximum impact and communicates your positive message effectively.