Example Letter #1
Please plan to join us for a short session on how to use our new telephone system. A representative from the telephone company will be on hand in the conference room to explain the new features and to answer your questions on Friday, June 9, at 4:30 p.m. The session will be repeated at the same time Monday, June 12. We expect all employees to attend one of these sessions.
Among other things we will learn how to benefit from such features as phone mail, call forwarding, conference calling, and several other new functions. This training will not be repeated after June 12. Please be prepared to take notes.
Example Letter #2
Jane of Human Resources will be offering training entitled "Your Computer, Your Workhorse" on Thursday, October 14, at 6:30 p.m. in the conference room. The course is designed to familiarize employees with the word processing program we use at Doe, as well as treat any computer phobias you may have. Jane tells me she will serve light refreshments to help loosen up your fingers for the keyboard. This training is voluntary and on your own time. Please be courteous and give Jane a call to confirm your attendance.
Example Letter #3
A representative from Doe Machine will be in the shop on Tuesday at 2:30 to demonstrate the advanced features of our new computer-assisted milling machines. Several of the features on the new machines are not being put to use, and we can all benefit from this new technology. All who use these tools are expected to attend and take notes.
Write Your Letter Step-by-Step
State what kind of training will be offered, for whom, the day, date, time, and location (if necessary), and indicate whether the training is voluntary or mandatory.
Mark this date on your calendar and give John a call. Seating is limited to the first thirty people.
Explain what the training will consist of and how it can benefit participants.
Indicate whether participants need to prepare for the training in any special way.