How to Write a Professional Sample Letter to Inform Change of Contact Person

How to Write a Professional Sample Letter to Inform Change of Contact Person

Have you ever been in a situation where you need to inform your business partners or clients about a change in your company’s contact person? It can be challenging to draft a formal letter that conveys the message effectively without sounding unprofessional. In this article, we will guide you on how to write a professional sample letter to inform change of contact person.

Introduction

The purpose of this letter is to inform your business partners or clients about a change in your company’s contact person. It is essential to draft a well-written letter that delivers the message clearly and professionally. The letter should be concise, easy to read, and leave a positive impression on the recipient.

Body

1. Start with a formal greeting
Begin the letter by addressing your recipient formally. This will set the tone for your letter and show your professionalism. For instance, ‘Greetings,’ ‘Dear sir/madam,’ or ‘To whom it may concern.’

2. Mention the reason for the letter
In the opening paragraph, clearly state the reason for writing the letter. Explain that there has been a change in the company’s contact person and provide the new contact person’s name, title, and contact information.

3. Provide additional information
In the subsequent paragraphs, provide any additional information that the recipient may need to contact the new contact person quickly. Include the new contact person’s working hours, email address, phone number, and any other relevant information.

4. Explain the reason for the change
It is essential to explain why the change in the company’s contact person occurred. If a promotion or transfer occurred, mention the reason to show the recipient that it was a positive change.

5. End on a positive note
End the letter with a positive tone, thanking the recipient for their continued support and welcoming them to reach out to the new contact person for any further assistance.

Conclusion

Writing professional letters to inform a change of contact person requires time, effort, and a great deal of attention to detail. By following the tips above, you can ensure that your letter is well-written, easy to read, and conveys the message effectively. Remember to keep the tone professional, avoid jargon, and be concise, and your letter will leave a positive impression on the recipient.

Speech tips:

Please note that any statements involving politics will not be approved.