If you are leaving your current job for another, your current employer may request you to help the company find an equally qualified replacement to ensure a smooth transition. After doing a search and finding a suitable person, it is fitting that you write a letter introducing your replacement. Writing such a letter can be daunting to anyone who has no idea how to do it. These few tips should help you get started.
1. Draft an outline
Before you begin writing, you should draft an outline to organize your thoughts. In this outline, you should put down a list of the things you want to write as well as the order in which they will appear. Some of the things you should include in your outline include the heading, inside address, salutation, body, closing and signature. You should mention the purpose for writing as well as ideas you want to share or seek further information on.
2. Beginning of the letter
You should begin by greeting the person or people you are addressing. If you are addressing one person that you know, you should use his or her name because you already know each other. Use titles of the addressees if they are many. Alternatively, you may address the letter to the most senior person and add the rest to CC (carbon copy). You may mention that you are leaving the company soon, and you have found a suitable replacement. You should take time to highlight your contribution in finding and vetting the replacement after a careful selection process.
3. The body
Provide as many important details as possible in this section, but try to summarize. You may give details about the person replacing you. Focus on his or her skills, academic achievements, and reasons for selecting him or her. For example, you may talk about the excellent communication skills as it relates to the job to be done. You may proceed to mention aspects such as additional skills, foreign languages or computer proficiency. Reiterate why you think your replacement is best-suited for the role, based on the person’s abilities and education, and the needs of the organization.
4. The closing
The end should contain an amiable statement that shows a willingness to avail yourself, in case you are required during your replacement’s transition period. In that regard, you may provide your contact information and date.
5. Be formal
Although you may already be familiar to the people to who you have addressed the letter, it is prudent to maintain an official tone because of the business atmosphere.
6. Distribute to all concerned
You should ensure that all the addressees receive a copy of the letter. You may print it out or send it as an email attachment, depending on how the company may prefer.
When you write a letter introducing your replacement, you should ensure that you are as detailed as possible to persuade the managers that you made the right choice. You should do so regardless of the fact that you are leaving the company.