How to Print Company Closure Letters to Employees

Company closure letters give employees a reason for the closure as well as information pertaining to their job status.

Company closure letters are sent to employees to share the news that a company is closing its doors and, thus, the employees are out of a job. Such letters are often closely guarded until the moment they are sent out. Printing company closure letters to employees is a process commonly done in secrecy that requires you to take many security precautions.

Things You'll Need

• Personal printer
• Locked drawer or file cabinet
• USB drive or CD-R
• Document shredder

Instructions

1. Print the letters out on a personal printer in a private office. Do not use a public printer that is out in the middle of the office or you risk other people seeing what you are printing. Keep the original document on a USB drive or recordable CD-R that only you can access.

2. Collect the closure letters immediately after they have finished printing. Do not leave the office unattended or leave the documents in the printer for an extended period of time or someone is bound to find them. Instead, place each letter in a sealed envelope addressed to a specific employee or place the documents in a locked drawer or file cabinet.

3. Dispose of all excess or unusable documents. You may accidentally print too many copies or get an occasional document that you cannot use because the ink is flawed or the paper got damaged in the printing process. Dispose of the documents immediately by shredding or by another safe means of destruction. Simply throwing the documents in a recycling bin or trash can is not recommended, as someone could find the documents.

4. Print the closure letters at home. You may go through a large amount of paper and ink, depending on how many employees your company has, but you will have the security of knowing that there are no other employees around who could potentially find out.

5. Consider sending a company closure email instead of a printed document. A company closure email will instantly be sent to all employees simultaneously, allowing all employees to find out at the same time instead of some employees reading their physical mail later in the day or not all. Write a draft of the email and save it in your email program's "Drafts" folder until you are ready to send it. Password protect your email account so that no one can access it except for you.

References

• All Business: What's the Best Way to Announce a Business Closure to Employees?
• ZDnet; Top Tips for Security Staff; Stephen Withers; April 29, 2005