Circular Letter Sample for Better Coordination

What Is a Circular Letter?

Before heading to read a circular letter sample. Let’s discuss what a circular letter is. A circular letter is usually written by a company or an organization to deliver messages, notices, new policies, new rules, etc. so that the recipients are aware of the matters being delivered. In some cases, one can also write a personal circular letter. Sometimes this circular letter is addressed to external parties, which can be a person or an organization. In this case, the writer should make sure that this letter reaches the recipients. For that reason, an organization usually keeps track of all letters being sent. For your reference, we provide you with one sample of a circular letter.

Objectives of Circular Letters?

The objectives of a circular letter are as follows: to…

1. deliver messages;
2. explain a new policy;
3. announce a new rule and regulation;
4. give a notice;
5. invite internal people/customers/public;

Types of Circular Letters

In business communication, circular letters can be classified into two categories:

1. Internal
2. External

Internal Circular letters

Based on their content and purpose, we can name different circular letters as follows:

• Announcing a new company plan
• Publishing a change of address
• Announcing a competition
• Inviting people to a meeting
• Declaring a change in company’s name
• Announcing a social activity

External Circular letters

Very often, a company or an institution has to write to people or other business entities outside the company with external circular letters. They are written to announce the following matters:

• a change of address
• a change of company’s name
• a social activity
• a business take over
• a new product, 
• a change in product’s price, service, and policy

Circular Letter Format

A circular letter can be written in two formats based on whether or not it has letterhead.

• With letterhead
• Without letterhead

A company or an institution usually writes a circular letter with the letter head. Personal/private circular letters are normally written without letterhead.

How to Write a Circular Letter

Writing a circular letter can be an effective way to communicate information to a large audience. Whether you’re a business owner sending updates to employees or a community leader reaching out to members, the key is to create a clear, concise, and engaging message. Here’s a guide on how to write a circular letter:

1. Start with a Greeting:

Begin your circular letter with a warm greeting. Depending on your audience, you might use formal or informal language. 

2. Introduction:

In the introduction, briefly explain the purpose of the circular letter. 

3. Body of the Letter:

a. Provide Important Information:

• Clearly state the main points or information you want to convey. Use bullet points or numbered lists for clarity.
• Be concise and to the point. Avoid unnecessary details that may distract from the main message.

b. Organize Information Effectively:

• Group related information together. This could be based on topics or themes.
• Use subheadings to break down different sections of the letter.

c. Use Clear and Simple Language:

• Ensure that your language is easy to understand. 

d. Address Potential Questions:

• Anticipate questions your audience might have and address them in the letter. This helps to minimize confusion and ensures that the information is comprehensive.

4. Closing:

Conclude the letter by summarizing the key points. Express gratitude if appropriate, and encourage recipients to reach out if they have any further questions or concerns.

5. Signature:

Sign the circular letter with a closing phrase and your name or the name of the organization.

6. Review and Edit:

Before finalizing the circular letter, carefully review the content. Check for any grammatical errors or unclear language.

Circular Letter Format With Letter Head

Letter Head             
(Company’s Name & Address)

Reference : ………….                                                                  Date : ……………..

Inside Address ……….
……………………………..
……………………………..

Salutation………………

Body

 

Sincerely,

signature  
…………….
Full Name  
Position

Circular Letter Format Without Letter Head

Circular Letter

Number: …………………………./2021

Body

Place, date

signature  
…………….
Full Name  
Position

A Circular Letter Sample Announcing A New Company Plan

To    : All Employees
From : Danny Williams
Date : October 3, 2020

Our success in becoming a part of Altair Industries last year is something that we need to review in the hope that we can inspire ourselves  in  setting our next goals in the future. Therefore, I would like to share with you my thoughts and  plans about the area I believe will be important to all of us in the years ahead.

Productivity
I am sure that you  are all  aware of  the effort throughout our country to improve productivity. Over the  past few  years,  we  have  made  heavy  capital investments to improve  our  position.    Productivity, however, depends not only on the acquisition of more efficient  equipment  but  also  on the commitment of each employee to see creative ways in using resources most efficiently.

Marketing and Sales
You may be aware that our Target Sales program has helped  us  improve  our sales by over 15 percent. Although that result is gratifying, it is not large enough. Moreover, I m sure there are a lot things we can do to  improve our position. Therefore, I am setting a goal of 25 percent increase in sales for this next year. I  hope  you  share  the  excitement  I  feel  as  we implement these plans.  Indeed,  you  must  actively participate in achieving this goal if they are to have a chance for success.

Adapted from Business Writer’s Handbook

Download the letter here.  See also Inquiry Letter Samples for Various Purposes here. 

A Circular Letter Sample Announcing a Change of Address

Benchmarker Inc.

17 Orchard Road
Beechwood, OH  45432  Phone (1) 12345

December 2, 2019

Mr. David  Simmons
Personnel Manager
Calculate industries, Inc.

3275 Commercial Park Drive
Bonneville,MI49474

Dear Sir,
We are pleased to inform you that we are going to move from old premises at No. 17 Orchard Road  to  No. 115 Orchard Road due to our needs of larger spaces for  increasing orders from our customers.
In the last five years , we have grown well with your relation and cooperation. Therefore, we request that you send all your communications as of January 1, 2020 to our new address.
We believe that the new place will be more beneficial for you.

Yours faithfully,

George Williams

Download the letter here.  To save your time, buy the business letter samples here.

Change of Address Circular Letter Format

[Letter Head]

[Date]

[Recipient’s Name]

[Recipient’s Title]

[Company’s Name]

[Company’s Address]

Dear Sir,

We are pleased to inform you that we are going to move from old premises at [Old Address]  to  [New Address] due to our needs for larger spaces for  increasing orders from our customers.

In the last [Number] years , we have grown well with your relation and cooperation. Therefore, we request that you send all your communications as of [Date] to our new address.

We believe that the new place will be more beneficial for you.

Yours faithfully,

[Your Name]

[Your Title]

Download the circular letter format here.

A Circular Letter Sample for Competition

 To       : All Dining Room Staff 
From    : Desmond Downer
Date    : June 30, 2020

The Dining room Manager is expected to develop our standard of service in our hotel dining room. In this connection, I hope all of the dining room staff will give the brilliant idea to design our table positioning which can make our guests’ expectation reached.
The design must be submitted to the Dining room manager on July 15, 2020. Everyone is invited to send more than one design.  The best 3 selected designs will be used in our dining room in a monthly turn. Everyone whose designs selected will be rewarded by the Hotel Director.

Download the letter here.

School Circular Letter Sample

Download the letter above here.

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