Circular Letter Sample for Better Coordination

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 makes a track of all letters being sent. For your reference, we provide you with one sample of circular letter.

Objectives of Circular Letters?

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

deliver messages;
explain a new policy;
announce a new rule and regulation;
give a notice;
invite internal people/customers/public;

Types of Circular Letters

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

Internal
External

Internal Circular letters

Based on its 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 of 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 entity outside the company with external circular letters. They are written for announcing 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 of product’s price, service, and policy

Circular Letter Format

Circular letter can be written in two formats based on whether or not it has letter head.

With letter head
Without letter head

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

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 to become a part of Altair Industries last year is something that we need to review in the hope that we can enthuse ourselves in setting our next goals in future. Therefore, I herewith would like to share with you my thought and plans about the area I believe are important to all of us in 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 investment 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.

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

Circular Letter

Number: __________________

In order to increase the safety and security of our campus, we herewith announce that all of University of Saint Barbara students abide by the following rules and obligations:
1. ……………………
2. ………………….
3. ………………….
4. ………………….
5. ………………….

There will be official staff assigned to make sure all parties obey these rules and obligations. Firm actions will be taken to those who do not obey or violate obligations mentioned above. If there is something you need to know pertaining to these new rules and obligations, please contact the official staff on duty at (345) 67890.

Thank you for your attention and participation.

Saint Barbara, April 24, 2020

Noah Williams
Rector

Download the letter here.

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