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.
The objectives of a circular letter are as follows: to….
In business communication, circular letters can be classified into two categories:
Based on its content and purpose, we can name different circular letters as follows:
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:
Circular letter can be written in two formats based on whether or not it has 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.
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:
Begin your circular letter with a warm greeting. Depending on your audience, you might use formal or informal language.
In the introduction, briefly explain the purpose of the circular letter.
a. Provide Important Information:
b. Organize Information Effectively:
c. Use Clear and Simple Language:
d. Address Potential Questions:
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.
Sign the circular letter with a closing phrase and your name or the name of the organization.
Before finalizing the circular letter, carefully review the content. Check for any grammatical errors or unclear language.
(Company’s Name & Address)
Reference : …………. Date : ……………..
Inside Address ……….
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.
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
17 Orchard Road
Beechwood, OH 45432 Phone (1) 12345
December 2, 2019
Mr. David Simmons
Calculate industries, Inc.
3275 Commercial Park Drive
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.
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.
Download the circular letter format here.
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.
Relevance: Tailor your circular letter to the needs and interests of your audience. Address their concerns and provide information that is valuable to them.
Professional Tone: Maintain a professional and formal tone throughout the letter. Remember that a circular letter represents your organization.
Visual Appeal: Use appropriate formatting, headings, and bullet points to make the letter visually appealing and easy to read.
Proofreading: Always proofread your circular letter for grammatical errors and typos. A well-edited letter reflects positively on your organization’s professionalism.
Distribution: Choose the most suitable channels for distributing your circular letter, whether it’s through email, traditional mail, or digital platforms.
Circular letters are invaluable tools in business communication. They enable organizations to connect with their stakeholders, share important information, and maintain transparency. By following the key elements and best practices outlined in this blog post, you can create circular letters that effectively convey your message and leave a lasting impression on your recipients.
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