CIRCULAR

Meaning of Circular:

The word ‘circular’ comes from the Latin word circulars which means circle. A circular means a paper intended for wide distribution. Any information which must be made known to a large number of persons, is circulated. In the business life, circulars have to be sent to the customers, dealers, agents, etc. These are known as trade circulars.

Circulars are also sent to the members of an association giving them some information. For example, a Government Notification is circulated among the members by a chamber of commerce, or a circular is sent to the subscribers of a journal that the annual subscription is going to be raised from the next year.

A circular letter is used to share the same information with a large audience. It differs in purpose from a personal letter, which sends particular information to one or a few recipients. Circular letters are often used to announce new information or to clarify policies. They are somewhat general in topic, since they are widely read. Writing a circular letter of any kind requires a few important steps.

Know your audience. For circular letters, readership is diverse, so it can be difficult to gauge your audience’s level of prior knowledge or familiarity with the content that you want to share. However, consider the majority of likely readers when you write, so that your letter is useful to the most people.

Distinguish between internal and external circular letters. An internal circular letter, although circulated to a large group, is still restricted to a group. For instance, a business may circulate an internal letter to employees about a new company policy. In contrast, an external letter would be a letter circulated to all clients or to the public.

Use the tone and voice appropriate for the kind of communication (internal or external) for which the circular letter will function. For instance, a stern tone would be appropriate for a circular letter to all employees addressing tardiness or absenteeism. However, a stern tone would not be appropriate to use for a letter to circulate to clients.

Share only authorized information. Since circular letters are intended for a large audience, they are not suited to disclose confidential information or details not intended for a widespread audience.

Advantages of a circular

• It is a very simple and effective way of communication. Since it is precise and written, very little chance of miscommunication
• It is also quite inexpensive. It is a cost-effective way of communication.
• Circulars are also a time-saving method. It reaches a large number of people in very limited time and effort.
• They are great advertising and marketing tools as well. They can help create a new market, educate people about the product or services and also increase consumer confidence in the company and the product.

Drafting of a Circular:

A circular may be drafted into two distinct forms:

(a) It may be in the form of a letter when there is an intention to persuade the members to do something or to cooperate with the association. It is often called a circular letter. Sometimes it is in the form of an appeal.

(b) It may be in the form of a pure circular and not a circular letter.

Specimen 1—Circular to the members of an association

West Bengal Professors’ Association

Reg. Off…………..,

To All Members                                                                                               July 15,1988

Dear Sir,

          The undersigned has the pleasure to inform you that Calcutta Book Club, a premier publishing firm, has offered to the Association 50 copies of its forth-coming publication named ‘Commerce Manual’ at a concessional rate of Rs. 100.00 per copy (market price being Rs, 125.00) for its members.

Any member intending to buy a copy may deposit the amount with the Office Secretary of the Association on or before 14.8.88.

Yours faithfully,

General Secretary

Specimen 2—Circular to the shareholders of a company.

XYZ Co. Ltd

Reg. Off……………

Call Letter

June 29, 1988

No………………………………………

Name………………………………….

Address ……………………………..

Dear Sir/Madam,

          I have to inform you that the Directors of your Company at a Board meeting held on 26.6.88 have made a Call of Rs. 25.00 fully paid.

The amount due from you in respect of shares held by you in the Company is Rs………………. This amount must be sent by you on or before 29.7.88 to the registered office of the Company against valid receipt to be discharged by the cashier. Failure to pay the call money within the stipulated time will make you liable to pay 6% interest thereon p.a. till the date of payment.

This Call Letter, duly receipted, shall be preserved by you which you have to surrender together with the Share Certificate for making a note of the call money paid.

By Order of the Board,

………………………

Secretary

 EXAMPLE:The following is a sample circular to inform employees about the revised working hours of the company.

Circular No. ____

25th October 2018

Revised Working Hours

All Employees of XYZ Company,

This is to inform all employees there will be a change in the working hours of the organization effective immediately. As you know we now do not function on any Saturdays since last month. So we only have 5 working days in a week, a revision in the working hours was necessary to ensure the quality of work does not suffer. Hence one hour will be added to the previous 9 hour work days. The revised working hour will be as follows:

• Working Days: Monday to Friday (except holidays)
• Working Hours: 8:30 am to 6:30 pm (These hours will include the one-hour lunch break)

All employees are requested to note these new and revised timings. The timings are effective immediately from 26 October 2018. Punctuality and adherence to the new timings are requested. Repeated defaulters will face action. Please contact the HR department or your managers for any queries you may have.

ABC,

CEO of XYZ Company.

 A circular Letter sample announcing the opening of a branch in a city

The Electronic World 2/6, Mohakhali, Dhaka-1212 Dear Customer, We have come to your City Do you wish to come to your home? Just within five years of being established, the Electronic World has made a name in the supply of anything and everything in electric domestic appliances. Having won the recognition of our customers in Chittagong for our goods and service, we have now opened a new outlet in your city, at the address given above. The Electrical World is the largest traders of all types of electrical appliances for your home. It will be a pleasure to assist you in the purchase, fitting and maintenance of your domestic electrical equipment. You will get specialized service from us in installing various electrical appliances at your home. Whatever you are planning to buy this month, you can make a choice from our wide selection of refrigerators, washing machine, blender, oven, toaster, mixers, grinders, TV, VCD, DVD, air conditions etc. We have different models and brands for the mentioned appliances. We hope our product will provide you the” best service in the city. As we always look for the benefits and satisfaction of customers, you can enjoy credit services,, guarantee and warranty at our shop made for you. You are most welcome to our showroom at the above-mentioned address. You will be glad each and every time when you will visit your shop: The Electronic World. Yours cordially, S. A Khan Marketing Manager The Electronic world.

 

 

 

 

 

 

Circular letter format announcing change in premises of business

Standard Chartered Bank 15th July, 2004 Dear Valued customers, WE HAVE MOVED From our old address at 35/1, Dhanmondi Complex to:Shopping Corner I 2 Corporation Road Dhanmondi In the last twenty five (25) years we have grown with your patronage and cooperation-So much that our old premises became too small for us. Many a time it was so crowded in the bank that customers feel out of sorts. Now you can feel it pleasant to bank on our new premises with more facilities made for you. Now we have ATM (Automated Teller Machine) services, credit card, services, call center facilities and- other new products for your satisfaction. Our interior and exterior display is attractive and you will find comfort when you will be available to pass your valuable time for banking. A visit to standard chartered Bank is a total experience with all sorts of modern Banking. Remember, our Telephone number for Dhanmondi Branch remains the same i.e. 8612345-9. Call us for any type of query regarding your banking. Make standard Chartered Bank a trusted banking Partners of Yours. Cordially Yours, Junaid Mashroor Branch Manager, Dhanmondi Standard Chartered Bank.