You must know by now that if companies want to share information inside them, they use memos. For customers, they use emails or personal letters. But what if they have to circulate information to both? Circular letters come into play then. It is different from personal letters because the latter shares a piece of specific information to, say, just one or a few recipients.
What Are Circular Letters?
If a company wants to let its people know about new information and policies that are “general” in type and will be read widely, it sends circular letters. The messages can be business related or not.
What type are they?
Before knowing how to write a circular letter, you must know which type of circular letter you’re writing. There are two types in this regard:
- A Trade circular letter which carries business-relative information. This includes retirement or death of a partner/partners, opening a new branch, launching a new business, changing the address, introducing new products and services, etc.
- A Non-trade circular letter which shares personal or social information. This includes preaching political ideologies or giving a personal opinion on contextual matters.
The tone, language, and details of your circular letter should vary accordingly. For example:
If you plan to open a new branch, start with the company name and address. Then add the salutation. Give a little intro and announce the thing, with information on the new manager and how to contact him for future necessities. End with goodwill and close the letter.
If you have to let your people know about an event like a book fair that your company is planning to arrange, you can start with the usual things. Let them know the venue and time, the participation fee, what types of books will be displayed, who will inaugurate the fair, and how long it will last. Lastly, end with where the recipients can contact if needed.
The general format is basically company information, salutation, introductory statement of purpose, necessary details and closing.
The characteristics of any circular letter:
Be it Trade or Non-trade, any circular letter has the following characteristics:
- In very little time, it can make any amount of information public
- The language is simple
- Its attractive presentation convinces readers
- It is brief but enough to communicate the message
- It is polite and cordial
- It presents trustworthy information useful to the readers
- All concerned parties, be it employees or customers, can understand its contents
- It is free from controversies
If your circular letter has these, you’re writing it right.
Tips to remember:
- You have to know your audiences. All of them do not possess the same amount of knowledge on the matter, or, say, the company. Even if all of them don’t, most of them should understand what you are trying to convey.
- Use stern tones to remind employees of absenteeism or any matter of grave importance, with customers, or for more general information use a cordial and positive tone.
Do not share confidential information, only share what is authorized.