CIRCULAR LETTERS

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CIRCULAR LETTERS

• Shirley Taylor

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CIRCULAR LETTERS

• Used to send the same information to a number of
  people.
• Used in sales campaigns and for announcing
  important developments in business, such as
  extensions, reorganisations, changes of address,
  etc.

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CIRCULAR LETTERS

• A circular letter is prepared once only and it
  may then be duplicated for distribution to the
  various recipients. Names, addresses and
  individual salutations may be inserted after
  duplication in order to personalise the letter

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CIRCULAR LETTERS

• Word processing with its mail-merge facilities
  makes it possible for each letter to be an
  original, with the 'variable' details (eg inside
  address, salutation, etc) being merged with the
  letter during printing.
• Although circulars are being sent to many people,
  it is important to suggest an interest in the
  recipient by giving them a personal touch

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CIRCULAR LETTERS

• Remember the following rules
• Be brief - people will not read a long-winded
  circular.
• Make the letter as personal as possible by
  addressing each letter to a particular person, by
  name if you know it. Use Dear Mr. Smith instead
  of Dear Reader, Dear Subscriber or Dear Customer
  instead of Dear Sir or Madam. Never use the
  plural form for the salutation - remember, one
  recipient will read each individual letter.
• Create the impression of personal interest by
  using you, never our customers, all customers,
  our clients, everyone.

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CIRCULAR LETTERS

• Instead of
• Our customers will appreciate
• We are pleased to inform our clients Everyone
  will be interested to learn
• Say
• You will appreciate
• We are pleased to inform you
• You will be interested to learn

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CIRCULARS ANNOUNCING CHANGES IN BUSINESS
ORGANISATION

• Changes in a firm's business arrangements may be
  announced by circular letters such as those which
  follow. Where the salutation has been left blank,
  it has been presumed that the letter would be
  word processed and individual names, addresses
  and salutations would be merged to add a personal
  touch.

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Expansion of existing business

• Dear Customer
• To meet the growing demand for a hardware and
  general store in this area we have decided to
  extend our business by opening a new department.
• Our new department will carry an extensive range
  of hardware and other domestic goods at prices
  which compare very favourably with those charged
  by other suppliers.
• We would like the opportunity to demonstrate our
  new merchandise to you and so are arranging a
  special window display during the week beginning
  24 June. The official opening of our new
  department will take place on the following
  Monday 1 July.
• We hope you will visit our new department during
  opening week and give us the opportunity to show
  you that the reputation enjoyed by our other
  Departments for giving sound value for money will
  apply equally to this new department.
• Yours sincerely

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Opening of a new business

• Dear Householder
• We are pleased to announce the opening of our
  new retail grocery store on Monday 1 September.
• Mrs. Victoria Chadwick has been appointed
  Manager. She has 15 years experience of the trade
  and we are sure that the goods supplied will be
  of sound1 quality and reasonably priced.
• Our new store will open at 0800 hours on Monday
  1 September. As a special celebration offer a
  discount of 10 will be allowed on all purchases
  made by the first 50 customers. We hope we can
  look forward to your being one of them.
• Yours sincerely

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Establishment of a new branch

• Dear
• Owing to the large increase in the volume of our
  trade with the Kingdom of Jordan, we
• have decided to open a branch in Amman. Mr Faisal
  Shamlan hasbeen appointed as
• Manager
• Although we hope we have provided you with an
  efficient service in the past, this new branch in
  your
• country will result in your orders and enquiries
  being dealt with more promptly.
• This new branch will open on 1 May and from that
  date all orders and enquiries should be sent to
• Mr Faisal Shamlan Manager
• Tyler Co Ltd
• 18 Hussein Avenue
• Amman
• Tel [phone]
• Fax [phone]
• We take this opportunity to express our thanks
  for your custom in the past.
• We hope these new arrangements will lead to even
  higher standards in the service we provide.

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Removal to new premises

• Dear
• The steady growth of our business has made
  necessary an early move to new
• and larger premises. We have been fortunate in
  acquiring a particularly good
• site on the new industrial estate at Chorley, and
  from 1 July our new address
• will be as follows
• Unit 15
• Chorley Industrial Estate
• Grange Road
• Chorley
• Lines CH2 4TH
• Telephone 456453 Fax 456324
• This new site is served by excellent transport
  facilities, both by road and rail,
• enabling deliveries to be made promptly. It also
  provides scope for better
• methods of production which will increase output
  and also improve the quality
• of our goods even further.
• We have very much appreciated your custom in the
  past and confidently expect
• to be able to offer you improvements in service
  when the new factory moves

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Reorganisation of a store's departments

• Dear
• In order to provide you with even better service,
  we have recently
• extended and relocated a number of departments in
  our store.
• On the ground floor we have a wide selection of
  greetings cards,
• including both boxed and single Christmas cards.
• In the Children's and Baby wear Department on the
  first floor there is a new
• 'Ladybird' section.
• Our Fashion Fabrics and Soft Furnishings
  Departments are together on the
• second floor. Light Fittings and Electrical Goods
  are relocated on the third floor.
• The basement displays a good collection of
  wallpapers, most of which we are
• able to supply within 24 hours.
• We thank you for your past custom and hope we may
  continue to be of service
• to you.

13
Death of a colleague

• Dear
• It is with much sadness that I have to tell you
  of the sudden
• death of our Marketing Director, Michael Spencer.
  Michael
• had been with this company for 10 years and he
  made an
• enormous contribution to the development of the
  business.
• He will be greatly missed by all his colleagues.
• I am anxious to ensure continuing service to you.
  Please contact me
• directly with any matters which Michael would
  normally deal with.
• Yours sincerely

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CIRCULARS ANNOUNCING CHANGES IN BUSINESS
PARTNERSHIPS

• When a change takes place in the membership of a
  partnership, suppliers and customers should be
  informed by letter. For retiring partners this is
  particularly important since they remain liable
  not only for debts contracted by the firm during
  membership but also for debts contracted with old
  creditors in retirement.
• The correct signature on such letters is that of
  the name of the firm without the addition of any
  partner's name.

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Retirement of a partner

• Dear
• We regret to inform you that our senior partner,
  Mr. Harold West, has
• decided to retire on 31 May due to recent
  extended ill-health.
• The withdrawal of Mr. West's capital will be made
  good by contributions
• from the remaining partners, and the value of the
  firm's capital will there
• fore remain unchanged. We will continue to trade
  under the name of
• West, Webb Co, and there will be no change in
  policy.
• We trust that the confidence you have shown in
  our company in the
• past will continue and that we may rely on your
  continued custom. We
• shall certainly do everything possible to ensure
  that our present
• standards of service are maintained.
• Yours sincerely

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Appointment of a New Partner

• Dear
• A large increase in the volume of our business
  has made necessary an
• increase in the membership of this company. It
  is with pleasure that we
• announce the appointment of Mrs. Briony Kisby as
  partner.
• Mrs. Kisby has been our Head Buyer for the past
  10 years and is well
• acquainted with every aspect of our policy. Her
  expertise and
• experience will continue to be of great value to
  the company.
• There will be no change to our firm's name of
  Taylor, Hyde Co.
• We look forward to continuing our mutually
  beneficial business relationship with
• you.
• Yours sincerely

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Conversion of partnership to private company

• Dear
• The need for additional capital to finance the
  considerable growth in the
• volume of our trade has made it necessary to
  reorganize our business
• as a private company. The new company has been
  registered with
• limited liability in the name Barlow Hoole
  Limited.
• We wish to stress that this change is in name
  only and that the nature
• of our business will remain exactly as before.
  There will be no change
• in business policy.
• The personal relationship which has been built up
  with all customers in the past
• will be maintained we shall continue to do our
  utmost to ensure that you are
• completely satisfied with the way in which we
  handle your future orders.
• Yours sincerely

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LETTERS ANNOUNCING CHANGE OF REPRESENTATIVES

• Dismissal of firm's representative
• Dear
• We wish to inform you that Miss Rona Smart who
  has been our representative
• in North-West England for the past 7 years has
  left our service.
• Therefore she no longer has authority to take
  orders or to collect accounts on
• our behalf.
• In her place we have appointed Mrs. Tracie Coole.
  Mrs. Coole has for many
• years had control of our sales section and is
  thoroughly familiar with the needs of customers
  in your
• area. She intends to call on you some time this
  month to introduce herself and to bring
• samples of our new spring fabrics.
• We look forward to continuing our business
  relationship with you
• Yours faithfully

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Dismissal of firm's representative

• If the representative left of her own free will
  and was a valued member of staff
• the first paragraph of the above letter would be
  more suitably expressed as
• follows
• Dear
• It is with regret that we inform you that Miss
  Rona Smart who has been our
• representative for the past 7 years has decided
  to leave us to take up
• another appointment
• Therefore she no longer has authority to take
  orders or to collect accounts on
• our behalf.
• In her place we have appointed Mrs Tracie Coole.
  Mrs Coole has for many
• years had control of our sales section and is
  thoroughly familiar with the needs
• of customers in your area. She intends to call on
  you some time this month to
• introduce herself and to bring samples of our new
  spring fabrics.
• We look forward to continuing our business
  relationship with you

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Appointment of new representative

• Dear
• Mr. Samuel Goodier who has been calling on you
  regularly for the past 6 years, has now joined
  our firm as junior partner. His many friends will
  doubtless be sorry that they will see him much
  less frequently and we can assure you that he
  shares their regret.
• Mr. Goodier hopes to keep in touch with you and
  other customers by occasional visits to his
  former territory.
• Mr. Lionel Tufnell has been appointed to
  represent us in the South West and Mr Goodier
  will introduce him to you when he makes his last
  regular call on you next week. Mr. Tufnell has
  worked closely with Mr. Goodier in the past and
  he will continue to do so in the future.
• Mr Goodier will continue to offer help and
  advice in matters affecting you and other
• customers in the South, West, and his intimate
  knowledge of your requirements will be of great
  benefit to Mr Tufnell in his new
  responsibilities.
• Our business relations with you have always been
  very good, and we believe we have
• succeeded in serving you well. It is therefore
  with confidence that we ask you to extend
• to our new representative the courtesy and
  friendlines you have always shown to Mr
• Goodier.
• Yours faithfully

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INTERNAL CIRCULARS TO STAFF

• Many circulars are written to staff regarding
• various matters concerning
• the general running of business,
• safety and security,
• administrative matters and
• many other things.
• A memo is some used for more day-to-day
• matters, but for some matters a formal letter may
  
• be printed on the company' s letter headed paper.

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Announcement about new working hours

• NEW WORKING HOURS
• With effect from 1 September 200_ working
• hours will be amended to 0930 to 1730
• Monday to Friday instead of the present
• working hours of 0900 to 1700.
• I hope you will find these new hours convenient.
  If
• you anticipate experiencing any difficulties
  please
• let me know before 14 August.

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Notice about new car park

• NEW CAR PARK
• You may be aware that some old buildings on our
  site have been
• demolished. A piece of land in this area has been
  cleared so that it may
• be used as a car park.
• The new car park should be ready for use by 28
  October. It will be
• available between 0730 and 1830 hours Monday to
  Friday. The
• company takes no responsibility for loss or
  damage to vehicles or
• contents while in the car park.
• If you wish to use the car park please obtain an
  agreement form from
• Mr John Smithson, Security Officer. This form
  must be completed and returned
• to him before using the car park.
• Copy John Smithson, Security Officer

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Information about store discount

• DISCOUNT AT QUANTUM STORES
• An agreement has been reached which will allow
  all our employees to
• take advantage of the special discount scheme
  operated by Quantum
• Stores.
• As an employee of Omega International you will
  receive 10 discount
• on any goods which are not already reduced in
  price. A discount of 2f
• will be given on reduced price or sale goods. If
  you wish to claim the
• discount you must show your Omega identification
  badge.
• These discounts will take effect from 1 September
  20__

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Security information to Heads of Department

• SECURITY
• In view of recent bomb threats received by
  several competitors, please
• brief your staff on the following points of
  security.
• 1 All employees must wear a name badge at all
  times.
• All areas must be kept as clean and tidy as
  possible. This will
• reduce potential areas where bombs may be
  hidden.
• 3 Do not tamper with or move any suspicious
  object. The manager should be informed and the
  police notified.
• 4 Evacuation should follow estabhlished fire
  drills.
• All incidents must be taken seriously and a
  detailed report must be
• submitted to me.
• Please stress to all your staff that they have an
  important part to play in
• maintaining a high level of security in all areas
  at all times

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CIRCULARS WITH REPLY FORMS

• A tear-off slip is often used when a reply is
  required from
• people to whom a circular is sent. Alternatively
  a separate
• reply form may be used. The important points to
  remember
• with such reply sections are
• Always begin with 'Please return by__ to __.This
  is a safeguard in case someone separates the
  tear-off portion or reply form from the main
  letter.
• Use double spacing for the portion which will be
  completed.
• Leave sufficient space for completion after each
  question/heading.
• Use continuous dots where answers are required.

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• 10TH ANNIVERSARY CELEBRATION
• Omega International is celebrating its 10th year
  of providing quality
• communications equipment. Approximately 50
  representatives from
• Omega clients are expected to attend a special
  loth Anniversary
• Celebration on Friday 29 October 20.
• The directors have decided to invite all
  employees who have been with
• Omega for at least 5 years to attend this special
  function. I am pleased to
• extend to you an invitation to join us at Omega's
  10th Anniversary
• Celebration. Cocktails and a buffet supper will
  be provided.
• This special function will take place from 1800
  to 2300 hours at The
• Mandarin Suite, Oriental Hotel, West Street,
  London.
• Please let me know whether you will be attending
  by returning the tear-off
• portion before 31 August.

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Example of tear-off slip

• Please return to Mrs Judy Brown, Administration
  Manager, before
• 31 August.
• I shall/shall not be attending the 10th
  Anniversary Celebration on Friday 29 October.
• Name .............................................
  ..................................................
  ........................................
• Designation/Department
• .................................................
  ..................................................
  ...
• Signature
• .................................................
  .............................
• Date .........................................
• Please delete as applicable.

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Reply form

• Reply form accompanies a letter sent to clients
  of a training organisation.
• Clients are asked to specify whether or not they
  would like to attend a one-day management
  conference, when accommodation will be required,
  and enclose a cheque to cover the cost.

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• REPLY FORM
• Please complete and return by 15 February 200 to
• Mr F J Fredericks Personnel Manager Professional
  Training Pte Ltd 126 Buona Vista Boulevard KUALA
  LUMPUR Malaysia
• ONE-DAY MANAGEMENT CONFERENCE SATURDAY 3 APRIL
  200_
• 1 I wish/do not wish to attend this
  conference.
• I require accommodation on D Friday 2 April D
  Saturday 3 April
• (Please tick)
• My cheque for M400 is attached (made payable to
  Professional
• Training Pte Ltd)
• Signature ........................................
  ...................
• Date.
• Name (in caps) ...................................
  ..........................
• Title .........
• Company Address...
• Post code.
• Telephone ........................................
  ................. Fax
• Please delete as necessary.

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CHECKLIST FOR CIRCULAR LETTERS

• Personalise circular letters by merging
• individual inside address
• Address the recipient by name if you know it,
  otherwise use singular form 'Dear Customer',
  'Reader' - NOT 'Customers', 'Readers'
• Insert a handwritten salutation if appropriate
• Show a personal interest - use 'you' instead of
  'all customers', 'everyone'.

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CHECKLIST FOR TEAR-OFF SLIP

• State reply date
• Mention to whom the form should be returned
• Internal forms - name/title only
• External forms - name/title/company name and
  address
• Use same heading as covering document
• Use double spacing
• Use personal terms - I wish, I shall/shall not
• Use options/boxes where appropriate
• Leave sufficient space for completion
• Ensure the form contains everything you need to
  know