Introduction
A circular, a letter or a notice are very important communication tools in a business organization. The importance of these communication tools cannot be underestimated as they enable you to disseminate critical information to the people, so as to provide relevant and latest information regarding the business. You can also use these tools to invite the potential consumers, clients, suppliers, and partners for any upcoming events or conferences. Apart from this, circulars also make for a great marketing tool to reach the target audience.
In this context, we will understand about Circulars, the structure of circulars and its advantages will be discussed as well.
Circulars - a Crucial in Official Communication
Irrespective of the size, work, duties, and services of any organization, communication is one of the most crucial aspects of its working. Official communication plays a vital role in the efficient and smooth working of an organization. Effective communication between employees, authorities, departments, and clients takes the organization ahead on the path of success. Circular is the most important tool of official communication. In this section, we shall study in detail the concept of circulars, their purpose, and their importance for communication on an official platform. In this part, we will learn about circular writing and its importance, in detail.
What is a Circular?
A circular is the official communication medium which a business organization communicates. As the name itself tells, it is a letter which is given to the audience. Circulars have four components: head, opening, text, and signature. If you receive a circular from an organization or its team of employees, then it means that the organization is planning to inform you about something. The term circular comes from the fact that it was written on a circular piece of paper. Although circulars can be written on any kind of paper, the most frequently used type is the “letterhead”. Circulars are generally used in the context of businesses and public service organizations.
In a general sense, a circular is a statement about a business or about a company which is issued by the firm. A circular can be addressed to customers, suppliers, customers, employees or to any other business group. These documents are used for many different purposes in the context of businesses.
The Structure of a Circular
As a circular is a letter, it must have a heading and a body, which contains the required information about the sender. The head will include the information about the recipient, addressee or readers and it is considered the important part of the circular. The opening is a section where the sender introduces himself or herself. In this section, the sender provides the information about his business, his name, the title, etc.
The body will contain information regarding the purpose, content or information conveyed by the circular, so it must be relevant to the recipients. The closing is used for ending the letter or for the sender’s signature.
The use of circulars in organizations is very common because they are direct and to the point. In circulars, organizations want to inform their customers about the company, about the services offered or to explain the new developments within the organization. They might notify you about the business, the goods that are being sold, a new promotion or a new product release. Circulars can also be written to employees to inform them about the plans of the organization or they can be written to the partners or suppliers for the purposes of advertising.
In the corporate world, different heads may be present in a circular. The most important one is the head that is present at the beginning of the letter. In this head, the sender will be introduced and will mention his/her title or name. After that, a brief introduction will be presented.
The name of the organization may be mentioned, followed by the location and the format of the letter, like business letter format. Also, it can be written that the letter is circular. This is the official form of the letter and if it is written correctly, it might be easily spotted. Other important heads are the subject head and the closing.
An example of a company circular has different styles of writing, but it is mainly written in a formal tone. A company circular is written in a professional manner to give the impression of reliability. They should also follow a certain writing format to avoid any doubts. The subjects of the company circular are usually a few sentences or a paragraph. This is because the company does not have to write a lengthy letter for them.
In order to make the corporate circular more personalized, the company can choose to use some different fonts. Apart from the formal fonts, they might also choose an informal font that can make them more readable to the recipients. They can even use different sizes of the fonts if they want to.
The content of a company circular should be concise and should include all the details that should be included in the letter. In short, it is not a good idea to include lots of information in the letter. Also, the letter should have a professional presentation. It is better if it has the signature of the person who wrote it. This will help to add credibility to the letter. A good way to do it is to print the company name and then sign the letter.
Circulars in Professional Sector
In the professional sector, there are few instructions, updates, and information that is to be circulated amongst a large number of people. In such cases, circulars are extremely helpful. Circular is an essential letter containing important information that is to be circulated to a large section of people. In Business Communication, circular plays a vital role in the smooth functioning of any organization.
For example, there is some important information that you need to discuss with your employees. For this purpose, you will have to set up a meeting with your employees. The meeting can be held only when you convey the exact timings, place, and purpose of meeting to your employees in the minimum time. In such situations, spreading the message through circulars can be the most efficient and time-saving mode of communication.
You can always add marketing information in circulars and use them for mass distribution. The main and most vital feature of circulars is that it conveys information to a large number of correspondents in the minimum time.
Advantages of Circulars
Circulars, if designed and distributed productively, play an important role in the growth and development of business. It is some of the vital letters used in corporate sectors, schools, colleges, and various workplaces to convey important updates. The advantages of circulars are discussed below briefly.
The Easiest Method for Conveying Information
It is a straightforward and most convenient method of conveying important information to a large group of people. Circulars play an important role in the growth, development, and smooth working of any business. The information can be conveyed at a greater level at cheap rates. It is also useful in producing prompt feedback from the respondents.
Achieving Economy
In broader terms, circulars can also be used for wide publicity. To convey the news related to product, service, or customers, circulars are used as they help to expand the business and market base of a company. As a result, the large amount of money that would have been used in sending separate letters can be saved.
Time-Saving Method
With the efficient use of circulars, any important information can be transmitted to a large section of people at the same time. Hence, it saves you a lot of time that the company officials might spend on conveying the information separately to different people. Circulars can be displayed on the notice board of the workplace, and people can read the relevant information. This time-saving method becomes very convenient for companies.
Cost-Effective
Circulars are a cost-effective method of spreading information. Since with the help of just one circular information can be given to a hundred people. It thereby reduces the printing cost as well as the distribution cost of information per reader. With this method of passing information, an organization can save a lot of money for better purposes.
Fewer Efforts
Circulating information separately to all the concerned individuals requires a lot of work and effort. It becomes both time-consuming and difficult. With the use of circular letters, an organization can effectively overcome this problem with an efficient solution. Circular letters help to communicate with a large number of people with minimum effort.
Increasing the Confidence of Consumers
Rightly designed, convincing, and attractive circular letters can easily convince a reader about the importance and benefits of the data mentioned in the circular. It thereby enhances a consumer's trust and confidence in the company's products.
Develop Public Consciousness
One must design the circulars very carefully. If the correct information about the price, utility, and place of availability of the product is mentioned in the circular letter, the general public reading that particular circular becomes more conscious about the product. These letters also help to inform the customers about social welfare activities, quality of the product, and services, thus engaging them more with the company.
A well-designed circular letter can win the hearts of hundreds of customers at a time. It contributes a lot of positive aspects to the reviews, services, and awareness of the company by enhancing the goodwill of the company on a mass level.
Conclusion
A company circular is a letter that is addressed to the shareholders of the company. Its primary objective is to inform them about the progress that the company has made during a period of time. It should be written in a professional manner that makes it easy for them to read and understand. The main goal of a company circular is to inform the shareholders about the progress of the company. They should be in a concise and a well-written letter that includes all the relevant details.
FAQs on Understanding Circulars: Structure and Examples
1. What is a circular in the context of business communication?
A circular is a formal document used to communicate important information, instructions, or announcements to a large group of people simultaneously. It is a key tool in business communication for ensuring that a consistent message from an authoritative source reaches all concerned parties, such as employees, departments, or external stakeholders, in an efficient manner.
2. What is the standard structure a student should follow when writing a circular for an exam?
For academic purposes, a circular should follow a clear, formal structure. The essential components are:
- Issuing Authority/Institution Name: Placed at the top centre.
- The word 'CIRCULAR': Written in capitals below the institution's name.
- Reference Number & Date: Placed on the left and right sides, respectively, for official record-keeping.
- Subject: A concise line that summarises the purpose of the circular.
- Body Paragraphs: The main content providing all necessary details clearly and directly.
- Closing: The signature, name, and designation of the person issuing the circular, placed at the bottom left.
3. What are the main advantages of using circulars in an organisation?
Circulars offer several significant advantages for organisational communication. They are a time-saving method to convey information to many people at once and are highly cost-effective as they reduce the need for individual letters. They ensure uniformity in the message received by everyone and provide a formal, written record of the communication for future reference.
4. What are the different types of circulars based on their objectives?
Circulars can be classified based on their primary goal. The main types include:
- General Circulars: For information of common interest, such as changes in office hours or holiday announcements.
- Promotional Circulars: Aimed at customers to announce new products, services, or offers.
- Policy Circulars: Used internally to inform employees about new company policies, rules, or procedural changes.
- Statutory Circulars: Issued to comply with legal obligations, often sent to shareholders or regulatory bodies.
5. How does a circular differ from a memo and a notice?
While all are forms of written communication, they serve different purposes. A circular is designed for wide distribution to a large audience. A memo (memorandum) is typically used for internal communication between specific individuals or departments and is generally less formal. A notice is intended for public display, such as on a notice board, to convey information about a specific event, rule, or opportunity in a very brief format.
6. In what specific situations is a circular the most effective form of communication over an email or a meeting?
A circular is most effective when the information is official, non-negotiable, and needs to be documented as a formal record for a large group. For instance, announcing a mandatory change in company policy or a statutory update is better done via a circular than an email, which can be overlooked. It is superior to a meeting when a simple one-way dissemination of information is needed, as a meeting is better suited for discussion and two-way feedback.
7. What are the key points to remember to ensure a circular is clear and serves its purpose effectively?
To write an effective circular, you must use a clear and direct subject line that states the purpose upfront. The language should be formal, professional, and free of jargon. Ensure the content is concise and provides all relevant details, including any required actions and deadlines. Finally, the circular must be signed by the proper issuing authority to give it official weight and credibility.
8. Beyond internal staff, how can a business use circulars for external purposes like marketing?
Externally, circulars can be a powerful marketing and public relations tool. A business can send a promotional circular to its customer base to announce a new product launch, a special sale, or the opening of a new branch. It can also be used for building goodwill by informing the public about the company's social responsibility initiatives or achievements, thus enhancing the brand's reputation and public consciousness.
