A circular letter is a great way to get information to a group of people.It's used to get information about goods or services one wants to advertise.It can also be used for non-business purposes, such as for spreading information about a community meeting or a change in your life.The first thing you need to do is decide on your topic and your supporting points.You can easily outline and draft your letter with these on hand.To finish it up, you need to read it over again and make sure the letter gives you all the information you want.
Step 1: Decide who you want your letter to go to.
It is important to have a specific audience in mind when writing a circular letter.Knowing who your audience is will help you craft a clear and effective letter that is tailored to them.
Step 2: An introductory greeting should be written.
"Hello Dear Customer" or "Dear Investor" are examples of a general salutation.The simple greeting sets the tone for the letter and shows that you are a professional.For a circular letter that is going to many people, you can't use the common personal greeting, such as "Dear Jane Smith." Instead you have to use very general language while still being personable."Dear Valued Customers" or "DEAR Esteemed Colleagues" are examples of warm greetings.
Step 3: Give an explanation of who you are.
This information should include your professional position and how you are connected to the readers.This tells the reader why they should keep reading, and gives them context about why you are writing to them.If you own a catering business and you are writing to previous clients, write "My name is Erin Smith and I own Catering Plus."I am grateful to have had you as a customer in the past, so I'm writing to you today.
Step 4: The first paragraph should tell your readers about your main topic.
It's important to let the reader know your point quickly in a circular letter.Tell the reader what you want them to know right away.They will get the general idea if they keep reading.Are you writing to promote a sale?Are you writing about an investment opportunity?At the beginning, clarify what the main message is.If you want the reader to buy your product, say something like, "I am writing today because I have a wonderful new product that I think you might find useful."
Step 5: To refer to your supporting points as you write, make a list of them.
As you write the body of the letter, having additional points or ideas in the list can help you stay on message.Make bullet points of everything you want to include in the letter so that you can remember to cross them off when you have included them.If you are writing about a sale on a product you sell, bullet points might include the sale price, discount percentage, and how to contact you to purchase the product.
Step 6: The supporting information should be in 1 or 2 core paragraphs.
Your paragraphs should support your overall point.Tell the reader why your product is important to them, why they should do what you are asking them to do, and why changes are happening in your company.The central point of your letter needs to be supported by short, clear paragraphs.If your letter is about a sale, make one paragraph about what is on sale.In the beginning of the paragraph, write, "Let me tell you a bit about this product so that you understand what a great deal we are offering."The offer is a good deal."We want to pass our savings on to you, so we are offering you such a good deal on this product," you could start the paragraph.If you are writing to your company's employees about the office moving to a new building, the core one or two paragraphs should contain a general timeline for the move and how they should expect it to impact their work.You could start by saying that the move should take 2 weeks, and then discuss how that time will be broken down.
Step 7: The concluding paragraph or statement should be written.
Thank the reader for taking the time to read your letter and restate your main point in your conclusion.As the reader finishes reading your letter, this will drive your point home and make you feel good.For example, if your circular letter is telling readers about your new professional position, repeat your title and why this information is important for the reader to know.You could say, "I am very grateful to now be the head of the marketing division of Omniglobal and I hope that with this new position I will be able to build a new and productive relationship with your company."
Step 8: Your letter should be edited for length.
A long circular letter will give the reader all the information you want them to know.It needs to be short so that the reader doesn't get bored.The letter needs to be shortened if it is longer than a page.You should look for repetition in your writing.If your reader doesn't need to know all the details, take some out.You thought that everything you included was important enough to include, so it can be difficult to change your writing.Ask someone with fresh eyes to look over your work.
Step 9: Fix any typos by reading your letter.
It's important to look for mistakes after you finish writing.The reader can focus on your message instead of your mistakes if you take the time to do this.
Step 10: You should make sure that you are releasing authorized information.
It's important to give only limited information in a business letter.In a circular letter, do not send out confidential information that you don't want the general public to know.If you are writing a circular letter to employees about a change in leadership in your company, you don't want to include the underlying reasons for the change as they might reflect poorly on the company or they could lead to a lawsuit.
Step 11: There is a format.
The name and address of your business should be in the center of the letter.If you have a business name, it can serve this purpose.Readers know if the letter is current when they read it, so you should include the date at the top left-hand side above the greeting.You should include your name and contact information at the bottom of the letter.
Step 12: Make sure you are sending your letter to the right people.
You don't need to do anything else after you've finished your letter.You should look over your mailing list one more time to make sure it's going out to everyone you want it to and that the addresses you are using are correct.If you are getting information about your business, make your mailing list large.You will get more customers and business connections if you reach more people.