A circular letter is a great way to get information to a large 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 reasons, 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 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 you want.
Step 1: Decide who to write your letter to.
It's 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.
The first thing to do is to say "Hello Dear Customer."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 writing to you because I'm grateful to have had you as a customer in the past.
Step 4: In the first paragraph, 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, instead of beating around the bush.They will get the general idea even if they don't keep reading.Are you writing to promote a sale?Are you writing to let people know 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 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 may 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 telling 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 business is having a sale, make one paragraph about what is on sale in your letter.To begin the paragraph, write, "Let me tell you a bit about this product so that you understand what a great deal we are offering."It could be about why your 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: Write a statement or concluding paragraph.
You should 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 create a good feeling.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."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," you could say.
Step 8: You can shorten your letter for length.
A circular letter is long enough to 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.Repetition is something to look for in your writing.If your reader doesn't need to know all the details you have provided, take some out.You thought that everything you included was important enough to include, so it can be difficult to change your writing.Asking someone with fresh eyes to look over your work is a good idea.
Step 9: Fix any typos by reading over your letter.
It's important to look for mistakes after you've finished writing.Taking the time to do this will help ensure that your letter comes across professionally and that the reader can focus on your message, instead of your mistakes.
Step 10: You need to 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.
Step 11: It is a format.
The name and address of your business should be in the center of the letter.If you have a business name, that can serve this purpose.The date at the top left-hand side above the greeting should tell readers if the letter is current.You should include your email address and phone number at the bottom of the letter.
Step 12: Make sure you send your letter to the right people.
All you need to do is send the letter.You should look over your mailing list one more time to make sure it's going to the people you want 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.