Circular Letters: Shirley Taylor
Circular Letters: Shirley Taylor
Circular Letters: Shirley Taylor
Shirley Taylor
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.
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
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
CIRCULAR LETTERS
Remember the following rules: 1. Be brief - people will not read a long-winded circular. 2. 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. 3. Create the impression of personal interest by using you, never our customers, all customers, our clients,
everyone.
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
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.
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: (00962)6-212421 Fax: (00962)6-212422 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. Yours sincerely
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.
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.
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
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
Yours faithfully
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
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
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.
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__
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
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.
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. 2 I require accommodation on D Friday 2 April D Saturday 3 April (Please tick) 3 My cheque for M$400 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.
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'.
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