Professional Documents
Culture Documents
For Circular and Sales Letters
For Circular and Sales Letters
Say
– You will appreciate
– We are pleased to inform you
– You will be interested to learn
Circular Letters
When writing a circular letter, remember
these important guidelines:
– Keep it brief, otherwise it may not be read
– Ensure the letter is informative and direct
– Use individual terms, e.g. ‘you’, not ‘all of
you’.
Form Letters
A form letter is also a standard letter that is
used repeatedly to reply to clients,
customers, members or the general public
requesting similar information.
preparing circular and
form letters
If the letter include a cut-off slip to be filled
and returned, the guidelines listed below
must be followed:
1.the cut off slip/form must end one inch
from the bottom of the page.
2.The cut-off slip/form must be separated
from the letter using a continuous line from
margin to margin.
preparing circular and
form letters
3. The symbol of a pair of scissors may be
inserted to the left or centre of the line.
4. Leave two (2) line spacing after the
separation line.
5. The blank spaces to be filled in should be
drawn using continuous full stops or
underscore.
preparing circular and
form letters
6. Leave at least two (2) line spaces below
the letter before creating the form.
7. The writing lines should be done in
double line spacing.
8. Three (3) line spacing should be left for
the signature.
preparing circular and
form letters
9. Leave at least ten single line spaces for
the insertion of the personalized recipient
information in the letter.
10. There is usually no reference.
CIRCULARS ANNOUNCING CHANGES IN
BUSINESS ORGANISATION
Yours sincerely
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: (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
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
into full production.
Yours sincerely
Reorganisation of a store's departments
Dear
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.
We thank you for your past custom and hope we may continue to be of service
to you.
Yours sincerely
Death of a colleague
Dear
Yours sincerely
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.
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
Appointment of a New Partner
Dear
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.
Yours sincerely
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
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.
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.
Yours faithfully
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
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.
Yours faithfully
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
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.
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.
An agreement has been reached which will allow all our employees to
take advantage of the special discount scheme operated by Quantum
Stores.
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
10TH ANNIVERSARY CELEBRATION
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.
Designation/Department
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Signature
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Date .........................................