A circular is a formal written document issued by an organisation, institution, or government authority. The primary purpose of a circular is to disseminate information, convey instructions, or communicate policies clearly and efficiently to a specific audience. Circulars are designed to ensure that the recipients easily understand the intended message. They are commonly distributed internally within an organisation or externally to stakeholders such as employees, students, clients, customers, or the general public.
Circulars are characterised by their formal tone and targeted approach. They are specifically tailored to the audience they are addressing and serve as a reliable medium for official communication.
Types of Circulars
Circulars can be categorised into two main types: internal and external circulars.
Internal Circulars
Internal circulars are distributed within an organisation. Their purpose is to convey information relevant to employees or members of the organisation. For instance, an internal circular might announce a new business strategy, notify staff of a company event, or share details about a workplace competition.
External Circulars
External circulars are sent to individuals or entities outside the organisation. These circulars are used to share information with clients, customers, or the general public. For example, a bank might issue an external circular to inform its customers about revised interest rates or changes in services.
Format of a Circular
The format of a circular is structured to ensure clarity and professionalism. At the top of the document, the title “Circular” is prominently displayed, typically centred and bold. The date of issuance is mentioned in the top right corner.
The salutation follows, addressing the intended audience, such as “Dear Employees” or “To All Customers.” After this, the subject line provides a concise summary of the purpose of the circular, for instance, “Subject: Announcement of New Leave Policy.”
The body of the circular begins with an opening paragraph that clearly states the purpose or objective of the communication. This is followed by a detailed explanation in the second paragraph, which includes necessary instructions, key details, or additional information. The body concludes with a closing statement summarising the key points or providing a call to action.
At the end of the circular, a complementary close, such as “Sincerely” or “Yours faithfully,” is used. The signature block includes the sender’s handwritten or printed signature, their name, and their official designation. If any enclosures are included, they should be mentioned, and reference initials can be added if required for tracking or administrative purposes.
Key Components
- Date: The date the circular is issued.
- Salutation: A greeting that addresses the audience.
- Subject: A concise statement of the circular’s purpose.
- Body Paragraphs: Detailed information that conveys the main message.
- Complementary Close: A polite closing statement.
- Signature Block: Provides authenticity and authority to the circular.
- Sender’s Name and Position: Identifies the author and their role within the organisation.
- Enclosure: Indicates additional materials that accompany the circular.
- Reference Initials: Helps track the document’s preparation.
Example of a Circular
Circular
Date: November 22, 2024
To All Employees
Subject: Announcement of New Employee Leave Policy
Dear Team,
We are pleased to inform you about the revised leave policy, which will take effect on December 1, 2024. This policy has been designed to promote a better work-life balance and provide greater flexibility for all employees.
The key changes include an increase in annual paid leave from 18 to 24 days and the introduction of a new category of leave called “Compassionate Leave.”
For detailed information, please refer to the attached document. If you have any questions or need further clarification, please feel free to contact the HR department at hr@fourthpillar.live.
Thank you for your cooperation.
Sincerely,
(Signature)
Chitra Anand
Human Resources Manager
Enclosure: Leave Policy Document
Reference: JD/HR/1124
Tips for Writing Circulars
When writing a circular, it is essential to maintain clarity and conciseness. The language should be simple and direct to ensure the message is easily understood. Specific details, such as dates, deadlines, and instructions, should be included to avoid ambiguity. Additionally, it is crucial to verify the accuracy of the information before issuing the circular. Since circulars are formal documents, they should always maintain a professional tone and structure.
This structured approach to drafting circulars ensures effective communication within an organisation or with external stakeholders.
Circulars are essential tools for effective communication within and outside organisations. Understanding their purpose, types, and proper format enables organisations to convey important information efficiently and professionally.