Circulars

Circulars convey some information to large number of people

Circulars
There are two categories of Circulars
1.

Circular Letters

2. Office Circulars

Circular Letters
Circular letters are used when the same information & message are to be conveyed to large number of people, customers, share holders, members of societies & so on

Circular Letters
The objective of writing circular letter may be
To market the product or idea To inform the reader regarding change of business,

place or policies
To retain the reader or customer by keeping his

interest alive

Circular Letters
The following points must be considered while drafting a circular
Capture & arouse the readers interest in the opening

paragraph

Give the personal touch by writing in a friendly tone & like

Dear Reader, Dear Shareholder, Dear Customer, etc suitable letter heading

Print the letter on an attractive & quality paper with

Circular Letters
Be precise but informative
Use appropriate tone Thank the readers for their trust & co-operation Mention the main contents of the letter in first

paragraph

Circular Letters
Explain the benefits & utilities of new premises,

product or proposal to the customer & other parties

Ensure the readers your personal attention in future

Office Circulars
Office Circulars are issued to convey the same information to large number of employees of the same organization

Notices
A Notice is used to convey some information to a large number of audience & the audience include Employees, Shareholders, & Public

Notices
While drafting notices to employees, the following points must be kept in mind
Use direct & straight forward approach as these notices are

in the form of office orders that demand compliance

Ensure that the message is complete & clear Be careful about the wording of the notice so that the large

number of employees understand in the same sense & spirit which top management wants to convey

Notice about Meeting

The person who writes the notice must look to the following points regarding the notice
The notice must specify the nature of the meeting
The notice must clearly state the date, time & venue of

the meeting
The notice must be sent on time

Agenda
An Agenda contains of a list of items to be considered & to be discussed in a meeting

Agenda
While drafting & circulating the agenda, care must be taken on the following
The agenda must clearly state the name of the company & nature of the

meeting

The agenda must state the order in which the business at meeting is to

be considered

The agenda first state the routine matter & then important matters The agenda must be circulated to every member within reasonable

time

Public Notice
Public Notices are given mainly to discharge the legal obligation

Public Notice
While drafting a public notice, the following points must be kept in mind
Mention the event due to which legal notice is

necessitated like merger of company, holding of annual general body meeting, willful denial of employee to receive the notice, etc
State the time, date & venue where the next action will

be taken

Public Notice
State that the company & management will be free

from legal obligation if the respondents do not respond in the mentioned way
Be careful about the wording of the notice

Auction Notice
In Auction sales, a public notice (Auction Notice) is given to the public & goods are offered to be taken by the highest bidder

Auction Notice
While drafting an Auction notice, the following points must be considered
Mention the place, date & time of the auction Give the name & description of the articles to be

auctioned
State the money which will be forfeited if the highest

bidder fail to purchase the goods

Auction Notice
State the mode & time of payment when sale is

completed
State whether the price is subject to sales tax or other

local charges or taxes

State clearly whether buyer or seller will bear the

transportation charges

Tender Notices
Tenders are a formal offer to supply goods or to perform a job for an agreed price

Tender Notices
While drafting a tender notice, one must be very careful with the following
State the qualification of the person who can submit the tender Mention the time & date by which tender must be submitted State the name of authority to whom tender will be addressed &

submitted

Mention the time when tenders will be opened State the mode of payment

Any Questions?