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Circular

Circulars are formal written communications used by organizations to share information or instructions with a wide audience, including internal employees and external stakeholders. They are characterized by comprehensive information, cost-effectiveness, and flexibility for various purposes, but may lead to information overload and lack personalization. Circulars differ from memorandums in their purpose, recipients, format, tone, and distribution methods, with circulars being broader in reach for general communication.

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Maira Sayyed
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10 views3 pages

Circular

Circulars are formal written communications used by organizations to share information or instructions with a wide audience, including internal employees and external stakeholders. They are characterized by comprehensive information, cost-effectiveness, and flexibility for various purposes, but may lead to information overload and lack personalization. Circulars differ from memorandums in their purpose, recipients, format, tone, and distribution methods, with circulars being broader in reach for general communication.

Uploaded by

Maira Sayyed
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Circular

Introduction

Circulars are a form of written communication used by businesses and organizations to


disseminate information or instructions to a large group of people. They are often used to
announce events, share policies or procedures, or provide updates on current activities within an
organization. Circulars can be distributed internally among employees or externally to customers
and stakeholders.
Characteristics of Circulars
1. Wide Distribution: Circulars are designed to reach a broad audience, making them ideal
for communicating with all employees or stakeholders within an organization.
2. Comprehensive Information: Unlike notices, circulars typically provide detailed
information or instructions, making them suitable for explaining policies, procedures, or
updates.
3. Formal Tone: Circulars are usually written in a formal tone, which is appropriate for
official communications.
4. Cost-Effective: They are an inexpensive way to communicate with a large audience, as
they can be easily printed or distributed digitally.
5. Flexibility: Circulars can be used for various purposes, including announcements, policy
updates, and event invitations.

Types of Circulars
1. Internal Circulars: These are circulated within an organization to inform employees
about company policies, events, or updates.
2. External Circulars: These are distributed to external stakeholders, such as customers or
shareholders, to provide information about products, services, or company news.

Advantages of Circulars
1. Wide Reach: Circulars can be easily distributed to a large audience.
2. Cost-Effective: They are inexpensive compared to other forms of communication.
3. Flexibility: Can be used for various purposes, from announcements to advertising.
4. Measurable Impact: The effectiveness of circulars can be measured through feedback or
response rates.
Disadvantages of Circulars
1. Information Overload: If not concise, circulars can overwhelm recipients with
too much information.
2. Lack of Personalization: Since they are intended for a broad audience, circulars
may not address individual concerns or needs.

Steps to Write a Circular


1. Identify the Target Audience: Understand who the circular is intended for to tailor the
content appropriately.
2. Determine the Purpose: Clearly define what information or instructions need to be
communicated.
3. Choose the Right Tone: Use a formal tone unless the context requires otherwise.
4. Keep it Concise: Ensure the message is clear and brief, avoiding unnecessary details.
5. Include Contact Information: Provide details for further inquiries or actions required.

Distribution Methods
Circulars can be distributed through various channels, including:
 Email: Digital circulars can be sent via email to employees or subscribers.
 Printed Copies: Physical copies can be posted on bulletin boards or distributed in
mailboxes.
 Company Intranet: Internal circulars can be posted on the company's intranet for easy
access.
Comparison Between Circulars and Memorandums
Circulars and memorandums are both forms of written communication used in business settings,
but they serve different purposes and have distinct characteristics. Here's a detailed comparison:
Purpose
Circulars: These are used to convey important information, announcements, or instructions to a
wide audience within an organization or a specific group. They are designed for general
communication and are often used to inform or update a large number of people.
Memorandums (Memos): Memos are typically used for internal communication within a
department or between colleagues. They are more specific and aimed at conveying instructions
or information to a limited number of recipients.
Recipients
Circulars: Circulars are sent to a large number of people, often across the entire organization or a
specific group.
Memorandums: Memos are directed towards specific individuals or departments within an
organization.
Format and Length
Circulars: Circulars often have a formal layout with a date, subject line, and a clear message
body. They may include headers, footers, or logos and are typically longer and more detailed
than memos.
Memorandums: Memos follow a standardized format with headings such as "To," "From,"
"Date," "Subject," and a concise message body. They are generally shorter and more concise than
circulars
Tone and Language
Circulars: Circulars are written in a formal and authoritative tone to convey important
information to a large audience.
Memorandums: Memos can be written in a formal or semi-formal tone, depending on the context
and recipients.
Distribution
Circulars: Circulars can be distributed through various channels such as email, postal mail, or
intranet platforms.
Memorandums: Memos are typically shared internally through email or printed copies.
Frequency
Circulars: Circulars are usually distributed periodically, such as monthly or quarterly, depending
on the organization's needs.
Memorandums: Memos can be sent as frequently as needed, depending on the specific
communication requirements within a department or between colleagues.
Ladtly, both circulars and memorandums are essential tools for business communication, they
differ significantly in terms of purpose, scope, format, and distribution. Circulars are broader in
reach and used for general communication, whereas memorandums are more specific and used
for internal communication within smaller groups.

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