circular letters shirley taylor. circular letters used to send the same information to a number of...

CIRCULAR CIRCULAR LETTERSLETTERS

Shirley TaylorShirley Taylor

CIRCULAR LETTERSCIRCULAR LETTERS

Used to send the same information Used to send the same information to a number of people. to a number of people.

Used in sales campaigns and for Used in sales campaigns and for announcing important developments announcing important developments in business, such as extensions, in business, such as extensions, reorganisations, changes of address, reorganisations, changes of address, etc.etc.


A circular letter is prepared once only A circular letter is prepared once only and it may then be duplicated for and it may then be duplicated for distribution to the various recipients. distribution to the various recipients. Names, addresses and individual Names, addresses and individual salutations may be inserted after salutations may be inserted after duplication in order to personalise duplication in order to personalise the letter the letter


Word processing with its mail-merge Word processing with its mail-merge facilities makes it possible for each facilities makes it possible for each letter to be an original, with the letter to be an original, with the 'variable' details (eg inside address, 'variable' details (eg inside address, salutation, etc) being merged with salutation, etc) being merged with the letter during print ing.the letter during print ing.

Although circulars are being sent to Although circulars are being sent to many people, it is important to many people, it is important to suggest an interest in the recip ient suggest an interest in the recip ient by giving them a personal touch by giving them a personal touch


Remember the following rules:Remember the following rules:1.1. Be brief - people will not read a long-winded Be brief - people will not read a long-winded

circular.circular.2.2. Make the letter as personal as possible by Make the letter as personal as possible by

addressing each letter to a particular person, by addressing each letter to a particular person, by name if you know it. Use name if you know it. Use Dear Mr. Smith Dear Mr. Smith instead instead of of Dear Reader, Dear Subscriber Dear Reader, Dear Subscriber or or Dear Dear Customer Customer instead of instead of Dear Sir or Madam. Dear Sir or Madam. Never Never use the plural form for the salutation - use the plural form for the salutation - remember, one recip ient will read each remember, one recip ient will read each individual letter.individual letter.

3.3. Create the impression of personal interest by Create the impression of personal interest by using using you, you, never never our customers, all customers, our customers, all customers, our clients, everyone.our clients, everyone.


Instead of Instead of – Our customers will appreciateOur customers will appreciate– We are pleased to inform our clients We are pleased to inform our clients

Everyone will be interested to learnEveryone will be interested to learn

Say Say – You will appreciateYou will appreciate– We are pleased to inform you We are pleased to inform you – You will be interested to learn You will be interested to learn

CIRCULARS ANNOUNCING CHANGES IN CIRCULARS ANNOUNCING CHANGES IN

BUSINESS ORGANISATIONBUSINESS ORGANISATION

Changes in a firm's business Changes in a firm's business arrangements may be announced by arrangements may be announced by circular letters such as those which circular letters such as those which follow. Where the salutation has been follow. Where the salutation has been left blank, it has been presumed that left blank, it has been presumed that the letter would be word processed the letter would be word processed and individual names, addresses and and individual names, addresses and salutations would be merged to add a salutations would be merged to add a personal touch.personal touch.

Expansion of existing Expansion of existing businessbusiness

Dear CustomerDear CustomerTo meet the growing demand for a hardware and general store To meet the growing demand for a hardware and general store

in this area we have decided to extend our business by in this area we have decided to extend our business by opening a new department.opening a new department.

Our new department will carry an extensive range of hardware Our new department will carry an extensive range of hardware and other domestic goods at prices which compare very and other domestic goods at prices which compare very favourably with those charged by other suppliers.favourably with those charged by other suppliers.

We would like the opportunity to demonstrate our new We would like the opportunity to demonstrate our new merchandise to you and so are arranging a special window merchandise to you and so are arranging a special window display during the week beginning 24 June. The official display during the week beginning 24 June. The official opening of our new department will take place on the opening of our new department will take place on the following Monday 1 July.following Monday 1 July.

We hope you will visit our new department during opening week We hope you will visit our new department during opening week and give us the opportunity to show you that the reputation and give us the opportunity to show you that the reputation enjoyed by our other Departments for giving sound value for enjoyed by our other Departments for giving sound value for money will apply equally to this new department.money will apply equally to this new department.

Yours sincerelyYours sincerely

Opening of a new Opening of a new businessbusiness

Dear HouseholderDear Householder

We are pleased to announce the opening of We are pleased to announce the opening of our new retail grocery store on Monday 1 our new retail grocery store on Monday 1 September.September.

Mrs. Victoria Chadwick has been appointed Mrs. Victoria Chadwick has been appointed Manager. She has 15 years experience of the trade Manager. She has 15 years experience of the trade and we are sure that the goods supplied will be of and we are sure that the goods supplied will be of sound1 quality and reasonably priced.sound1 quality and reasonably priced.

Our new store will open at 0800 hours on Our new store will open at 0800 hours on Monday 1 September. As a special celebration offer Monday 1 September. As a special celebration offer a discount of 10% will be allowed on all purchases a discount of 10% will be allowed on all purchases made by the first 50 customers. We hope we can made by the first 50 customers. We hope we can look forward to your being one of them.look forward to your being one of them.


Establishment of a new Establishment of a new branchbranch

Dear Dear

Owing to the large increase in the volume of our trade with the Kingdom of Jordan, we 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 have decided to open a branch in Amman. Mr Faisal Shamlan hasbeen appointed as ManagerManager

Although we hope we have provided you with an efficient service in the past, this new Although we hope we have provided you with an efficient service in the past, this new branch in yourbranch in your

country will result in your orders and enquiries being dealt with more promptly.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 This new branch will open on 1 May and from that date all orders and enquiries should be sent tosent to

Mr Faisal Shamlan ManagerMr Faisal Shamlan ManagerTyler & Co LtdTyler & Co Ltd18 Hussein Avenue18 Hussein AvenueAmmanAmmanTel: (00962)6-212421Tel: (00962)6-212421Fax: (00962)6-212422Fax: (00962)6-212422

We take this opportunity to express our thanks for your custom in the past.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 We hope these new arrangements will lead to even higher standards in the service we

provide.provide.


Removal to new premisesRemoval to new premises DearDearThe steady growth of our business has made necessary an early move to new 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 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 site on the new industrial estate at Chorley, and from 1 July our new address will be as follows:will be as follows:Unit 15Unit 15Chorley Industrial EstateChorley Industrial EstateGrange RoadGrange RoadChorleyChorleyLines CH2 4THLines CH2 4THTelephone 456453 Fax 456324Telephone 456453 Fax 456324

This new site is served by excellent transport facilities, both by road and rail, 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 enabling deliveries to be made promptly. It also provides scope for better methods of production which will increase output and also improve the quality methods of production which will increase output and also improve the quality of our goods even further.of our goods even further.

We have very much appreciated your custom in the past and confidently We have very much appreciated your custom in the past and confidently expect expect

to be able to offer you improvements in service when the new factory moves to be able to offer you improvements in service when the new factory moves into full production.into full production.


Reorganisation of a store's Reorganisation of a store's

departmentsdepartments

DearDear

In order to provide you with even better service, we have recently In order to provide you with even better service, we have recently extended and relocated a number of departments in our store.extended and relocated a number of departments in our store.

On the ground floor we have a wide selection of greetings cards, On the ground floor we have a wide selection of greetings cards, including both boxed and single Christmas cards.including both boxed and single Christmas cards.

In the Children's and Baby wear Department on the first floor there is a new In the Children's and Baby wear Department on the first floor there is a new 'Ladybird' section.'Ladybird' section.

Our Fashion Fabrics and Soft Furnishings Departments are together on the Our Fashion Fabrics and Soft Furnishings Departments are together on the second floor. Light Fittings and Electrical Goods are relocated on the third floor.second floor. Light Fittings and Electrical Goods are relocated on the third floor.

The basement displays a good collection of wallpapers, most of which we are The basement displays a good collection of wallpapers, most of which we are able to supply within 24 hours.able to supply within 24 hours.

We thank you for your past custom and hope we may continue to be of service We thank you for your past custom and hope we may continue to be of service to you. to you.


Death of a colleagueDeath of a colleague DearDear

It is with much sadness that I have to tell you of the sudden It is with much sadness that I have to tell you of the sudden death of our Marketing Director, Michael Spencer. Michael death of our Marketing Director, Michael Spencer. Michael had been with this company for 10 years and he made an had been with this company for 10 years and he made an enormous contribution to the development of the business. enormous contribution to the development of the business.

He He will be greatly missed by all his colleagues.will be greatly missed by all his colleagues.

I am anxious to ensure continuing service to you. Please I am anxious to ensure continuing service to you. Please contact me contact me

directly with any matters which Michael would normally deal directly with any matters which Michael would normally deal with.with.


CIRCULARS ANNOUNCING CHANGES IN CIRCULARS ANNOUNCING CHANGES IN

BUSINESS PARTNERSHIPSBUSINESS PARTNERSHIPS When a change takes place in the When a change takes place in the

membership of a partnership, suppliers and membership of a partnership, suppliers and customers should be informed by letter. For customers should be informed by letter. For retiring partners this is particularly retiring partners this is particularly important since they remain liable not only important since they remain liable not only for debts contracted by the firm during for debts contracted by the firm during membership but also for debts contracted membership but also for debts contracted with old creditors in retirement.with old creditors in retirement.

The correct signature on such letters is that The correct signature on such letters is that of the name of the firm without the addition of the name of the firm without the addition of any partner's name.of any partner's name.

Retirement of a partnerRetirement of a partner DearDear

We regret to inform you that our senior partner, Mr. Harold West, hasWe regret to inform you that our senior partner, Mr. Harold West, hasdecided to retire on 31 May due to recent extended ill-health.decided to retire on 31 May due to recent extended ill-health.

The withdrawal of Mr. West's capital will be made good by The withdrawal of Mr. West's capital will be made good by contributions contributions

from the remaining partners, and the value of the firm's capital will from the remaining partners, and the value of the firm's capital will there there

fore remain unchanged. We will continue to trade under the name of fore remain unchanged. We will continue to trade under the name of West, Webb & Co, and there will be no change in policy.West, Webb & Co, and there will be no change in policy.

We trust that the confidence you have shown in our company in the 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. past will continue and that we may rely on your continued custom.

We We shall certainly do everything possible to ensure that our present shall certainly do everything possible to ensure that our present standards of service are maintained.standards of service are maintained.


Appointment of a New PartnerAppointment of a New Partner DearDear

A large increase in the volume of our business has made necessary A large increase in the volume of our business has made necessary an an

increase in the member ship of this company. It is with pleasure that increase in the member ship of this company. It is with pleasure that we we

announce the appointment of Mrs. Briony Kisby as partner.announce the appointment of Mrs. Briony Kisby as partner.

Mrs. Kisby has been our Head Buyer for the past 10 years and is well 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 acquainted with every aspect of our policy. Her expertise and experience will continue to be of great value to the company.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.There will be no change to our firm's name of Taylor, Hyde & Co.

We look forward to continuing our mutually beneficial business We look forward to continuing our mutually beneficial business relationship with relationship with

you.you.


Conversion of partnership Conversion of partnership to private companyto private company

DearDear

The need for additional capital to finance the considerable growth in the The need for additional capital to finance the considerable growth in the volume of our trade has made it necessary to reorganize our business volume of our trade has made it necessary to reorganize our business as a private company. The new company has been registered with as a private company. The new company has been registered with limited liability in the name Barlow & Hoole Limitedlimited liability in the name Barlow & Hoole Limited..

We wish to stress that this change is in name only and that the nature 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 of our business will remain exactly as before. There will be no change in business policy.in business policy.

The personal relationship which has been built up with all customers in The personal relationship which has been built up with all customers in the past the past

will be maintained; we shall continue to do our utmost to ensure that you will be maintained; we shall continue to do our utmost to ensure that you are are

completely satisfied with the way in which we handle your future orders.completely satisfied with the way in which we handle your future orders.


LETTERS ANNOUNCING CHANGE LETTERS ANNOUNCING CHANGE

OF REPRESENTATIVESOF REPRESENTATIVES Dismissal of firm's representativeDismissal of firm's representative

DearDearWe wish to inform you that Miss Rona Smart who has been our We wish to inform you that Miss Rona Smart who has been our

representative representative in North-West England for the past 7 years has left our service.in North-West England for the past 7 years has left our service.

Therefore she no longer has authority to take orders or to collect accounts Therefore she no longer has authority to take orders or to collect accounts on on

our behalf.our behalf.

In her place we have appointed Mrs. Tracie Coole. Mrs. Coole has for many 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 years had control of our sales section and is thoroughly familiar with the

needs of customers in your needs of customers in your area. She intends to call on you some time this month to introduce herself area. She intends to call on you some time this month to introduce herself

and to bring and to bring samples of our new spring fabrics.samples of our new spring fabrics.

We look forward to continuing our business relationship with you We look forward to continuing our business relationship with you

Yours faithfullyYours faithfully

Dismissal of firm's Dismissal of firm's representativerepresentativeIf the representative left of her own free will and was a valued member of staff 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 the first paragraph of the above letter would be more suitably expressed as follows:follows:

DearDear

It is with regret that we inform you that Miss Rona Smart who has been our 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 representative for the past 7 years has decided to leave us to take up another appointmentanother appointment

Therefore she no longer has authority to take orders or to collect accounts on Therefore she no longer has authority to take orders or to collect accounts on our behalf.our behalf.

In her place we have appointed Mrs Tracie Coole. Mrs Coole has for many 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 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 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.introduce herself and to bring samples of our new spring fabrics.

We look forward to continuing our business relationship with you We look forward to continuing our business relationship with you


Appointment of new representativeAppointment of new representative

DearDear

Mr. Samuel Goodier who has been calling on you regularly for the past 6 years, has Mr. Samuel Goodier who has been calling on you regularly for the past 6 years, has now joined our firm as junior partnernow joined our firm as junior partner.. His many friends will doubtless be sorry that His many friends will doubtless be sorry that they will see him much less frequently and we can assure you that he shares their they will see him much less frequently and we can assure you that he shares their regret.regret.

Mr. Goodier hopes to keep in touch with you and other customers by occasional Mr. Goodier hopes to keep in touch with you and other customers by occasional visits to his former territory.visits to his former territory.

Mr. Lionel Tufnell has been appointed to represent us in the South West and Mr 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 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 week. Mr. Tufnell has worked closely with Mr. Goodier in the past and he will continue to do so in the future. continue to do so in the future.

Mr Goodier will continue to offer help and advice in matters affecting you and other 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 customers in the South, West, and his intimate knowledge of your requirements will be of great benefit to Mr Tufnell in his new responsibilities.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 Our business relations with you have always been very good, and we believe we have succeeded in serving you wellsucceeded in serving you well. It is therefore with confidence that we ask you to extend . It is therefore with confidence that we ask you to extend to our new representative the courtesy and friendlines you have always shown to Mrto our new representative the courtesy and friendlines you have always shown to MrGoodier.Goodier.


INTERNAL CIRCULARS TO INTERNAL CIRCULARS TO STAFFSTAFF

Many circulars are written to staff regarding Many circulars are written to staff regarding various matters concerning :various matters concerning : the general running of business, the general running of business, safety and security, safety and security, administrative matters and administrative matters and many other things. many other things.

A memo is some used for more day-to-day A memo is some used for more day-to-day matters, but for some matters a formal letter may matters, but for some matters a formal letter may be printed on the company' s letter headed be printed on the company' s letter headed

paper.paper.

Announcement about new Announcement about new working hoursworking hours

NEW WORKING HOURSNEW WORKING HOURS

With effect from 1 September 200_ working With effect from 1 September 200_ working

hours will be amended to 0930 to 1730 hours will be amended to 0930 to 1730

Monday to| Friday instead of the present Monday to| Friday instead of the present

working hours of 0900 to 1700.working hours of 0900 to 1700.

I hope you will find these new hours convenient. I hope you will find these new hours convenient. If If

you anticipate experiencing any difficulties please you anticipate experiencing any difficulties please

let me know before 14 August.let me know before 14 August.

Notice about new car Notice about new car parkpark

NEW CAR PARKNEW CAR PARK

You may be aware that some old buildings on our site have been 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 demolished. A piece of land in this area has been cleared so that it

may may be used as a car park.be used as a car park.

The new car park should be ready for use by 28 October. It will be 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 available between 0730 and 1830 hours Monday to Friday. The company takes no responsibility for loss or damage to vehi cles or company takes no responsibility for loss or damage to vehi cles or contents while in the car park.contents while in the car park.

If you wish to use the car park please obtain an agreement form from 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 Mr John Smithson, Security Officer. This form must be completed and

returned returned to him before using the car park.to him before using the car park.

Copy John Smithson, Security OfficerCopy John Smithson, Security Officer

Information about store Information about store discountdiscount

DISCOUNT AT QUANTUM STORESDISCOUNT AT QUANTUM STORES

An agreement has been reached which will allow all our employees An agreement has been reached which will allow all our employees to to

take advantage of the special discount scheme operated by take advantage of the special discount scheme operated by Quantum Quantum

Stores.Stores.

As an employee of Omega International you will receive 10% As an employee of Omega International you will receive 10% discount discount

on any goods which are not already reduced in price. A discount of on any goods which are not already reduced in price. A discount of 2f% 2f%

will be given on reduced price or sale goods. If you wish to claim will be given on reduced price or sale goods. If you wish to claim the the

discount you must show your Omega identification badge.discount you must show your Omega identification badge.

These discounts will take effect from 1 September 20__These discounts will take effect from 1 September 20__

Security information to Security information to Heads of DepartmentHeads of Department

SECURITYSECURITY

In view of recent bomb threats received by several competitors, In view of recent bomb threats received by several competitors, please please

brief your staff on the following points of security.brief your staff on the following points of security.1 All employees must wear a name badge at all times.1 All employees must wear a name badge at all times.22 All areas must be kept as clean and tidy as possible. This will All areas must be kept as clean and tidy as possible. This will reduce potential areas where bombs may be hidden.reduce potential areas where bombs may be hidden.3 3 Do not tamper with or move any suspicious object. The Do not tamper with or move any suspicious object. The

manager should be informed and the police notified.manager should be informed and the police notified.4 Evacuation should follow estabhlished fire drills.4 Evacuation should follow estabhlished fire drills.

All incidents must be taken seriously and a detailed report must All incidents must be taken seriously and a detailed report must be be

submitted to me.submitted to me.

Please stress to all your staff that they have an important part to Please stress to all your staff that they have an important part to play in play in

maintaining a high level of security in all areas at all timesmaintaining a high level of security in all areas at all times

CIRCULARS WITH REPLY CIRCULARS WITH REPLY FORMSFORMS

A tear-off slip is often used when a reply is required A tear-off slip is often used when a reply is required from from

people to whom a circular is sent. Alternatively a people to whom a circular is sent. Alternatively a separate separate

reply form may be used. The important points to reply form may be used. The important points to remember remember

with such reply sections are:with such reply sections are:1.1. Always begin with Always begin with 'Please return by__'Please return by__ to __.to __.This is This is

a safeguard in case someone separates the tear-off a safeguard in case someone separates the tear-off portion or reply form from the main letter.portion or reply form from the main letter.

2.2. Use double spacing for the portion which will be Use double spacing for the portion which will be completed.completed.

3.3. Leave sufficient space for completion after each Leave sufficient space for completion after each question/heading.question/heading.

4.4. Use continuous dots where answers are required.Use continuous dots where answers are required.

10TH ANNIVERSARY CELEBRATION10TH ANNIVERSARY CELEBRATION

Omega International is celebrating its 10th year of providing Omega International is celebrating its 10th year of providing quality quality

communications equip ment. Approximately 50 representatives communications equip ment. Approximately 50 representatives from from

Omega clients are expected to attend a special loth Anniversary Omega clients are expected to attend a special loth Anniversary Celebration on Friday 29 October 20—.Celebration on Friday 29 October 20—.

The directors have decided to invite all employees who have been The directors have decided to invite all employees who have been with with

Omega for at least 5 years to attend this special function. I am Omega for at least 5 years to attend this special function. I am pleased to pleased to

extend to you an invitation to join us at Omega's 10th Anniversary extend to you an invitation to join us at Omega's 10th Anniversary Celebration. Cocktails and a buffet supper will be provided.Celebration. Cocktails and a buffet supper will be provided.

This special function will take place from 1800 to 2300 hours at This special function will take place from 1800 to 2300 hours at The The

Mandarin Suite, Oriental Hotel, West Street, London.Mandarin Suite, Oriental Hotel, West Street, London.

Please let me know whether you will be attending by returning the Please let me know whether you will be attending by returning the tear-off tear-off

portion before 31 August.portion before 31 August.

I hope you will be able to join us. I hope you will be able to join us.

Example of tear-off slipExample of tear-off slipPlease return to Mrs Judy Brown, Administration Please return to Mrs Judy Brown, Administration

Manager, before Manager, before 31 August.31 August.

I shall/shall not* be attending the 10th Anniversary I shall/shall not* be attending the 10th Anniversary Celebration on Friday 29 October.Celebration on Friday 29 October.

Name ...........................................................................Name ...................................................................................................................................................................................................

Designation/DepartmentDesignation/Department

..................................................................................................................................................................

..........................................Signature Signature

............................................................................................................................................................

Date .........................................Date .........................................

*Please delete as applicable.*Please delete as applicable.

Reply formReply form

Reply form accompanies a letter sent Reply form accompanies a letter sent to clients of a training organisation. to clients of a training organisation.

Clients are asked to specify whether Clients are asked to specify whether or not they would like to attend a or not they would like to attend a one-day management conference, one-day management conference, when accommodation will be when accommodation will be required, and enclose a cheque to required, and enclose a cheque to cover the cost.cover the cost.

REPLY FORMREPLY FORM

Please complete and return by 15 February 200— toPlease complete and return by 15 February 200— toMr F J Fredericks Personnel Manager Professional Training Mr F J Fredericks Personnel Manager Professional Training Pte Ltd 126 Buona Vista Boulevard KUALA LUMPUR MalaysiaPte Ltd 126 Buona Vista Boulevard KUALA LUMPUR Malaysia

ONE-DAY MANAGEMENT CONFERENCE SATURDAY 3 APRIL ONE-DAY MANAGEMENT CONFERENCE SATURDAY 3 APRIL 200_200_

1 I wish/do not wish* to attend this conference.1 I wish/do not wish* to attend this conference.22 I require accommodation on D Friday 2 April D Saturday 3 I require accommodation on D Friday 2 April D Saturday 3

April April (Please tick)(Please tick)

33 My cheque for M$400 is attached (made payable to My cheque for M$400 is attached (made payable to Professional Professional

Training Pte Ltd)Training Pte Ltd)Signature ........................................................... Signature ........................................................... Date.Date.Name (in caps) .............................................................Name (in caps) .............................................................Title .........Title .........Company Address...Company Address...Post code.Post code.Telephone ......................................................... FaxTelephone ......................................................... Fax*Please delete as necessary.*Please delete as necessary.

CHECKLIST FOR CIRCULAR CHECKLIST FOR CIRCULAR LETTERSLETTERS

Personalise circular letters by Personalise circular letters by merging merging

individual inside addressindividual inside address Address the recipient by name if you Address the recipient by name if you

know it, otherwise use singular form know it, otherwise use singular form 'Dear Customer', 'Reader' - NOT 'Dear Customer', 'Reader' - NOT 'Customers', 'Readers''Customers', 'Readers'

Insert a handwritten salutation if Insert a handwritten salutation if appropriateappropriate

Show a personal interest - use 'you' Show a personal interest - use 'you' instead of 'all customers', 'everyone'.instead of 'all customers', 'everyone'.

CHECKLIST FOR TEAR-OFF CHECKLIST FOR TEAR-OFF SLIPSLIP

State reply dateState reply date Mention to whom the form should be returned:Mention to whom the form should be returned:

1.1. Internal forms - name/title only Internal forms - name/title only 2.2. External forms - name/title/company name and External forms - name/title/company name and

address address Use same heading as covering documentUse same heading as covering document Use double spacingUse double spacing Use personal terms - I wish, I shall/shall notUse personal terms - I wish, I shall/shall not Use options/boxes where appropriateUse options/boxes where appropriate Leave sufficient space for completionLeave sufficient space for completion Ensure the form contains everything you need Ensure the form contains everything you need

to knowto know

circular letters shirley taylor. circular letters used to send the same information to a number of...

Documents

letter slide

new department

new store

new business dear householder

new premises dear

new arrangements

individual letter

new merchandise