Department Of Technical Education

Andhra Pradesh
Name : A.Ram Reddy
Designation : Lecturer
Branch : D.C.C.P.
Institute : SRRS Govt. Polytechnic, Sircilla
Year/Semester : IV Semester
Subject : Business Correspondence
Subject Code : CCP-404
Topic : Circular Letters
Duration : 50 Minutes
Sub Topic : Meaning, and Characteristics of
Circular Letters
Teaching Aids : PPT CCP404.34 1
 Objectives

On the completion of this period, you would be

able know:

 Explain the characteristics of Circular letters

 Explain the points for drafting Circular letters

CCP404.34 2
 Recap
What is Circular Letter?
 Circulars Letters are the letters which contain the
same subject matter addressed to different persons.

 They are written to inform the following matters:

i) opening of a new branch

ii) change of address
iii) admission of a panther etc

 Trade circular letters are written to find market for

the goods
CCP404.34 3
Trade Circular Letter

 It must be pleasing and courteous.

 It must be lucid and suggestive.

 It will be read,

 “as the keen enthusiastic salesman speaks to the

customer with whom he is face to face”.

CCP404.34 4
 Trade Circular Letter
Characteristics of Trade Circular Letter

 It must catch reader’s attention

 It must produce conviction.

 It should be persuasive.

 It should produce action.

CCP404.34 5
Characteristics of a Trade Circular
Letter
Catch reader’s attention

 Circular Letters are the cycle of business dealings.

 A circular letter a communication meant to convey

information of a business firm to customers,
business friends etc.,

 The sender aims at giving certain information to the

public.

CCP404.34 6
 There are also other ways to communicate or
advertise in the papers or journals.

 But in business dealings, circular letter plays a

prominent role

 It should catch the attention of the readers

 Attractive words , sentences, attractive colour

should be used

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Characteristics of a Trade Circular
Letter
Must produce conviction:

 Generally printed or cyclostyled circular letters have

a few advantages such as,
 It is less expensive

 Any number of letter can be posted in a day

 Personal visit can be substituted with circular letters

 It should be written in a convincing nature

CCP404.34 8
Characteristics of a Trade Circular
Letter
It must be persuasive:
 A circular letter is one that carries a
communication to a number of addresses.

 The basic difference between a circular and a

general letter is that;

 Whereas the former is addressed to many

persons, the letter is addressed to only one
person.
CONTD
CCP404.34 9
 Circular Letters are to be read by a large number of
people, whereas

 General letters are personal and private in nature.

 Therefore circular letters must be specially well

written in a very clear and understandable
language, for example

 A company having a large number of shareholders

has to send frequent circulars to them for making
calls on shares, dividend purpose etc.

CCP404.34 10
Characteristics of a Trade Circular
Letter
It must produce action:

 The letter should be written in such a way, that it

serves the purpose

 For this purpose, you attitude and catchy words

should be written

CCP404.34 11
Points for writing Circular Letters

 Circular letters have certain special characteristics

 They are usually printed or cyclostyled

 The inside address is sometimes omitted, when

the letter is under cover of an envelop
 General form of salutation should be used

 Signature must appear in circular and it may be

facsimile
Contd
CCP404.34 12
Common points written in a Circular
Letter
 Self introduction by the Seller.

 Circumstances which lead to write the Circular Letter

by the Seller.

 What facilities the seller is ready to offer and period

of offen
 If the customer is old one, express thanks for the
continued support by placing order with the seller.

 Request the customer for the order.

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Summary
So far we have discussed about:

 The characteristics of a Trade Circular Letter.

 It must be convening in nature

 It must presuade the customer

 It should catch the attention of the reader

 It must produce some action

CCP404.34 14
Quiz

1.Circular Letters must

a. Catch the attention of the reader.

b. Must produce conviction.

c. produce persuasion.

d. All of the above

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 Quiz
2. The circular letters are generally

a) printed or cyclostyle

b) hand written

c) oral

d) none

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Frequently Asked Questions
1.Write the characteristics of a Circular Letter.

2.State any four points for drafting circular letters

CCP404.34 17