Writing an unsolicited circular is a good way to convey information to a large group of people at the same time. It is most often used to disseminate information about goods or services that you want to promote. However, it can also be used for non-commercial reasons, such as spreading information about a community gathering or about a change in your life. To write one, you need to start by defining the topic and supporting points. From here, you can outline it and then draft it. To finish it, you just have to read it one more time to check that it has no spelling errors and that it contains all the information you want.
Part 1 of 3: Write the Introduction
Step 1. Determine who you will address the circular to
When writing a circular it is important to keep a specific audience in mind. Knowing who your audience is from the beginning will help you craft a clear and effective circular that is specifically tailored to your audience.
Step 2. Write an introductory greeting
Start with a general greeting, such as "Dear investor" or "Dear customer." This simple greeting sets the tone of the letter and shows that you are professional.
- If it is a circular that is addressed to many people, you cannot use a common personal greeting, such as "Dear Diana Silva." Instead, use general language while being friendly and kind.
- You can try a warm greeting, such as "Dear valued customers" or "Dear and dear colleagues." You can also try a simple greeting, like "Dear Community Members."
Step 3. Include a brief explanation of who you are
This information should include your professional title (if relevant in the letter) and your relationship with the readers. This detail lets readers know why you are writing to them and therefore tells them why they should keep reading the document.
For example, if you have a catering business, write something like "My name is Carla Gutiérrez and I am the manager of Catering Plus. I am writing to you this time because I am grateful to have had you as a customer in the past."
tip: Even if you think that everyone who will read the circular already knows who you are, giving them a brief explanation of your position will allow them to know why you are writing to them.
Part 2 of 3: Compose the body of the letter
Step 1. Explain to readers the main topic in the first paragraph
When writing a circular it is important to quickly let the reader know the matter. Instead of beating around the bush, tell the reader what you want them to know right away. This measure will ensure that even if you don't read further, you get the big picture.
- Do you write the circular to promote a sale? Do you write it to inform people about an investment opportunity? Whatever the main message, make it clear at the beginning.
- For example, if you want the reader to buy a product, say something like, "I am writing to you this time because I have a wonderful new product that I think you may find useful."
tip: the main subject of a circular should not be complicated. The clearer and simpler the matter is, the more people will be able to understand it even if they flick through the letter.
Step 2. Make a list of your supporting points so that you can draw on them as you write
Having additional points or ideas that you want to express in the letter written in a list can help you stay focused on the message as you write the body of the letter. Put in number points everything you want to be included in the letter so that you do not forget to add anything and cross out each element when you have included it.
For example, if you are writing about the sale of a product, your listing points might include the sale price or percentage discount, how long the sale will last, and how to contact you to purchase the product
Step 3. Provide additional information in 1-2 center paragraphs
Each of the paragraphs should focus on reinforcing the overall issue. Tell the reader the details of why they need your product, why they should do what you ask, or why there are changes in your company. They should be short and clear paragraphs that serve to reinforce the central issue of the circular.
- For example, if the letter is about a sale your company makes, write a paragraph about what exactly is for sale. Start by writing something like "Let me tell you a little about this product so that you understand how good the deal we are offering you is."
- Another paragraph may be about why the offer is so good. You can start by telling the potential customer something like, "We are offering you this product at a good price because we value you as a customer and because we want you to save money with us."
- If you are writing to company employees about moving your office to a new building, the middle paragraph or two should contain a general timeline for the move and indicate how you anticipate the move will affect workflow. You can start by saying something like "The entire move should take 2 weeks" and then go into detail about how that time will be divided.
Step 4. Write a final paragraph or statement
In the conclusion, you should restate the main topic and thank the reader for taking the time to read the circular. This measure will make the matter totally clear and give the reader a good feeling when they finish reading the circular.
For example, if the circular informs readers about your new professional position, rewrite your title and why it is important for the reader to know this information. You can write something like "Once again, I am very grateful to be the head of the marketing division at Omniglobal now and I hope that with this new position I can build a new and productive relationship with your company."
Part 3 of 3: Review and edit the letter
Step 1. Edit the length of the letter
A circular should be long enough to give the reader all the pertinent information that you want them to know. However, it should also be short enough that you don't get bored reading it. If the letter is longer than one page, you should shorten it. Find the repetitions and remove them. Also, evaluate if the reader needs to know all the details you have provided and remove some if not.
It can be difficult to edit a document that you have written yourself, as you may think that everything you have included is important enough. Because of this, consider asking someone with fresh eyes to check it out
Step 2. Review the circular and correct any misspellings
Once you finish writing the circular, review it to see if it has errors. Taking the time to do so will ensure that it looks professional and that the reader can focus on the message and not the mistakes.
tip- If you are concerned about spelling errors even after reviewing the circular on your own, ask a friend or colleague to review it as well.
Step 3. Make sure the information you share is authoritative
When sending a commercial circular it is important that you provide very limited information. Do not transmit confidential information or information that you do not want the general public to know in a circular.
For example, if you write a circular about changes in company leadership that is directed at employees, in many cases you should not include the underlying reasons for the changes, as they may negatively impact the company or lead to a lawsuit.
Step 4. Format the circular
The letter should be in a commercial format that includes the name of the company and its address at the top, usually in the center. If you have a business headline, it can serve this purpose. You should also include the date in the upper left, above the salutation, so that the reader knows if the letter is current when they read it.
At the bottom of the letter you should include your name and contact information, which usually includes your email address and your phone number
Step 5. Check that you are sending the letter to the correct people
If you have finished writing the letter, all you need to do is send it. However, check the address list one more time before you send out the circular to make sure that everyone you want gets it and that the addresses you use are correct.