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Structure of a Circular

1. Address of the issuing agency:

Usually in all kinds of circulars, the address, phone no., etc. of the issuing office/ agency/department is printed at the top.

2. Reference:

Reference is usually written at the left side. It is different for each circular.

3. Date:

Date is written at the left side.

4. Subject:

Subject on which the circular is being issued, is written, in simple letters.

5. For:

After subject, 'For' is written, that indicates, for whom, the circular is being issued/meant.

For example:
If the circular is issued by the Head Office of a bank for all the Zonal/Regional offices, then 'For' must be invariably explained as follows:

For: All Zonal/Regional Offices

If the circular is meant for all its branches, then it should be mentioned as following:

For: All branches


6. Salutation:

Generally, no salutation; like—Dear Sir, Dear Sirs etc. is used in circulars.

When the circular is meant to the authorities, the use of salutation can be done.

In Business circulars, usually salutations; like – Dear Dealers, Dear Customers, Dear Valued Customers, etc. are used.

7. Body:

The body of the circular contains whatever is wished to be conveyed by the circular issuing authority. The language used should be straight, unambiguous, formal and simple that conveys the instructions / guidelines in clear terms.

8. Signature:

At the bottom, the circular issuing authority puts his signature. The designation of the issuing authority is also written below the signature. The use of subscription; yours faithfully, or yours sincerely is avoided in circulars.

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