How to write a circular

Do you remember having received a circular in elementary school?

What type of messages were given in elementary school on a circular? 

Sender’s Information
Elmer Santana
English Department
Language Learning Institute
Cancun, Quintana Roo
Email: elmer.santana@lli.edu.mx

 

Date
May 29, 2025

 

Receiver’s Information
All Faculty Members
English Department
Language Learning Institute

 

Subject: Implementation of New English Language Assessment Tools

 

Salutation
Dear Colleagues,

 

Body
This circular is to inform you that, starting August 2025, the English Department will implement new standardized assessment tools for English language courses across all levels. These tools include updated rubrics for speaking and writing evaluations, as well as a digital placement test platform.

 

All faculty members are required to attend a training session on the new tools scheduled for July 15, 2025, at 10:00 a.m. in Conference Room 2.

 

Your participation and collaboration are essential to ensure the successful adoption of these tools, which aim to enhance the accuracy and consistency of our students' language proficiency evaluations.

 

Signature Block
Sincerely,
Elmer Santana
English Language Coordinator
Language Learning Institute

 

Enclosure

• Training Session Agenda
• Rubric Samples for Speaking and Writing
• User Guide for Digital Placement Platform

 

Presentation about how to write a circular

https://lasallecancun-my.sharepoint.com/:b:/g/personal/dc0707_lasallecancun_edu_mx/EWXnXENMyV9Mleu2qi2mi6EBhblyqM0oLvM2cwagyYPTTA?e=JphQH3

Circulars or fliers are a highly effective way to communicate with employees or customers. Many companies use circulars as notices in business communication to enforce dress codes and policies or invite employees to meetings or luncheons. Circulars can also be used as an advertising tool. There is a huge number of benefits to using circulars, but a circular must include certain features to be most effective. Additionally, distribution is important for circulars in business communication.

Source: https://smallbusiness.chron.com/circulars-business-communication-2808.html

Assignment: Write a circular in teams for an assigned case.

🧾 Common Cases or Situations for Writing a Business Circular:

 

🔁 Internal Circulars (within an organization)

1. Policy Changes or Updates
   Used to communicate new policies or revisions to existing ones to all employees.
2. Announcements of Meetings or Events
   To invite or inform staff of official events, training, or meetings.
3. Staff Appointments or Transfers
   To notify employees of new hires, promotions, retirements, or transfers.
4. Holiday or Leave Schedules
   Sharing annual holiday calendars, office closures, or mandatory leaves.
5. Reminders or Instructions
   Reinforcing deadlines, procedures, and best practices.
6. Internal Promotions or Achievements
   Celebrating achievements or milestones internally.

 

🌐 External Circulars (for clients, customers, or the public)

1. Product Launches or Service Updates
   Announcing the launch of new offerings or updates to services.
2. Price Changes or Offers
   Informing clients about discounts, seasonal offers, or price adjustments.
3. Change of Address or Contact Details
   Sharing updated contact information with the public.
4. Corporate Social Responsibility (CSR) Activities
   Informing stakeholders about initiatives supporting social or environmental causes.
5. Public Announcements
   General notices for stakeholders or the public about important news.
6. Mergers, Acquisitions, or Strategic Changes
   Official notices about organizational restructuring or new partnerships.

 

📚 References (APA 7th Edition Format)

Bovee, C. L., & Thill, J. V. (2021). Business communication today (15th ed.). Pearson.

This book provides a comprehensive overview of business communication formats, including circulars.

Guffey, M. E., & Loewy, D. (2021). Essentials of business communication (11th ed.). Cengage Learning.

Offers practical examples of business circulars and their uses in professional contexts.

Locker, K. O., & Kienzler, D. S. (2019). Business and administrative communication (11th ed.). McGraw-Hill Education.

Discusses the purpose and structure of different forms of organizational communication, including circulars.

Rentz, K., & Lentz, P. (2020). Business communication: A problem-solving approach (2nd ed.). McGraw-Hill Education.

Provides cases and exercises for teaching effective business communication.

 

How to write a memo

 

Presentation about how to write a memo

https://lasallecancun-my.sharepoint.com/:b:/g/personal/dc0707_lasallecancun_edu_mx/EWXnXENMyV9Mleu2qi2mi6EBFADvPEVx152TNcHgOeVW0g?e=MQGm2Q

Difference Between the Circular and the Memo

An internal circular, or notice, is sometimes slightly different from a company memo. A memo is often sent to a smaller group and meant to schedule an event, confirm the results of a meeting, or remind people that something is taking place. A notice often goes to a broader group to announce something affecting the company or a company division at large.

The term circular is sometimes used exclusively to refer to an external advertising document. 

Nowadays, all three types of documents are often digital, not printed.

Source: https://smallbusiness.chron.com/circulars-business-communication-2808.html

Memo Template in Word

https://lasallecancun-my.sharepoint.com/:w:/g/personal/dc0519_lasallecancun_edu_mx/Ef75bhNw4aJHgMiJZqQJZ24BEFC2_s2T0hZTOAYe3TAlRA?e=sPKoIl

Cases for which a memo can be written:

1.- to schedule a meeting

2.- to announce a recreational event

3.- to inform a project status

4.- to assign a project or work commission

5.- to make a consultation

6.- to communicate an instruction

7.- to remind a procedure

8.- to share good news

2.8.- How to write a promotion letter

 

Dear Customer,

 

We are writing to let you know about an exciting sales promotion that we are running. For a limited time, we are offering a 20% discount on all of our products. This is a great opportunity to stock up on your favorite items at a discounted price.

 

To take advantage of this offer, simply enter the code “SALE20” at checkout when you place your order. This offer is valid until December 31, 2020, so don’t miss out!

 

Thank you for being a loyal customer. We hope you take advantage of this great deal.

 

Sincerely,

The Promotion Staff

Source: https://inkforall.com/hey-ink-tool/sales-letter/example-of-a-sales-and-promotion-letter/

 

2.7.- How to write a letter of complaint

Brainstorming about dissatisfying situations with service or product supplier

Dear Sir/Madam,

I am writing to express my dismay at the service at your Eden Hill branch on Saturday 14 January.

I often collect prescriptions from the pharmacy on behalf of my grandmother, Mrs Elaine Bingham. On this occasion there were two prescriptions: one for 10 x 50 mg Kendomol and one for 50 x 100 mg Leoprone. I was served quickly even though there appeared to be only one pharmacist on duty. However, as I was leaving I saw that I had been given 500 mg tablets of Kendomol. This is ten times stronger than the prescription called for.

If I hadn't noticed the difference between the prescription and the actual tablets, my grandmother could have taken a dangerous overdose of Kendomol. I would be worried about getting any future prescriptions at Eden Hill.

The pharmacist apologised and corrected the mistake but I wanted to bring it to your attention. I think it happened because there were not enough staff on duty. I understand that mistakes happen but there needs to be a minimum of two pharmacists at all times so all prescriptions can be checked.

I hope you can take steps to make sure this mistake does not happen again.

Yours faithfully,

Roger Bingham

Source: https://learnenglish.britishcouncil.org/skills/writing/b2-writing/letter-complaint

2.6.- How to write an apology letter

Brainstorming about possible problems in a wedding ceremony

 

Compilation Video about 'Best Wedding Fails'

Team discussion about at least five possible problematic situations that could appear in an assigned event of the following ones:

1.- A workshop

2.- An open-air charity supper

3.- A seminar

4.- A prom

5.- A sweet-fifteen celebration

6.- A bachelorette or hen party

7.- An open house

8.- A brand new car launching

When a client presents a problem, the Public Relations Department must write an apology letter.

What is an apology letter?

An apology letter is a physical document or email that acknowledges a mistake, expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters are important in the workplace because they create a physical or digital record of your admitting to and attempting to rectify a mistake or failure. Employees who can recognize when they are wrong and who make an effort to fix their mistakes are valuable additions to any professional team.

Key information in an apology letter

1. Acknowledge your mistake

The first step in writing an apology letter is informing your reader what the letter is about. Your first sentence should explain what you have done wrong and acknowledge the consequences that your mistake has had. For example, your letter might begin:

'Jackie, 

I need to tell you that I was the one responsible for sending you the wrong flight information for your most recent business trip. I realize that my mistake made you miss your flight and caused you unnecessary stress.'

2. Apologise sincerely

 A sincere apology will involve saying you are sorry without any excuses in order to express your regret for the consequences you caused. For example, you might say:

'I am sorry for forgetting to email you the financial report you asked for. I felt awful when I heard that you had to reschedule your meeting with accounting because of my forgetfulness.'

3. Share your plan to fix the problem

In addition to expressing your regret, you will also need to find a way to improve the situation. Assuring your recipient that you will do everything you can to make the matter right is a good place to start, but it will be even better if you can share the specific steps you will take to do so. Having this kind of plan shows your recipient that you recognize you owe them in some way and that you have put serious thought into how you can make the situation better. For example, you might write:

'I realise that my mistake made you look bad in front of the district manager. I have already called the district office and scheduled a meeting so I can explain that I am actually the one to blame.'

4. Ask for forgiveness

Your letter should conclude with a specific attempt at making things right between you and your recipient. In most cases, this should involve a direct request for forgiveness. Asking for forgiveness shows that you realize the matter is not truly resolved until your relationship with the recipient is mended. It also invites the recipient to contribute to resolving the issue and finding closure. An example of this might be:

"I need to humbly ask for your forgiveness. I know that my mistake upset you, but I can hope we can resolve this and continue to work well together."

An apology letter sample

Mr. Anders,

Please accept my sincere apology on behalf of Edgar Wright Motors. We are so sorry to hear that your experience with the auto parts that we delivered did not meet the specifications you sent us. Our design and manufacturing teams should have studied your request more thoroughly and asked for your approval before shipping the final product. We understand this mistake and the delay that it has caused has been frustrating for you.

We take full responsibility for our fault in this situation and would like to replace the incorrect parts and offer you a company gift card for $100, usable in any of our 15 locations and through our online store. We hope you will accept this gesture of apology. Our development team will contact you soon to discuss your order and make certain that the replacement parts meet your needs.

We want to assure you that this type of issue will never present itself again. We have taken initiative with our manufacturing team to make sure special orders are filled more carefully in the future. We value you and your business and we hope to continue our professional relationship moving forward.

If you have any questions or want to discuss this matter further, please contact me directly or any member of our Customer Service team.

Yours Sincerely,
Jack Dylan
Regional Manager
Edgar Wright Motors

Source: https://www.indeed.com/career-advice/career-development/how-to-write-an-apology-letter

Assignment: Imagine you are part of the Public Relations staff and you have to write an apology letter for at least one of the problems you listed about the assigned event in the team activity.

2.5.- How to write a sales and an enquiry letter

 What popular destinations for getting married do you know and why do you think they are?

Video about top destinations for a dream wedding

One day, a staff member of the city council in Newcastle, England received the following email.

City Council of Newcastle,

Subject: A civil wedding ceremony budget 

This letter is in regards to enquire a budget for a civil wedding ceremony in the Mansion House of your City Council as my bride's and my dream has always been getting married abroad.

After having read about you on your website, we realised we could consider you as an option for us since you offer tailored weddings. Therefore, as we are huge fans of the British culture and a pair of really patriotic Mexicans, we would be glad to have a hybrid ceremony which combine the best of both nations in one event.

We would be grateful if you let us know what possible choices you could've got for us and forward your brochure. Hence, we will appreciate your response for this matter and in case of a doubt, don't hesitate to contact me at elmersantana2006@hotmail.com for further information.

Kind regards,

Elmer Santana

Response:

'A unique love story'

Hello,

 

Thank you for your enquiry at the Newcastle Mansion House.

 

We do not offer specific packages towards a Mexican themed wedding, however we can tailor the wedding to your exact requirements.

 

Please find attached a copy of our brochure for the Mansion House. Our venue will be exclusive for your wedding. The house and the grounds will be yours for the day to celebrate with your family and friends. We also have 5 bedrooms available for a stay over, with a full English breakfast the next morning guaranteed. Attached are a few pictures showing examples of ceremony set ups and wedding breakfast set ups in our Large Drawing Room.

 

The Mansion House is capable of holding the wedding ceremony, wedding breakfast and then the evening reception. Our maximum numbers are 80 in the day, and then up to 130 for your evening guests.

 

I have also attached a copy of our menus for you to see our catering options, and pricing list.

 

Our website link is www.newcastle.gov.uk/hospitality. Please also take a look at our TripAdvisor and Facebook links below. We are a 5 minute walk from Newcastle City Centre, with parking facilities onsite, and good transport links nearby.

 

If you would like to request any more information or would like a show round at any time, please don’t hesitate to contact me.

 

Kind Regards,

 

James Thomas

Event Supervisor

Civic Centre & Mansion House

 

Office: 0191 211 6232

Mobile: 07748623779

Video about Newcastle, England

What is a sales letter?

 

A sales letter is a form of direct marketing that’s designed to attract potential customers to your product or service. It tells new prospects who you are and how your company can benefit them. It also allows you to establish credibility and create a human connection, which is vital for building a healthy customer base.

 

 Structure:

1.- Heading

2.- Salutation

3.- Introduction

4.- Body

4.1.- General product or service information

4.2.- Technical product or service details

4.3.- Complementary product or service information

4.4.- Product or service options and pricelist

4.5.- Media information or statistics and why to choose us

5.- Final remark

6.- Closing formula

7.- Signature

What are the key components of a good sales letter?

1.- A personal touch

2.- A helping story

3.- Simple language

4.- The USP (Unique Selling Point) or differentiator

5.- A call to action

Which cases in your career can a sales letter be written in?

Assignment: Imagine you are part of the wedding planning staff at Hyatt Ziva Cancun and you have to write in teams a sales letter to a client considering the information in the following link https://www.resortsbyhyatt.com/ziva-cancun/weddings-all-inclusive to propose him or her the best ceremony option according to one of the cases listed below.

Case 1.- A symbolic wedding just for the couple

Case 2.- A civil wedding for 20 guests including the couple on weekdays

Case 3.- A civil wedding for 50 guests including the couple on weekdays

Case 4.- A civil wedding for 20 guests including the couple at the weekend

Case 5.- A civil wedding just for the couple on the

 beach considering a 300 US dollar permission fee

Case 6.- An intimate wedding for free

Case 7.- A symbolic wedding for 20 non-guests and the couple at the weekend

Case 8.- A symbolic wedding on the beach considering a 300 US dollar permission fee for 10 non-guests and the couple at the weekend

Sources: 

Zendesk (2023) 'How to write a sales letter' in Zendesk Blog on https://www.zendesk.com/blog/sales-letter/ (Obtained on the 15th of April 2023)

Dark Prince (2021) 'How to write an informal letter' in Compact Advanced Part 1 Blog on https://compactadvancedpart1bythedarkprince.blogspot.com/2021/04/36-writing-and-how-to-write-informal.html (Obtained on the 15th of April 2023)

2.4.- Formal letters and how to write a cover letter

 

Source: https://uk.indeed.com/career-advice/career-development/types-of-formal-letters

How to write a C1 cover letter

 

Letter of Application subject: A tourist company which organises coach tours of your hometown has placed the following advertisement in your local newspaper:

 

TOUR GUIDES REQUIRED

 

Are you an outgoing and sociable person, who has a good command of English and some knowledge of local history?  Take-a-Tour is setting up a branch in your area and we are looking for tour guides to accompany up to fifty passengers a time on our coach tours. Your duties will include welcoming passengers aboard the coach, giving a commentary about the local sights, and taking small groups around the town on foot.

 

Student’s Letter of Application Answer:

 

Dear Sir or Madam,

 

I am writing to reply to your advertisement for a tour guide in The Tokyo Mini Times on 13th January.

 

I have always been interested in working with tourists and this is one of the main reasons why I am applying for this job. I actually have some experience of guiding foreign people around the town as a volunteer. Therefore, the city council sometimes asks me to take people to some historical places and explain about the background. Once I organised  a sightseeing tour that thirty people took part in. Every time I have a chance to do that, they appreciate my explanations. I think I will be a competent guide.

 

I have been living in this town since I was born. My ancestors came to live here two hundred years ago thus I know how this town has developed. I think I will manage to give a unique speech to the tourists.

 

I passed the Cambridge Certificate in Advanced English last year, which I believe endorses my English ability. As far as I am concerned, this level is suitable for a tour guide.

 

I am available to start work on 15th February. I am also available to attend an interview in the afternoon on Monday to Thursday. Please do not hesitate to contact me if you need any further information.

 

I would be very grateful if you consider my application. I look forward to hearing from you soon.

 

Yours faithfully,
Walter Scott

 

Structure for the letter of application:

1.- Salutation

2.- Introductory paragraph

3.- Body paragraphs

3.1.- Reasons and experience

3.2.- Personal background

3.3. Qualifications

3.4.- Availability

4.- Final sentence

5.- Closing formula

6.- Signature

 

Useful phrases

 

Introduction useful phrases

I am writing in response to your advertisement in the Sunday Times, dated 28 April 2012.

I would like to express my interest in the position of….

I am writing to express my interest in the …. position at … (company name).

 

Reason useful phrases

As seen from my enclosed résumé, my experience and accomplishments match the requirements of this position.

I would like to point out …. (information relevant to the position).

I possess the right combination of …. skills to be an asset to your organisation.

I understand the value of ….

I have a very strong interest in .…

Experience has taught me how to .…

For the past two years I have been working as …. at …. (company name).

Although I am a recent university graduate, my .… (skill) and …. (skill) will make me an excellent ….

 

Useful phrases for talking about experience

I gained some experience while …
I am currently working as …
I have been working for … for the last four years.
I worked part-time for three years as …
At the moment| am employed by …

Useful phrases for talking about qualifications

My qualifications include …
I have a diploma in …
I graduated from Barcelona University last year with a degree in … 
As you can see from the attached CV …

 

Useful phrases for talking about personal qualities

I see myself systematic, meticulous in my approach to work…..
I have a clear insight of………
I value time and not squander……
I tackle a problem…..

 

Some useful phrases for the final sentence

I would appreciate the opportunity to meet with you to discuss how my qualifications make me ideally suited to the position.

I would welcome the opportunity to meet with you to discuss my potential contributions to your company.

I look forward to hearing news from you soon.

It would be an honour to start my career in your company, and I am confident that I will be an asset to the business.

 

Possible closing formulas or remarks

Kind regards,

Best regards,

Yours faithfully,

Yours sincerely,

 

Word Ranges:

FCE (B2): 140-190 words

CAE (C1): 220-260 words

CPE (C2): 280-320 words

Task: A tourist company which organises coach tours of your home town has placed the following advertisement in your local newspaper:

 

TOUR GUIDES REQUIRED

Are you an outgoing and sociable person, who has a good command of English and some knowledge of local history?  Take-a-Tour is setting up a branch in your area and we are looking for tour guides to accompany up to fifty passengers a time on our coach tours. Your duties will include welcoming passengers aboard the coach, giving a commentary about the local sights, and taking small groups around the town on foot. 

 

Write the letter of application.

 

(FCE 140-190 words - CAE 220-260 words – CPE 280-320 words)

 

Sources:

Central University of Technology, Free State (2023) ‘Phrases to use in your cover letter’ on https://www.cut.ac.za/phrases-to-use-in-your-cover-letter (Obtained on the 29th of March 2023)

 

SKIMINS, Adam (2022) ‘How to write a letter of application’ in Engxam on https://engxam.com/handbook/how-to-write-a-letter-of-application-fce-cae-cpe/#letter-of-application-example-answers (Obtained on the 29th of March 2023)