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 : Different situations of writing
Circular Letters, Model Letters.
Teaching Aids : PPT and Animations
CCP404.36 1
Objectives

On completion of this period, you would

be able to know:

 Write circular letters in different situations

CCP404.36 2
Recap:
In the previous period, you have learnt :

 How to write letters on:

 Establishing a new firm

 Retirement of a partner

 Admission of a partner

CCP404.36 3
Circumstances to write a Circular
Letter
Death of a Partner:
This letter contains:
 Self introduction

 Circumstances which lead for writing this letter

 Regret the death of the partner

 Appreciate his personal ability and interest in the firm

CCP404.36 4
 Contd..

 Constitution and re-arrangement of the firm may be

intimated with full confidence

 Details pertaining to the name of the firm, decision of

the new name, if any, may be intimated

 If a new partner is to be admitted his personal

qualities, amount of capital, experience etc., may be
mentioned

CCP404.36 5
Death of a Partner

Telegrams:”BOSE” Phone:222387665
BOSE AND COMPANY
Calcutta,
15th March, 2008.
To
--------------------
--------------------
Dear Sirs,
I have to inform you that owing to the death of my
partner Mr.Dasu, I have taken into partnership
Mr.Dharmender who has been a representative of this
firm for the last 10 years and is fully conversant with the
management of this firm.

Contd…… CCP404.36 6
Death of a Partner
No change will be made in the name of the firm which will
continue as before under the style of:

BOSE AND COMPANY

We trust that the altered arrangements will not stand in the way
of our enjoying your sympathy and patronage as before.

Yours faithfully,

BOSE AND COMPANY.

………..

Contd..
CCP404.36 7
Circumstances to write a Circular Letter
Shifting of Business to the new premises or
opening of branches:

 If it may happen in the course of the business and

due to the lack of space, additional space will be
required by the trader

CCP404.36 8
Circumstances to write a Circular
Letter
 According to the circumstances, the trader may
expand the business or shift his business to new
premises

 It may also happen that he will open new branches

at new places and thus enlarge the business

Contd..
CCP404.36 9
Shifting of business to the new
premises or opening of branches
This letter contains:

 Self introduction

 The circumstances which lead to shifting the

business to a new location

 The address of the new location of the business

 New facilities and benefits that will be available from

the shifting

CCP404.36 10
This letter contains:
 As the shifting of business, or opening of a new
branch causes a delay in regular regular business,

 It will also be intimated to the customers so that

there may not be complaints from customers

 Date from which the outsiders should communicate

to the new address

 An offer to make use of the new facilities

CCP404.36 Contd.. 11
Shifting of business to the new
premises
Telegrams:”DURGA” Phone:22238766
DURGA AUTOMOBILES
2-3-55, Benz Circle,
Vijayawada
15th March, 2008.
To
--------------------
--------------------
Dear Sirs,
Sub:-Shifting of our Service Station.
……….
You will be glad to know that now you will not have to go to the out
skirts of the city for servicing of your vehicles. We have shifted our
temporary servicing station from remote old city to the centre of the
town.
Contd……
CCP404.36 12
The address of the new location of our service station is given below:
Ground Floor,
Krishna Estates, Gandhi Road,
Vijayawada.

The new premises is spacious and has modern servicing equipment.

We have newly and efficiently trained mechanics.

Earlier, for lack of space, we could not store sufficient quantities of

spare parts which was one of the reasons for delays in servicing and
repairs. But at new location we have 15 X 15 ft. special modern storage
where we have stored all sorts of spare parts.

So, we can unhesitatingly assure that 70% of your servicing required

can now be completed within three days of handing over your vehicle to us.
Contd…..

CCP404.36 13
 Contd..

This we have done at considerable expenditure. Nevertheless, we

have satisfaction that now we can service your fond of automobiles
without wasting your costly time waiting for the repairs.

Thanking you,
Yours faithfully,
for DURGA
AUTOMOBILES,
(PRABHAKAR)

Partner.…….

CCP404.36 14
Circumstances to write a Circular
Letter

Obtaining of an agency:
 To increase the existing business, or to open new
markets, an agency may be obtained from other
firms

 The following points are to be written, while writing

these circular letters

CCP404.36 15
Obtaining of an agency

Obtaining of an agency:

 When writing a letter, one should give a clear picture

of the agency undertaken, as to its nature, the name
of the company and its products, quality etc.,

 Through the circular letters, we can not draw the

attention of the customers, particularly the public

CCP404.36 16
 Contd..

 Therefore, it would be better to advertise the fact

through the press even by giving blocks

 Specialties and advantages of the product may be

given very clearly along with the terms and
conditions of business

CCP404.36 17
 Contd..

 If the agency is taken, the seller can invite a trial

order by giving such information through the
circular letter or trough the advertisements

 In end, he must assure them of the genuineness

of sales

CCP404.36 18
Obtaining of an agency
:M O D E L:
Telegrams: ”SWETHA” Phone:2223876
SWETHA ENTERPRISES
(Wholesaler in General Goods)
22-13-55, Uppal,
Hyderbad.
Lr.No.SE/10/08. Date:10-3-
2008.
To
--------------------
--------------------
Dear Sirs,
Sub:-Soaps-Agency for White Wash Soaps-Taken-Reg.
………..
You are aware that “White Wash” Soaps have become very popular,
Thanks to imaginative wide spread advertisements. You will be glad to
Contd….

CCP404.36 19
 Contd..

know that you need not make any effort to buy these soaps from a firm who
is selling unpopular brands, as we have taken agency for marketing
WHITE WASH Soaps.

These white wash soaps are slightly costlier than other detergents but
they are hard and do not get easily wear out and so last long. Each white
wash soap can wash minimum of 20 pairs of dresses. We keep large
quantities of soaps such that you will never have worry about supply of
these soaps.

We offer these soaps carriage paid and initially at a discount of 5%.

On any other for more than Rs.5,000/- worth soaps, a special discount of
10% will be given

Contd……

CCP404.36 20
 Contd..

We invite you to send in your sample order and take lead over your
rivals in making early profits on this new brand of soaps

Thank you,
Yours faithfully,
for SWECHA\ENTERPRISES,

(SUCHITRA)
Partner.
………..

CCP404.36 21
Circumstances to write a Circular
Letter
On the Retirement of a Salesman:
When the existing salesman retires for some
Reasons, this circular letter should contain :

 An expression of regret may be shown when a

salesman has retired or resigned

 Reasons for resignation or retirement may be given,

but they should not be derogative to him

CCP404.36 22
 Contd..

 It should be stated in the letter that the retiring

salesman will not represent the firm any more,

 Thus indicating that the customer should not have

any dealings with him

CCP404.36 23
On the Retirement of a Salesman
 The firm should also state the appointment of the
new salesman

 While doing so, it should state the name of the

salesman and some appreciative words about him
e.g.,

 That he was connected with a famous business

house or that he has a long experience

CCP404.36 24
 Contd..
 The letter should also state that he would be
visiting the customers with new samples and
patters very soon

 Lastly an expression of hope for a large order and

thanks for the past patronage should be mentioned
in the letter

CCP404.36 25
Retirement of a Partner
:M O D E L:
Telegrams : ”VAMSHI”
Phone:22345678 VAMSHI
ENTERPRISES

4-5-27,Hyderguda,
Hyderabad.
Lr.No.VE/23/08. Date:07-3-
2008.
To
--------------------
--------------------
Dear Sirs,
Owing to indifferent health for some time past and on the advise of his
medical advisor Mr.-------------our traveling salesman, has resigned with
effect from ------------200--------we are very sorry to lose his valuable
services to our business but there was no way out but to accept his
resignation.
Contd…..

CCP404.36 26
 Contd..

We therefore, advise you not to deal with him in

future.
We take this opportunity to inform you that we
have appointed Mr.---- as our travelling salesman
for ---------territory in place of Mr.--------------------
who is authorized to collect 25% as advance when
booking orders.

CCP404.36 27
 Contd..

Please Note his specimen signature given below:

Mr.---------our new salesman, will call upon you
in the beginning of the next month with samples of
our woolen and silk goods for the season.
We are sure you will favour him with your valued
orders as in the past.
Specimen signature of Mr.----------------
Yours faithfully
…………

CCP404.36 28
 Summary
So far we have discussed about:

 The meaning of Circular Letter

 The Different situations of writing the Circular

Letters

 Points which are written in different types of letters

 Model Circular Letters

CCP404.36 29
 Quiz:

1. In which of the following situation, circular letter is

written ?

 Death of a partner

 Retirement of a partner

 Change of address

 All the above.

CCP404.36 30
Frequently Asked Questions

1. Draft a circular letter to all customers of a firm

advising them about the termination of the
services of a traveling salesman and the
appointment of a new representative in his place.

3. Draft a circular letter stating the reasons for

shifting the business to another commodious
building in the same city.

CCP404.36 31
 Contd..

1. Draft a circular letter announcing the death of a

partner who was the backbone of the business.

3. Write a circular letter on obtaining a new agency.

CCP404.36 32