Office Circular

 

An office circular is a written, standardized document distributed to a large group of people—either internally to employees or externally to stakeholders—to communicate important announcements, policy changes, or information. They are used for efficient, mass communication within or from an organization, often utilizing letterheads for formal updates, such as changes in office hours or company policies.

Components of a Circular

·         Heading: Usually contains the word "CIRCULAR".

·         Date & Reference Number: For tracking and verification.

·         Target Audience: Addressed to a general group (e.g., "To All Staff").

·         Subject Line & Body: A clear, concise message.

·         Signature: From management or the issuing department.

 

Common Usage Examples of Office Circulars

 

·         Internal Communication: Informing staff about revised office timings,

new holiday schedules, or updated behavioral codes.

·         Announcements: Notifying employees about employee of the month,

new hires, or upcoming company events.

·         Policy Changes: Communicating updates in company policy or

management decisions.

·         General Information: Distributing information that applies to all

employees or a specific department.

Sample Format of Circular for Staff Meeting

Que.1 Draft an office circular for staff meeting.

Date: 22.02.2025

To: Sales Department

From: Marketing Department

Sub: Staff Meeting on 22.02.2025

We would like to inform all the employees of Sales Department to be present in the Conference Room on February 22, 2025 for the monthly closure meeting. The meeting will begin sharp at 11 a.m. and will last for half an hour. Therefore, you are requested to be present at the Conference Room ten minutes before the meeting starts.

The purpose of the meeting will be to discuss about the progress in sales in February 2025. All the employees are requested to bring along the concern documents, data and analysis sheets for the meeting. It would be appreciated if the department can produce all the information in a concise slideshow which will save the time and will empower the discussion.

We look forward to have all the related members of sales team at the meeting so that we can further improvise on our sales based on the outputs of this meeting. In case, someone is unable to attend the meeting, you are requested to have your representative attend it on your behalf.

Regards,

Sam Michael

Marketing Manager,

AVM Technologies

Que. 2 Draft an office circular regarding office timings for the employees in the hospital.

                                                                                                          JUNE 02, 2021.

REF NO./HR/2021-22/06

                                                           CIRCULAR/01

                                                  [OFFICE WORKING HOURS]

Dear All

This is an official circular for office timings that all the employees are required to follow every day. The office timings will be 9.00 am to 5.00 pm and there will be a lunch break for half an hour accordingly, for all office staff effective from 02nd June'2021.

We would like to highlight that Hospital Management is very particular with office timings and therefore, all the employees must strictly follow the timings mentioned above. Any failure in reporting to work on time or leaving from work before the office time, disciplinary action will be taken against them.

There will only be 10 minutes grace to be considered and after three lates in a month will automatically be marked as half day deductions from the salary.

We are hopeful that all the employees will be punctual to work. We will need your cooperation to create a healthy and disciplined working environment at office.

 

 

HR DEPARTMENT