Difference Between Circular and Notice

Introduction

Circulars and notices are two common forms of communication used in various organizations and communities, each serving distinct purposes and formats. While both aim to disseminate information, they differ significantly in their structure, content, and intended audience. This article will discuss the differences between them in detail.

What is a Circular?

Similar to advertising, a circular is often printed on a page or booklet with the purpose of spreading information among a large audience, including staff members, departments or branches of an organization, business clients, consumers, etc.

Circular letters must be sent in response to various occurrences that may arise in the course of business. The sender hopes to give the relevant parties some information with the use of these circulars. Circulating is the process of mailing circulars to various addresses.

These are used for many different things, such as sending out invitations to staff meetings, running sales campaigns, enforcing dress regulations, and notifying staff members of important changes like address changes, reorganizations, and modifications.

Points to be Considered While Drafting a Circular

• The reader's signature is obtained as proof that the content has been understood.
• The writing style must be specifically chosen to ensure clarity and readability.
• It has to be cyclostyled or printed.
• Greetings such as "Dear Sir/Madam" are common.

After being produced once, circulars are electrostatic or cyclostyled, leaving room for changeable details, and then sent to various recipients. Once the circular letter has been cyclostyled and mailed to one person, you may add your name, address, and unique greetings in the designated spots to make it uniquely yours. They might, therefore, also be dispersed at random. It may also be published in a newspaper article format.

Objective of Circular

• To provide instructions
• To enlighten about new guidelines and practices.
• To increase awareness of the products being bought or sold.
• To affect the readers' opinions by providing accurate information about the business and its products.
• To grab readers' attention in the material.
• To win over the reader's trust.
• To promote sales.
• To request recommendations

Format of Circular

• Absence of Sender's Reference: Since the sender intends to notify other clients, he does not anticipate receiving a response from the recipient and has left his reference blank in the circular.
• Lack of inside Address: Circulars don't have an interior address because they are printed copies that are given to many recipients. Therefore, the interior address is not pre-printed. The particular address is listed in the bottom left-hand margin at the moment the letter is posted.
• Use of Combined Salutation: In order to make Combined Salutation more applicable to a wider range of consumers, it is utilized.
• Use of Signature Block: At the time of printing, the authorized signatory's signature block is created and attached to the letter.
• Specific Message: A sales circular must have a specific message, which is the AIDA formula-attention, interest, desire, and action.

What is Notice?

Notice refers to a genuine piece of information that is conveyed to various parties, such as suppliers, customers, workers, and clients, by an authorized representative of the company. When it comes to internal communication inside the organization, all members get notifications and an agenda in advance of meetings.

To ensure that everyone who is intended to see them can, many organisations post notices on notice boards located in prominent places throughout the office. It is required of each employee in the organisation to read its contents. Additionally, the company's website displays it.

Points to be considered while drafting notice

• The message must be written on or printed on the business's letterhead.
• Complete notice should be given on the meeting's day, time, date, and location.
• The members' names who are present at the meeting have to be included.
• It is also necessary to provide the names of the members presiding over the meeting.
• It must be left-aligned and single-spaced. Moreover, there should be a single space between paragraphs.
• The agenda for the meeting must be included.

Purpose

The main purpose of notices is to draw employees' attention to certain issues. It is also crucial in terminating legal agreements, such as employment contracts. There are notices on display regarding the following:

• Inviting everyone to a gathering
• To be implemented or adhered to are new protocols or regulations
• Social gatherings are scheduled
• Posters for internal positions
• Reminders on business policies
• Report on the relevant topic
• Weekend
• deadlines for each given task that has been allocated.

Format of Notice

• The company's title is issuing notice.
• The notice's theme should be eye-catching and provocative.
• The notice's body may contain a description of the event and occasion, pertinent dates, times, and locations, and the reasons for writing the notice.
• Finally, the notice issuer's signature, name, and designation are stated.

Key Differences Between Circular and Notice

Conclusion

In conclusion, while both circulars and notices serve as vital means of communication within organizations and communities, they differ in several key aspects. Circulars are typically used for sharing general information, updates, rules, or directives with a broad audience, both within and outside the organization, in a format that can be either professional or casual. On the other hand, notices are more focused communications, providing precise information such as dates, times, locations, agendas, and necessary actions. They are typically formal, well-organized, and targeted to specific individuals or groups directly concerned with the issue at hand.

The frequency of distribution also varies, with circulars being shared often or as required, while notices are released during particular times or events. Additionally, responses to circulars often aren't required unless explicitly stated, whereas notices may call for acknowledgment or action from the recipients.

In essence, while circulars aim to disseminate information broadly, notices are tailored to alert and engage specific parties regarding particular gatherings, acts, or occurrences. Understanding the distinctions between these two forms of communication is essential for effective message delivery and organizational communication strategies.