NOTICE
Notices are a means of formal communication targetted at a particular person or a group of persons. It is like a news item informing such person or persons of some important event. This can be an invitation to a meeting, an announcement of any event, to issue certain instructions, make appeals etc.
It is generally written and then displayed at a public place, where it is accessible to all. They can be pasted on notice boards. If it is meant for a wider audience it can even be published in a newspaper. The government when it issues notices must publish it in national and local papers.
Format
Since notices are a formal document it should follow a structure or a format. Keep in mind there is no one correct rigid format. Different formats used by different people/organizations can show some variations. But it is ideal to follow a somewhat similar format for ease of understanding and uniformity. Let us look at the most used format of notices.
- Name of Issuing Organization/Authority: Right at the very top, you print the name of the person or company that is issuing the said notices. This will help the reader identify the notices as important or unimportant to him.
- Title: When writing notices we mention a title “NOTICE” at the top. This helps draw attention to the document. Notices are generally posted at a public place or published in newspapers. It is important that they do not get lost in a sea of information. So a bold title clearly mentioned helps draw the attention.
- Date: After the tile to the left-hand side we print the date on which the notices have been published. Since this is a formal document date is an important aspect of it since these documents stay on record.
- Heading: Then we move on to an appropriate heading to the notices. This heading should make abundantly clear the purpose of the notices.
- Body: After the heading, we write the brief and to the point body of the notice. The main content of the notice features in the body.
- Writer’s Name: At the end of the notices we write the name and designation of the notice-writer. The notices have to also be signed by the same person to lend it authority and validity.
Content to write notice
Notices should cover some important points that are to be communicated to the readers. Let us summarize the five points that the content of the notice will cover, the five W’s
- What: What is the notice about? The notice should be clear about what is going to happen (event), or what has already happened (occasion). This is the crux of the message and should be written clearly. There should not be any ambiguity.
- Where: If the notice is about an event, then the location of such an event must be written clearly. The venue or the location are important details, so make sure to include this in the notice.
- When: This is the time and the date of the event or meeting. If possible the duration of the event should also be mentioned to people can schedule their time accordingly.
- Who: This will be who the notice is addressed to. Who all are suppose to adhere to the notice should be clearly mentioned to avoid confusion.
- Whom: And final detail should be whom to contact or get in touch with. This mentions who the appropriate authority is to contact.
Tips to Remember regarding Notice Writing
- Be precise and to the point. The ideal length of notice is 50 words, so precise language is appreciated.
- It is a formal form of communication so the language used should be formal as well. No flowery text.
- Keep the sentences short and use simple words. Since notices are fairly brief it is best to keep it simple.
- Use passive voice as far as possible.
Present your notices in a proper format in a box. The presentation should be neat and thus be appealing to the eye
Examples
Q1) you are siddhart, head boy of KGIL international school. Your school is publishing annual magazine next month. Write a notice for your school notice board and invite write ups from the student.
Ans)
| Notice – Annual Magazine Our school is publishing annual magazine next month. Interested students can submit their articles, stories, essays, poems, jokes, etc to the undersigned in room no 205, in 4thperiod before 15th of this month. Mention your name, class, roll no, and also submit one photograph. Write up should be original. In choosing content decision of selection committee will be final. Siddhart Head boy – KGIL international school |
Q2) you are secretary of Mahatma Gandhi library. There are changes in membership fees and book rental charges from next month. Write a notice for library notice board to provide all these information to the members.
Ans)
| Notice –change in membership & rental charges. Our library is the oldest and the biggest in the city. We are increasing many facilities like Internet and online booking. We are committed for quality. So, in this atmosphere of inflation we are compelled to increase membership fees by 25% and book rental charges by 20% w.e.f . first day of the next month. I hope you’ll bear with us. Secretary Mahatma Gandhi library. |
Q3)You are Rohit Saxena, head boy of Ram convent school. Your school is organizing a dance competition. Write a notice for your school notice board and invite names of interested students.
Ans)
| Notice-Dance competition Our school is organizing a dance competition on 10-10-2011 in school auditorium. Minimum age limit is 13 years. No registration fees. Winners will get chance to represent school in inter-school competition in December. (Judges panel include principal and music teacher) Interested students meet undersigned in 5th period in room no-21. Rohit saxena Head boy Ram convent school |
Example
Q: On the occasion of Diwali your housing society has planned a feast for all its members. As the chairman of your society write a notice inviting all the members of the society to this gathering. Provide all the necessary details.
Ans: ABC Co-operative Housing Society
NOTICE
25th October 2019.
Diwali Gathering
On the auspicious occasion of Diwali, the Society has organized a gathering followed by dinner. All members of the society are requested to attend the event in the clubhouse of the society at 8:00 pm on the 30th of October.
XYZ
Chairman of ABC Co-operative Housing Society
EXAMPLE: NOTICE OF STATUTORY MEETING OF A COMPANY
Eastern Jute Mails Ltd.
102, New York C/A
New York-1000
Date: March 20, 2013
NOTICE FOR STATUTORY MEETING
Notice is hereby given that the statutory meeting of the company will be held on March 30, 2012 at 12 p.m. in the registered office of the company according to the section ……………. Of company Act. 1994.
Concerned shareholders are requested to attend the meeting.
Mr. John
Secretary
On behalf of the board Of directors.
EXAMPLE: Notice of the meeting of the board of directors
Supto and Co. Ltd.
12 KDA- New York
New York- 9002
Date: March 10, 2013
NOTICE OF THE BOARD OF DIRECTOR’S MEETING
Dear Sir,
Being authorized I am informing you that the second meeting of the Board of Directors will be held at the head office of the company on March 20, 2013 at 10 a.m.
You are duly requested to attend the meeting.
Sincerely yours
John
Secretary
Agenda:
1. ……………………………
2…………………………….
3……………………………
EXAMPLE: EVENT
MODEL PUBLIC SCHOOL
NOTICE
20 NOVEMBER, 2018
DONATION CAMP
This is to inform all the students that our school is organizing a donation camp. The students are requested to donate their old clothes, books or bags for the AADI foundation which run for the noble cause and for the orphanages. Kindly be the part of this camp and be a part of this noble cause. It will be followed as:
Date: 28th November 2018
Day: Thursday
Time: 10 AM- 1 PM
Venue: School Auditorium.
Head boy,
XYZ
LOST AND FOUND
MODEL PUBLIC SCHOOL
English Study Material 