Notice writing is like any other formal writing way of communication. The skill of writing a notice is required for your academic as well as your professional career. Notice writing is an important segment of communicating with others.
What Is Notice Writing?
The anwer of the following questions is simple, A notice is a formal way of communicating with the target audience where only limited and important information is shared with the target audience.
We all have heard the term ‘Notice’ a number of times in school, colleges or in the office. No extra details are added to the notice and only important information is written in the notice. It can be handwritten or printed. The advantage of writing a notice is that it is short and contains only necessary details and it reaches the mass very fast. A notice is displayed where it is assessable to the target audience.
Types Of Notices
The four major types of notices are as follows
- Formal Notice
- Informal Notice
- Public Notice
- Invitation Notice
Used as a formal way of communication in a school, college or office. It has a specific format of writing. Usually, urgent and time bounded matters are discussed here. It follows a strict format with a word limit.
Notices which is not used for formal writing or are more like personal communication comes under this category. It does not have a structure or a pattern
These are issued by an organisation or government to announce a new law or policy.
The notice written for inviting to an event is called an invitation notice.
Tips For Writing A Notice
Here are some tips for how to write a notice:
Stick to the word limit of 50 words:
You should not exceed the number of words while writing a notice. Stick to the specified word limit which is 50 in a notice. Adhering to the word limit is important in a notice. If there is no specified word limit, then also make sure your notice should not exceed the word limit of 200 words. But in most cases, the word limit of 50 words is followed.
Writing NOTICE at the top
Whenever you start a notice the essential part is to write NOTICE in capital letters. It is very important to write this at the top of the document. This will highlight the notice with all the other documents and people will know what they are reading.
The name of the school, office or organisation should be mentioned at the top before the ‘NOTICE’ headline. It is written at the top so that everyone can see who has issued the notice.
Give a relevant catchy heading:
The heading must be at the top and written in capital letters only. The main idea of writing is to attract the attention of the target audience.
Date of issuing the notice:
A notice should clearly mention the date when it was issued. One important point to remember is that date of issuing the notice and that of the upcoming event mentioned in the notice should not be the same. There must be a time interval of at least 15 days between the date of issuing the notice and the actual date of the event.
Mention the target audience
The target audience is one for whom the notice is issued. The target audience should be mentioned clearly on all notices so that only those people who are concerned with the particular notice read it.
Mention all the important details
When writing a notice, it is important to mention all the relevant details like date, time and venue so that there is no confusion regarding the same. The notice should contain all the information for the audience to understand what the notice is trying to convey to them. Thus a proper notice should include the date, venue, time of activity or event, etc.
Signature, name, and designation of the person issuing the notice
It is important to mention the signature, name and designation of the person who is issuing the notice at the bottom of it so that the target audience knows who exactly is sending the information and whom to contact in case of doubt or query.
Put the notice in a box
It is one of the most integral parts of writing a notice. Putting a notice inside a box makes it more inviting as well as it highlights the importance of the notice. Putting it in a box makes a notice stand out from the rest of the documents.
The Rule of 5 W’s
While writing a notice always remember the golden rule of 5 W’s that is:
While writing a notice you should remember what is the purpose of the notice writing. The purpose of the notice writing should be mentioned at the top of the notice only. It is done to catch the attention of the readers or the target audience of the notice. Generally, it includes the name of the event.
The second segment of the notice should be where that is where that particular event or meeting is going to take place.
Now that you have where the event is going to take place now mention the when part of the event that is the time of the event or the meeting. Not only in case of meeting but if a new rule is being implemented so the notice should mention when the changes will come into effect.
A notice should mention for whom the notice is targeted. The target audience should be clearly mentioned in any notice to avoid any unnecessary confusion.
A notice should always mention the details of the person who should be contacted in case of any queries or doubts.
Format Of Notice Writing
The basic format of writing a notice is easy and simple. One should follow up the following steps to write a notice.
The name of the company or school should be clearly mentioned at the top of the notice.
The date on which the notice is issued should be mentioned after the heading NOTICE.
Topic/Catchy Heading/Subject :
The title or heading should be mentioned clearly so that audience knows the purpose of writing the notice. For example, if you are writing a notice for a meeting regarding the Interschool debate competition so your heading could be “Interschool debate competition meeting”.
BODY-Date/time/duration/Place/Venue (when and where?):
Next comes the body of the notice where you have to describe the details of the event. It should include the date, and time, along with venue address details like city name, street address, cross streets, etc. One important thing to note is that while writing your venue one should move from a smaller venue to a bigger venue.
Include all the contact information such as the phone number and email address of the concerned authority so that people can reach out easily if they have any problems.
Sample of Notice Writing
Name of issuing authority
. Body of the notice
Example of Notice Writing
. ABC School
Date : 15th January 2024
Republic Day Celebration
All the interested students from classes 8th to 12th who wished to take part in the celebration program of Republic day must report to the cultural secretary for the meeting on 16th January 2024 at the auditorium at 11 a.m. In case of any doubt contact the senior coordinator.
Lost and found notice example
Date: 17th April 2024
A Balck Coloured Wallet Found
A black coloured wallet has been found near the cafeteria. It contains some cash, some receipt and a photograph. The one who has lost it can contact the principal or collect it from the school office during school hours.
. ABC School
Date: 17th January 2024
World Elders Day
This is to inform all the students that our school is organising a program to celebrate World Elders Day in our school. All the students are requested to bring their grandparents for this celebration. The program will be held on 20th January 2024 in the auditorium from 11 am to 1 pm. For further information contact the senior coordinator.
Points to cover while writing different topics.
Value points for writing a notice for an event
- Name of organisation
- Contact information
Value points for writing a notice for a meeting
- Name of the organisation
- Agenda of the meeting
- Who has to attend the meeting
- Contact information
Value points for writing a notice of tours and camps
- Name of the organisation
- Duration and place
- Contact details
Value points for writing a notice for invitation
- Name of the organisation
- Instructions if any
- Contact details
- Person in charge
POINTS TO REMEMBER
Some points to remember while writing a notice is as follows:
- The notice should be short not exceeding the word limit of 50 words.
- The target audience should be kept in mind while writing a notice.
- Always mention NOTICE in capital letters to highlight the notice from the other documents.
- The notice should be written in an easy and lucid language so that it can be understood by the target audience.
- Passive voice should be used.
- The date, time and venue should be mentioned properly.
- It should be addressed properly so that there is no confusion.
- The date of release of the notice and that of the event should have a time gap of a minimum of 15 days.
- The name of the authority issuing the notice should be mentioned at the start only.
- The notice should end with a proper mention of the name of the person issuing the notice with the designation.
- The notice should also contain information about the person to contact in case of any problem.
- The specific format should be followed.
In conclusion, we can say that notice is an integral part of communication in any organised environment. It can be used to provide accurate information or announce something. The language of the notice is lucid so that everyone can understand the objective of the notice. The important thing is that while writing a notice one should be clear and concise.
A Notice is a formal way of communication like a letter. It is an important skill to be learned for students as well as working candidates.
In any school or organisation notice is written to convey important information to the target audience.
Yes, notice writing is important for improving communication skills and conveying important information about any event or meeting in a formal way.
The notice should be short and should not exceed more than 50 words
Yes, it is important to mention the name of the organisation which is issuing the notice.
The notice should contain the following points
1- Name of the organisation
2- NOTICE in capital letters
3- Date of issuing of the notice
4- Catchy Heading/Topic
5- Body which should include the target audience, date, time and venue of the event.
6- Contact details of the person who should be contacted in case of any queries or doubts.
7- The name of the person with his designation issuing the notice should be mentioned at the last of the notice
8- The notice should be enclosed in a box to highlight its importance of it.
Whenever writing a notice one should remember that the notice should answer the following 5 questions –
1- What – What the notice is about.
2- Where – Where is the mentioned event going to take place?
3- When – When will it take place?
4- Whom – Whom it is targeted at.
5- Who – Who to contact in case of any queries.
Basically, we have 4 types of notices. They are