Notice Writing Guide: Examples, Tips, and Format

Notice writing is a key skill for sharing important information clearly and effectively. Whether you're in school or at work, being able to write a good notice helps you make sure that everyone understands the message. A notice should include all the essential details in a clear and simple format. This guide will help you learn how to write notices that are easy to read and understand, providing practical tips and examples to make the process straightforward.

Do you Know?

• Notices convey important information quickly and clearly, such as event details or instructions.
• Used in schools, offices, and public places for class schedules, reminders, and announcements.
• Notices are brief and focused, avoiding unnecessary details to ensure the message is clear.
• Effective notices use bold headings and clear formatting to make important details stand out.
• Can also be used in legal contexts for informing about legal proceedings or changes in agreements.
• To inform people about specific details like events, deadlines, or changes in procedures.
• Includes a heading, date, body, and signature or contact details.
• Organised and easy to read, often using bullet points or lists for clarity.
• Tailor language and content to suit the readers' needs and understanding.
• Use simple and direct language to ensure clarity and avoid confusion.

Introduction about Notice Writing

There are two means of communication, Formal and Informal. Notice writing is a formal means of communication. The purpose of notice writing is to bring to notice a certain piece of information to a group of people. They are generally pinned in any common area where the concerned people can read them.

It is one of the common methods of communication. It gives important information about something that is about to take place or has taken place. It is usually meant for a wider audience and is put up in a public place for easy accessibility.

What is a Notice?

Notice is a formal, written, or printed announcement for a group of people. It is written in a very precise language, avoiding any extra details.

Basically, notices are a tool for disseminating information regarding any occasion or issue. They reach a large number of people in less time, that is why they are precise and brief in nature.

If it will not be precise, then the readers might not devote so much time only for reading it. And, it must be an art of a writer that he can express a long message in the shortest words possible. Plus, being simple is an extra advantage. Make sure you do not include any extra details, as it may misinterpret the real message. If you are still feeling confused, then check the format of the notice given below. With this, you will get a fair idea of writing a good notice.

Format of a Notice

1. Name of the Organisation - It refers to the name of the institution, of which the person writing a notice is a part. It is written on the top of the page, it helps the readers identify who issued the notice.
2. Title - ‘Notice’- This title says 'notice’, It lets the readers know that they are going to read the notice.
3. Date - The date is written on the left corner of the notice after leaving a tile. As the notices are formal communication, the date of issuing a notice is very important. The date should be written in a proper format, which is clear and easily understandable.
4. Heading - Heading explains what the notice is about in brief. Heading should reflect the content of the meeting. It is just like a ‘subject’ of an email, which gives a synopsis or purpose of the communication
5. Body - The body of the notice includes the main content for which the notice was issued. The body should contain all the necessary information required in the notice like the time of an event, venue of the event, and a date, and it should be written in a passive voice without the use of first-person.

Notice Writing Format

1. Opening Statement: Clearly state the purpose of the notice. Include any relevant background information if needed.
2. Details: Provide all necessary details about the event, meeting, or announcement. Include specifics like date, time, venue, and any other pertinent information.
3. Action Required: Describe any actions that the recipients need to take. Include deadlines or additional instructions if applicable.
4. Contact Information: Provide contact details for further inquiries or clarifications.

Example of Notice Writing

On the occasion of Environment day, the school has decided to organise a Fair. Nandita, the secretary of the environmental studies department, wants to call a meeting of the department students to discuss the details about the fair.

Chintels High School, Kanpur, Uttar Pradesh

Meeting of the Environment Studies Society

On the occasion of Environment day, the school has decided to organise a Fair. All the students from the environment society are requested to attend the meeting on 11th May at 10 am in the auditorium to discuss the arrangements for the fair.

(Secretary of Environment Society)

Tips on Notice Writing

1. A Well-Written Notice Must Inform the Readers About Five Questions

These five questions are considered the prime pillars of good notice writing, the first one is what is yet to occur. This will increase the curiosity of the readers and they will keep waiting for another question after this. Then, they obviously want to know the place of where the actual address is.

After where, the place of when comes, then who comes into the picture. ‘Whom’ is the last one. Now, you can relate it to 5 crucial Ws. But, the writer needs to keep it in mind that all these are associated with each other so that a sequence is maintained and the reader can understand the complete meaning of it.

• What is Going to Happen

The notice should explicitly state the event or information about which the notice is written.

• Where It Will Take Place

If it is an event then a place should be mentioned with a complete address and landmarks so that the reader can locate the venue without any hassle.

• When It Will Take Place

The time should be written along with the place, make sure the time is a very important part and should be rechecked before issuing the notice.

• Who Can Apply or is Eligible For It

The notice should state who it concerns and an unwanted crown can gather. It should be mentioned who all are eligible for that particular event on which the notice is issued.

• Whom to Contact or Apply to

The issuing authority of notice should leave a piece of contact information for people to reach out to them.

Any kind of extra details is not required in notice writing, as it will only deviate people from the main topic. Notice has to be not more than 50 words.

1. Follow the Structure

Following the notice writing format is highly recommended as it is uniformly accepted and could be noticed at once.

1. Appropriate Heading

Heading should be appropriate and should have content about the main purpose of the notice. If the heading is ambiguous, people might get confused and leave the notice unread.

Even if the message is short, it has to be very clear to the minds of the reader. Sometimes in cutting short the message, we lose the clarity. Notice has to be precise and accurate.

Thus, good notice writing is based on precise detail with no additional matter. Just like other write-ups, notice also has a structure that you need to follow while writing. Next comes a strong and appropriate heading, this can be a game-changer as it is the first one noticed by the readers. And, the last one is clarity, no need to explain that if a notice message is not clear it is of no use, so make it clear.

Sample Notice 1

Date: 16th August 2024

Subject: Upcoming School Annual Day Celebration

To All Students and Staff,

This is to inform you that the school's Annual Day Celebration will be held on 25th August 2024 in the school auditorium. The event will commence at 10:00 AM and is expected to conclude by 2:00 PM.

All students are requested to wear their school uniforms and report to their respective classrooms by 9:30 AM. The program will include various performances, including dance, music, and drama, showcasing the talent of our students. Parents are invited to attend and join in the celebration.

For any further information or queries, please contact the school office.

Sample Notice 2

Date: 16th August 2024

Subject: Staff Meeting on New Policy Implementation

To: All Staff Members

This is to notify all staff members that a mandatory meeting will be held on 20th August 2024 at 3:00 PM in the conference room. The purpose of the meeting is to discuss the implementation of the new company policies and procedures.

Attendance is compulsory for all staff members. Please come prepared to discuss the changes and how they will affect your respective departments. If you are unable to attend due to unavoidable circumstances, please inform your department head in advance.

For any questions or additional information, please contact the HR department.

Takeaways from the Page

• Purpose and Clarity : Notices should clearly communicate their purpose. The language should be straightforward to avoid confusion.
• Structure : Follow a structured format—heading, date, subject, audience, details, and contact information. This ensures that all necessary information is included and easily accessible.
• Brevity : Keep notices concise and to the point. Include only essential information to maintain clarity and avoid overwhelming the reader.
• Professional Tone : Use a formal and professional tone appropriate for the audience and the context of the notice.
• Action Steps : Clearly outline any actions required from the recipients. This ensures that they understand what is expected of them.
• Proofreading : Always review your notice for accuracy and completeness before distribution to avoid errors and miscommunication.