Writing Notices
What is a Notice?
A notice is a very short piece of writing which is usually formal in style.
It is widely used by individuals and organizations to announce events and celebration, births and
deaths, occasions like inaugurations or sales, to issue public instructions, to make appeals and to
extend invitations.
Most notices are meant to be pinned up or pasted on special boards meant for the purpose.
Notices usually from government departments, also appear in newspapers.
Your notice should give complete information and must be written in a clear and lucid style and
easy to understand language.
What is the Purpose of a Notice?
Notices are effective means of disseminating information related to different issues or occasions.
They reach to a large number of persons in a short time. Hence a notice is written in simple and
formal language.
Function of a Notice
Prohibition - notifies people to not do something.
Caution or warning - warns people to be careful in handling something.
Guidance - gives information to people to do something appropriately.
The informational notice - provides information that could be useful to people.
How to Write an Effective Notice
An effective notice will usually include the following:
✔ Name of the organization, institution or office issuing it.
✔ Date of issuing the notice
✔ The word ‘notice’
✔ A suitable description/eye-catching caption or heading indicating the purpose for which it
has been written
✔ Calling a meeting, drawing attention, making an appeal or informing general public etc.
✔ Details of schedule (date, time, venue, programme, duration etc) in case the notice is
about an event
✔ Signature/name and designation of the person issuing the notice.
Types of Notices
1. Notice for Lost and Found of article or other valuables.
2. Notice issued for informing the masses/general public for change of name, warning
somebody about something etc.
3. Notice informing about tours/ fairs/ exhibitions/ camps to be organised in near future.
Format of a Notice
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.
Contents of the 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.
How to Write the Notice
✔ In Passive Voice
✔ Presented within a box
✔ Word limit: 40–50 (only words in body counted)
✔ Information given must be clear
✔ Should not cause any misunderstanding or confusion
✔ Catchy, appealing – Attract attention at once
✔ Bold letters, catchy slogans, striking words/ phrases
✔ No Personal Pronouns (should be written in third person)
✔ Short but grammatically accurate sentences
Sample Notices