Notice Writing in English, Types, Format and Sample Examples

Notice writing is an essential skill, just like writing letters and reports in the realm of written communication. As you go through your academic and professional journey, mastering this form of writing becomes important. The fundamental question that often arises is, “What is notice writing, and how does one write an effective notice?” This article serves as a comprehensive guide for students, breaking down the details of notice writing.

We encounter the term “notice writing” every day. It’s something we often see in schools, offices, and government departments. Whether concerning Parents Teacher Meetings (PTM), annual day programs, or examination updates in schools, or national holidays, policies, and regulations in offices, notices adhere to a standardized format. Below, we have provided a sample notices with examples, format and everything about Notice writing in detail.

Types of Notice Writing

Notices serve various purposes, addressing different audiences and situations. Here are four primary types of notice writing based on their applicability and purpose:

Public Notice:

• Definition: Issued by companies and government bodies for the general public.
• Purpose: Informs the public about occasions, updates, mishappenings, or other important information.

Example: Announcements of public events, changes in policies, or emergency information.

Implied Notice:

• Definition: Written for the general public when immediate action is required.
• Purpose: Quick responses or necessary actions from the recipients.

Example: Urgent safety alerts, immediate changes in procedures, or quick policy updates.

Actual Notice:

• Definition: Used to communicate guidelines, instructions, rules, and regulations.
• Purpose: Provides specific information and directions to the recipients.

Example: Employee manuals, procedural changes, or instructions for a specific task.

Constructive Notice:

• Definition: Sent to companies and employees in the case of mishappenings from their side.
• Purpose: Informs about operational policies, responsibilities, and potential consequences.

Example: Notifications about workplace safety, reminders of compliance, or updates on company policies.

In notice writing, regardless of the type, it is essential to maintain clarity, simplicity, and relevance. Each type serves a distinct purpose, ensuring effective communication with the intended audience.

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Notice writing Heading | Know the format and structure

FORMAT OF A NOTICE

Heading:

• Write “NOTICE” at the top in bold and capital letters.
• Include the name or logo of the organization if applicable.

Date: Mention the date on which the notice is being issued.

Salutation:

• Begin with a salutation, such as “Dear [Audience/Recipient].”

Subject:

• Clearly state the subject of the notice in a brief and clear manner.

Body:

• Present the information in a well-organized manner.
• Use paragraphs or bullet points for clarity.
• Keep sentences concise and to the point.

Closing:

• End the notice with a closing phrase, such as “Thank you for your cooperation” or “Sincerely.”
• Include your name, position, and the name of the organization.

Contact Information:

• Provide contact details for further inquiries, if necessary.

Additional Information (if needed):

• Add any other relevant information, such as reference numbers or additional instructions.

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SAMPLE NOTICE

NOTICE

[Your School/Organization Logo]

Date: [Date]

Dear Students,

Subject: Annual Sports Day

This is to inform all students that the Annual Sports Day will be held on [Date] at the school playground. The event will commence at [Time]. Students are required to assemble in the school auditorium by [Assembly Time].

Details:
– Various sports activities and competitions are planned.
– Participants must come in proper sports attire.
– Parents are invited to attend and cheer for the participants.

Your active participation is encouraged. For any queries, please contact the Sports Coordinator, [Contact Person], at [Contact Number].

Thank you for your cooperation.

Sincerely,

[Your Name] [Your Position] [School Name] [Contact Information]

Important Tips to be followed while writing a Notice

• Clarity and Conciseness: Keep the language clear, simple, and concise. Avoid unnecessary details and ambiguity.
• Relevance: Ensure that the content is directly related to the purpose of the notice. Include only essential information.
• Heading and Subject: The heading should clearly state “NOTICE.” The subject line should provide a brief overview of the notice’s content.
• Date and Salutation: Include the date of issuance. Begin with an appropriate salutation, addressing the audience or recipients.
• Body Structure: Organize the content into paragraphs or bullet points for easy readability. Follow a logical sequence of information.
• Font and Formatting: Use a legible font and maintain a consistent format. Bold important headings or points for emphasis.
• Official Tone: Maintain a formal and official tone throughout the notice. Avoid using informal language or colloquial expressions.
• Accuracy and Precision: Ensure that all information provided is accurate and up-to-date. Double-check dates, names, and other critical details.
• Contact Information: Include relevant contact details for inquiries or additional information. Double-check the accuracy of contact information.
• Closing: End the notice with a courteous closing statement. Include your name, position, and any additional relevant information.
• Timeliness: Issue the notice well in advance to provide recipients with sufficient time to respond or prepare.
• Consistency with Policies: Ensure that the content aligns with the policies and guidelines of the organization or institution.
• Attention-Grabbing: If needed, use attention-grabbing headings or formatting to highlight crucial points.
• Target Audience: Keep the notice focused on the intended audience. Tailor the language and content to suit their understanding.

By following these tips, one can create a well-structured and effective notice that communicates the intended information clearly and professionally.

Notice Writing Format Examples

Example 1:

[Your Organization Logo]

Date: [Date]

Dear Residents,

Subject: Community Clean-Up Day

We are pleased to announce a Community Clean-Up Day scheduled for [Date] from [Start Time] to [End Time]. This initiative aims to enhance our neighborhood’s cleanliness and foster a sense of community pride.

Details:
– Meet at [Location] at [Assembly Time].
– Bring your own gardening tools and wear comfortable clothing.
– Refreshments will be provided for all participants.

For further information, contact [Contact Person] at [Contact Number]. Your participation is crucial in making our community a cleaner and greener place.

Thank you for your cooperation.

Sincerely,

[Your Name] [Your Position] [Community Organization] [Contact Information]

Example 2: Draft a notice for the School Notice Board to inform participants about the School Parent Teacher Meeting that is going to be held on 15 February. The attendance of everyone is mandatory.

[School Logo]

Date: [Date]

Dear Parents and Guardians,

Subject: Parent-Teacher Meeting

We would like to inform you about the upcoming Parent-Teacher Meeting scheduled for [15 February] from [9:00am] to [1:00pm]. This mandatory Parent-Teacher meeting provides an opportunity for you to discuss your child’s academic progress and address any concerns you may have.

Details:
– Meetings will be conducted in individual classrooms.
– Prioritize appointments by contacting the school office at [Contact Number].
– We look forward to your active participation and collaboration in your child’s education.

For any queries, please reach out to [Contact Person] at [Contact Email].

Thank you for your involvement in your child’s education.

Sincerely,

[Your Name] [Your Position] [School Name] [Contact Information]

Example 3: You are the principal of XYZ Primary School. You have been asked to write a notice about the onset of summer break from 28/05/2023 to 4/07/2023.

Subject: Summer Break Notice

Dear Parents/Guardians,

As the academic year comes to a close, we would like to inform you about the upcoming summer break for XYZ Primary School. The summer break will commence on 28th May 2023 and extend until 4th July 2023.

This break provides students with an opportunity to relax, recharge, and spend quality time with family and friends. We encourage you to make the most of this time to engage in activities that foster creativity, exploration, and personal growth.

Please take note of the following points:

School Closure Dates:

Start Date: 28th May 2023
End Date: 4th July 2023
Reopening Date:

The school will reopen on [Specify the date] for the commencement of the new academic year.

Summer Activities:

We recommend engaging in constructive and enjoyable activities during the break to enhance your child’s overall development.

Wishing all our students a wonderful and rejuvenating summer break.

Thank you for your continued support.

Best regards,

[Your Name] Principal
XYZ Primary School

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Notice Writing Topics

School Events:

Annual Day Celebrations
Sports Day
Science Fair Announcement
Change in school timings or activities.
Celebration notices (important days, festivals, founder’s Day, etc)

Community Initiatives:

Clean-Up Drives
Fundraising Events
Neighborhood Watch Meetings
Organizational Announcements:

Policy Changes
Employee Meetings
Training Workshops
Emergency Notices:

Evacuation Plans
Safety Drills
Weather-related Updates
Cultural Programs:

Talent Shows
Cultural Festivals
Workshops and Exhibitions
Educational Workshops:

Parent-Teacher Meetings
Guest Lectures
Career Guidance Sessions

Health and Wellness:

Vaccination Camps
Health Check-ups
Fitness Challenges

Notice Writing FAQs

What is a notice example?

A notice is a written or printed announcement, such as a notice for sale. It is used to inform a large number of people about something that has occurred or is imminent.

What are the 4 types of notice writing?

The four types of notice writing are formal notice, informal notice, persuasive notice and informative notice.

How to write a notice in English PDF?

The passive voice should be used as much as possible. The notice should be enclosed within a box. The word count for a notice is 40-50 words (only the body of the notice is counted). The information in a notice should be clear and not cause any misunderstanding or confusion.

What is simple notice?

Simple Notice is a tool provided by your real estate broker to keep you informed about the issuance of a notice for the fulfilment of conditions. If you are selling or buying a property, this notice is crucial.