How to write notice and circulars
Introduction
Notice
writing is an important part of English writing course in many education boards
including CBSE. Notices are used in our life in many ways .Thus it is essential
for us to understand utility, features and syntax of a good notice.
Utility
Suppose you
lost your watch in school playground; you can place a notice on school notice
board to appeal to return it to you. Your teachers can put a notice here to
inform about exam dates, change in syllabus, essay competition or educational
tour to Jaipur etc.
You must have seen “public notice” in newspaper given by government, lawyers or
some company. These bring public attention to some important issues. Interested
viewer of a notice can be specific like student of a school or general like
readers of a newspaper. Notices are actually needed to be pasted, clipped or
published at a place where many interested persons visit to look for information.
This place can be notice board of a school, reception desk of an office, bank,
court, Websites of govt. department or any company, notice column of a
newspaper or any other place where people come frequently.
Features
A good
notice should have following features
1) Briefà a notice should provide information
in minimum number of words .About 40 to 50 words are enough. Sentences should
be short. No repletion; No introduction; only to the point information.
2) CompleteàNotice should provide complete
information. If you are writing notice about sports competition, it should tell
about participation criteria like age limit, fees if any, Date, venue, chief
guest, prize etc.
3) Authority
à Notice must
include name of authority who is issuing the notice. It can be you (as in the
case of watch lost in school playground), teacher, principal, manager of bank,
secretary of departments etc.
4) ClarityàThere should not be any ambiguity in
the information. Message should be straight forward.
Thus
brevity, completeness and clarity are the main ingredients of a good notice.
Syntax à
A notice has
three parts- head, body and authority /contact person
1) Head à it is the eye catcher. It tells the main topic or
issue of the notice.
Example:
a) notice- dance competition.
b) notice- Annual magazine of school
c) notice- sports competition.
d) notice- change in interest rates of bank.
2) Body à all information is provided here
3) Authority
/contact person à Name or/ and signature of notice issuing authority should be included
in the end. If notice requires meeting with someone to submit name, paper or
other things, contact person name, phone and meeting place and time should also
be included. Contact person is also required for further clarification and
information.
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 4th period 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
|
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