Notice Writing Format (With Components And Helpful Tips)
By Indeed Editorial Team
Published 1 July 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
A notice is a means of formal communication that targets a particular group of individuals. Notices find applications in a diverse range of professional settings and may help organisations in conveying important information to the employees. You may get the responsibility of writing or preparing a notice as part of your job role, and in such a situation, it becomes very important for you to know the basic format for writing a proper professional notice to create it effectively.
In this article, we define notices, discuss notice writing format, review its main components and explore a few tips that can help you in writing a professional notice successfully.
What Is A Notice?
A notice is a means of formal communication that informs a targeted group of individuals about an important event or conveys some important information or message, like specific instructions or a general appeal. You may display a notice in a public place, where it is going to be accessible to a larger number of people. If you want your notice to get more audience, you may even publish it on the company website or in a newspaper.
What Is The Notice Writing Format?
A notice writing format is a guide that may help you in writing a professional notice. As it is always a formal document, so it is important that it follows a proper structure. These formats define the basic components of notice and the important information that these components may contain.
These formats may vary from organisation to organisation. Even within a large organisation, different departments or teams may use different formats. Having a flexible format that highlights the major components and the overall structure makes sure that all notices within a company or department follow a similar pattern and builds a sense of consistency.
Major Components Of A Notice
Though notice writing formats may vary, certain basic components form the core structure of a notice. Below are a few such components that you may include in the notices that you write:
Name of the issuing organisation or authority
At the top of the notice, you may write the name of the company or the person issuing the notice. This helps the readers in identifying the relevance of the notice for them. For instance, a notice issued by a particular department may be relevant only to the people from that department. So having the name of the issuing department or authority at the top lets people know if it concerns them.
In the top portion of the notice, you can mention the word NOTICE. This is helpful in drawing the attention of the viewers to the notice. As notices are usually available on a common notice board, having NOTICE written at the top makes sure that readers can quickly understand that a document may contain some useful information.
Another important piece of information you want to include in your notice is the date of publishing. You may mention the date in the top left-hand corner of the notice. The date helps a reader in understanding how recent or relevant the information in the notice is. There may be instances where old notices may still be there on a notice board, and in such cases, the date helps in conveying if the notice has any relevance in the current scenario or not.
The next component is a proper heading for the notice. The purpose of writing a heading for notice is to make its subject clear to its audience. A heading helps the readers understand whether that notice applies to them. For instance, a notice having the heading Rakshabandhan leave for female employees clearly conveys that the notice concerns female employees of that organisation.
The next component of a notice is the body. The body features the main content of the notice concisely. It is important that the body of a notice covers the most important pointers that you aim to convey to the readers. You may use all or some of them in the notice as per the topic and audience of your notice. Here are some important aspects you may focus on when writing the body of your notice:
It is important that a notice is clear about the details of any event or occasion to ensure it is comprehensible to the audience.
In case the notice talks about an event or a gathering of some sort, then you can include the location or the venue of this event.
If the notice is about a meeting, it is important to include the date and the time of the meeting. You may even include the duration of the meeting to help others plan their schedules accordingly.
If the notice is for a particular department or a group of individuals, then mentioning this clearly may help others save time and avoid confusion.
Another important piece of information is the contact details of the person whom the readers can get in touch with in case they have any confusion. Providing an email or a contact number may help anyone with even the slightest confusion get their doubts resolved conveniently.
Right at the end of the notice comes the name and the designation of its issuer. You may write your name and designation if you are the writing authority, or you may write it for someone else and mention their name and designation. It is also important that the notice also contains the signature of the writer to make it valid and reliable.
Tips For Writing A Notice
Below are a few tips you may follow when writing your notice:
Be precise and to the point
The ideal length of notices is around 50 words. This makes it important that you use precise language when writing a notice. When you can provide all necessary information to the reader concisely and professionally, then there is a higher chance that more people end up reading the notice.
Use formal language
A notice is a formal form of communication. This makes it important that the language you use is formal. Avoid using flowery text. Just put across your message in a straightforward manner.
Use short sentences and simple words
As notices are fairly brief, it is advisable to keep them simple. Use short sentences and use simple language which is easy to understand. As your aim is to send across your message to as many people as possible, using simple language increases the chances of more people understanding what the notice says.
Use proper formatting
Present your notice in a proper box. It is important the presentation is neat and appealing to the readers. This improves the chances of people noticing the notice and thus reading the information it contains.
Highlight the title
It is a helpful practice to highlight the words TITLE and NOTICE at the top. You can do this by emboldening or underlining them, or doing both. This can help differentiate them from the rest of the text and be easily identifiable to the readers.
Write in the passive voice
When writing a notice, it is advisable to use passive voice. In most cases, writing in an active voice is advisable and even recommended. But when you are writing a notice, it may not always be possible to know or express who is performing the action in a sentence, which makes writing in passive voice makes more appropriate when writing a notice.
After drafting the notice, proofread it for any grammatical or language errors. This also helps you avoid any repetitions in the text. A grammatically immaculate notice is more likely to create a positive impression on the audience in a professional setting.
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