Writing Notices
A notice is the shortest writing task on the paper and one of the most reliable. Learn the five parts and you can write one in five minutes.
Step 1 — Understand the task
A notice is pinned on a board. The reader is walking past. They will give it a few seconds, and they must come away knowing what is happening, when, where and what to do about it.
That fact decides everything. A notice is not a letter and not an essay. It has no greeting, no Dear, no Yours faithfully, and no long sentences.
- Form: a notice, laid out in a box or with clear separate lines.
- Reader: everyone who passes the board — students, teachers, members of a club.
- Purpose: to announce, invite, warn or instruct.
- Length: short. Usually about fifty words is plenty.
The five essential parts
A notice that is missing one of these is incomplete, however good the English is.
- Name of the organisation or school — at the top.
- The word NOTICE, or a clear heading in capitals.
- The date on which the notice is issued.
- A short heading saying what it is about.
- The body: what, when, where, who it is for, and what to do.
- The name and position of the person issuing it, at the end.
Step 2 — Study a model
Question: You are the secretary of the school English Day Committee. Write a notice inviting students of Grades 9, 10 and 11 to take part in an English Day essay competition.
MAHINDA COLLEGE — ENGLISH DAY COMMITTEE
NOTICE
12 August
ENGLISH DAY ESSAY COMPETITION
An essay competition will be held as part of English Day. Students of Grades 9, 10 and 11 may take part.
Topic: "The book that changed my thinking". Essays should not exceed 500 words and must be the student's own work.
Entries must be handed to the undersigned on or before Friday, 29 August. Prizes will be awarded on English Day.
S. Jayawardena
Secretary, English Day Committee
Why this answer works
- Every one of the five essential parts is present, and in the usual order.
- The heading tells the reader in four words whether this notice concerns them.
- The information is grouped: what it is, then the conditions, then what to do and by when.
- Sentences are short. There is no We are very happy to inform all of you that… — a notice has no room for it.
- The deadline is stated with a day and a date, so it cannot be misread.
- The undersigned is a useful formal expression meaning the person who has signed below.
Step 3 — Identify the structure
Notice how little is decoration and how much is information. Copy the skeleton, not the words.
- Line 1: organisation
- Line 2: NOTICE
- Line 3: date
- Line 4: heading, in capitals
- Body: two or three short paragraphs — the event, the conditions, the action required
- End: name, then position
The language of notices
Notices use a particular kind of English. These are the phrases worth learning.
- A meeting will be held on… / A competition will be conducted…
- All members are requested to… / Students are kindly requested to…
- Entries must be handed in on or before…
- Those who wish to participate should give their names to…
- For further details, contact the undersigned.
- Attendance is compulsory. / All are welcome.
Step 4 — Guided practice
Task: The school library will be closed for three days for stock-taking. Write a notice as the librarian.
- Write the organisation line and the word NOTICE.
- Write today's date.
- Write a heading of four words or fewer in capitals.
- Write one sentence saying what will happen and when.
- Write one sentence telling readers what they must do about it — for example, returning borrowed books before the closure.
- Write the name and position at the end.
Step 5 — Write independently
Ten minutes, one sheet, no looking back at the model. Choose one.
- A notice announcing a shramadana campaign to clean the school premises next Saturday.
- A notice inviting students to join the new English Speakers' Club, giving the day, time and place of the first meeting.
- A notice informing students that a lost wristwatch has been handed in and may be claimed from the office.
- A notice announcing that the inter-house sports meet has been postponed because of the weather, and giving the new date.
Step 6 — Correction checklist for notices
- Are all five essential parts present — organisation, NOTICE, date, heading, body, name and position?
- Is the heading short and in capitals?
- Does the body answer what, when, where and who for?
- Does it say what the reader must do, and by when?
- Are the sentences short?
- Have I avoided a greeting and a closing — a notice has neither?
- Have I avoided first-person chattiness such as I am very happy to tell you?
- Is it near the length asked for?
- Is the layout clear on the page, with the parts on separate lines?
- Have I checked capital letters, spelling and full stops?