Before a plan, decision, or activity may be implemented or executed, providing notice to the concerned party is vital for them to be aware. This is done to prepare the parties involved for whatever changes that may occur later. The notice must be kept simple and specific to carry the right message across effectively.
Fortunately, writing a notice is extremely easy with the help of the right techniques. So in this article, let’s look into the basics of a notice document and how they are made.
Listed below are the essential elements that every formal notice should have:
1. Agenda: This refers to the topics to be discussed during the meeting. This also includes the scope and limitations of the notice for readers to refer to. Your meeting agenda must be specified clearly in the notice to keep readers fully aware of the situation at hand. This will also make it easier for people to assess just how important it is for the matter to be addressed.
2. Time, Date, and Place: Most notices are followed by a meeting between the sender of the notice and a targeted recipient. Thus, the time, date, and place of the said meeting must be stated in the document when applicable. It’s best to keep this section as concise and visible as possible for readers to grasp.
3. Proper Persons: Some notices are meant to be confidential, while others are posted publicly to raise awareness. Depending on your purpose for writing, ensure that the notice is served to those entitled to know about the matter.
4. Conciseness: A notice is usually kept brief and straightforward. This makes it clear, simple, and easy to understand for readers. Try not to make it too wordy, as this could possibly overshadow the message you are trying to convey. You may also see notice writing examples.
5. Enclosure: More often than not, an explanatory statement is sent along with the notice to provide readers with further details about the topic covered.
6. Signature: Similar to a formal letter, a notice must also be signed by the proper authority to help verify the document and establish credibility. Only those with legal authority should be allowed to serve the notice in the first place. This is typically found right above the authorized person’s printed name.
7. Proper Time: Though this may not concern the actual content of your notice, it does involve the time as to when the notice must be served. This is typically delivered according to the rules and regulations held by the company or organization.
Writing a notice is easy once you have familiarized the basic content and formatting requirements that should be applied. But because not everyone has had any experience making a notice letter, or any notice document for that matter, perhaps this step-by-step guide to achieve an effective notice will be of great help:
1. Identify the type of notice you need to create: Do you need a two-week notice to inform your employer about your resignation? Or a short notice invitation to gather your friends and colleagues together for one last hurrah before you leave for a year-long business trip overseas? Whatever you need, you can browse through various templates and examples to see how a particular notice can be made.
2. Draft the content of your notice: There are five major points that every notice should cover. Otherwise known as the 5 Ws, the what, where, when, who, and whom should tell readers all that they need to know about the notice. This includes what the notice is about, where the event will take place, when it will transpire, who the notice is addressed to, along with whom recipients can get in touch with. It’s best to outline these details beforehand to ensure a smooth and sound delivery.
3. Begin with a direct introduction: Avoid beating around the bush and cut right to the chase by stating your reason for writing the notice and discussing all the necessary information about your action plan. Consider the fact that not everyone will have the time nor the patience to read a lengthy material, so you might as well give them what they need at a glance. You may also see employee notice examples
4. Create the body of your notice: Since we’ve already identified the key points of your notice, it’s time to put them into actual words. It’s best to communicate in such a way that your intended recipients will understand. Thus, stick to simple language for better delivery. Make sure to keep the body of your notice as brief as possible to avoid ambiguity and misinterpretation.
5. End with a closing remark: Leaving a call to action is always a good idea in prompting a desired response. While CTAs might seem common in promotional flyers and marketing brochures compared to a simple notice, it can still help generate a positive outcome for your purpose. Remember to review the content of your notice before printing or submission to avoid any errors with the final copy.
There are a few things to remember when it comes to notice writing. These are as follows:
“Put on notice” is an idiomatic expression used to give warning of possible future dismissal or reprimand due to an act committed. It may sound a bit rude to some, but considering the reason behind such phrase, being overly polite in such situation won’t make any sense. “Giving notice,” on the other hand, is often used during instances when an employee notifies an employer of his or her resignation at a specified time. In such cases, a two-week notice letter is submitted to one’s employer.
Everyone has a tipping point. And if one’s actions and behavior can no longer be tolerated, leaving would be the best option. When an employee wishes to resign from his or her current job to pursue better opportunities, giving notice to the company is essential so a transition plan can be put into place. This is a legal concept that the parties involved may benefit from to ensure a smooth and successful legal process.
And there you have it! Create a professional notice today with the help of the templates and examples provided in this article.