Before actions can be carried out, there is a need to inform those involved and those who will be affected beforehand. Not only is it customary to do so, it is also required by law in some states or countries. Thus, it is important to notify people before acting on a certain subject so that proper preparation can be done.
A notice is a document that is commonly used by companies, organizations, institutions, etc. to inform individuals about information about a certain subject. It can be posted online or in public posting areas and can also be sent exclusively in order to disseminate accurate information.
A notice does not necessarily follow a certain standard; thus, it can be used for a wide range of categories or topics. Aside from that, it does not conform to a certain strict format, unlike that of a business letter. Unless prescribed by the company or organization, a notice can be written in any format or style so long as the information is disseminated accurately and efficiently. To make sure the notice you make can serves its purpose, here are the essential elements it should include
1. Clearly stated purpose: Since a notice’s sole purpose is to inform and notify concerned individuals, it should be direct and clear. It should immediately state the important information that the recipient should take note of. It should contain the following details:
2. Brief: As mentioned, a notice is direct; therefore, it should be brief. It should be able to convey the information with the use of only a few words. Only to-the-point information should be included; there should be no repetition, no introduction, and sentences should be succinct. In some companies or organizations, a notice is limited to only 40–50 words. Although sentences are short, it should leave no room for inquiries.
3. Complete: Although sentences are short, it should still be complete in conveying the message. It should give the complete details and information about the subject so that reader/s can fully understand what is about to happen. It should be able to answer all the necessary questions such as the what, who, where, when, why, and how. That way the recipient/s has a complete idea on the subject and can prepare for it.
4. Authoritative: Since a notice is brief and may not be allowed further details aside from the basics, the recipient/s may take it as a non-official notice. Formal notices ensure that the disseminated information are credible and approved by the proper authority. It should contain the name of authority who is issuing the notice such as the CEO, supervisor, manager, principal, and so on.
5. Clear: Just like any document, a notice should be clear and comprehensive. Especially since most notices are posted for the public to see, it should be able to clear up any ambiguity with regards to the subject being discussed. The message should be direct and straightforward so that recipient/s can immediately get its gist. A resignation notice, for example, should clearly state the decision of an employee to resign from his/her post on a specific date.
A notice can only serve its purpose well when it is written well; thus, it is important that you know what its specific purpose will be, and how to seamlessly incorporate that into its essential elements. With that said, a notice is not that hard to make since it is pretty straightforward and does not require a lot of parts unlike that of an official letter. To help make sure you write an effective notice, here is an easy guide you can refer to:
1. Determine the purpose of the notice: Before you start actually writing the notice, you first have to determine its purpose. For example, if it is for an eviction notice, you can easily format and write its content to convey the information to the recipient. Knowing what it will be used for and what message it should convey will help you easily format and write the notice to accomplish said purpose. Aside from that, it also helps you understand what tone of writing you should use to help you decide whether formal or informal tone and language is more suitable.
2. Make an outline: After knowing and understanding the purpose of the notice, you can begin making an outline for your notice. Doing so will allow you to see an overview of what your final draft will look like. Aside from that, an outline will allow you to tailor your notice specifically for its known purpose. It will also enable you to take into consideration and account for all the necessary required details. Thus, making an outline first will help you make sure that your notice is specifically tailored for its supposed purpose.
3. Incorporate essential elements: Since you already have your outline, the next step is to make sure that all the essential elements of a notice is incorporated. Make sure that you provide for the what, where, when, who/whom, why, and, if necessary, how. Aside from that, it is important that you remain conscious that a notice should only have short but complete sentences. You should also make sure that there is a sense of credibility and authority as to how you write the contents of the notice. Remember to ensure that the information you provide is succinct but accurate.
4. Proofread and edit: In most cases proofreading and editing a document comes last; however, it is best that this step comes before the final step in writing a notice. For example, when writing a meeting notice it is important that you make sure all the essential information are provided. Proofread and make sure there are no mistakes with the date, time, and venue for the meeting. If there are any new instructions before the notice is distributed, make sure to update it to include all the important updates. Before the authorized signatory signs the notice, there shouldn’t be any mistakes and errors.
5. Ensure the authorizing body/person affixes signature: After the notice is proofread and edited, proceed to letting the authorized signatory to review and affix his/her signature. This ensures that there is credibility to what the notice contains. Furthermore, it ensures that the recipients of the notice trusts the message that is conveyed since a high-ranking official has vouched for the accuracy of the message.
Since you know the basics in writing a notice, it will be easy to write it regardless of whatever purpose or information you need to convey. Should you need more guidance, here are additional tips you can refer to:
Just to help you become familiar of some of the notices that can be given to you, here is a list of notices landlords give to their tenants or the other way around, and employers to their employees:
Here are answers to some frequently asked questions about notices:
A notice is defined as notification or warning of something, especially to allow preparations to be made. In this sense, it is a document used to inform individuals about certain actions that they should be informed on or that they are directly affected by. It is basically an announcement about certain information or topic to a specific individual or group.
A notice basically has three parts: the heading, body, and authority. The heading is the attention-grabbing detail of the notice. Most of the time it is just the word Notice in bold letters, sometimes it can also include the main topic or the issue of the notice. The body contains all the necessary information for the notice, it contains all the essential details. Finally, the authority is the name and signature of authority or contact person who issued the notice.