HOW TO WRITE A NOTICE

HOW TO WRITE A PUBLIC NOTICE

Sometimes we are required to write or print an announcement giving news or information. That is when we write a notice. 

It is written in order to inform a large number of people about something that has happened or is about to happen.

We write notices of missing persons, upcoming events, competitions, appeals, announcements, invitations etc.

 

Notices are;

• Written in a formal tone
• Factual and to-the-point
• Use simple, formal language. Avoid flowery language (fancy/literary language). 

We display notices on public display boards in public places, schools etc. so that people can see them easily. It can also be published in a newspaper.

Since notices are formal documents, they follow a certain structure/format

 

Format of Notice

Organization/Authority name

• Name the person/company issuing the notice
• Helps the receiver/audience know who the authority issuing the notice is

 

Title

• Write “NOTICE” title in bold
• Make it bold enough to draw attention
• This helps to draw the readers’ attention

 

Date

• Date on which the notice is issued
• This helps in record keeping
• It also helps the reader to know when the notice was published

Heading

• Use a catchy appropriate heading
• It should summarise the purpose of the notice

 

Body

• The body features the main content
• Be sure to provide all necessary details (provide necessary information only)
• Make the contents factual and precise
• Brief and to the point

 

The content of the body of a notice should answer the 5Ws

 

·         What

• State what the event is
• Use a clear, unambiguous language
• Give all necessary/helpful information

 

·         Where

• Give the precise location or venue of the expected event
• The location you give should be accurate

 

·         When

• Include details of when the event is taking place
• Specify the date and duration
• Give the time the event is scheduled to start and end

 

·         Who

• Whom does the notice target?
• Who is your target audience?

 

·         Whom

• Give the name and contact details of the person that can be contacted in case of anything
• People may need to communicate with a contact person/authorized signatory if they have queries or if they need to seek information

 

Enclose your notice in a borderline/frame

 

 

 

NAME OF INSTITUTION NOTICE                   Date of issue of notice HEADING!! Body ·         Date ·         Time ·         Duration ·         Place/Venue   Authorized signatory (Name, designation, signature)

 

NOTICE WRITING TIPS

·         Avoid unnecessary repetition of any information

·         Enclose your notice in a frame/box

·         Keep your notice brief/precise

·         Write the word NOTICE in bold and underline it

·         The title should be catchy and captivating in order to grab people’s attention

·         Stick to the content given in the question. However, express yourself effectively  

·         Make use of all available information in the question (rubric)

·         The body should have all answers to What? When? Where? Who? and Whom?

·         The purpose/aim of the notice should be stated clearly

·         Focus on presentation and clarity – use capital letters where necessary

·         Choice of words should be apt

·         Communicate clearly and accurately

·         Use short, clear phrases

·         Use formal language

·         Use passive voice

·         The overall presentation should be neat and appealing

 

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON NOTICE

KCSE ENGLISH PAPER ONE 2011

Your club is organizing to stage a performance of Henrik Ibsen’s play “An Enemy of the People”. You are inviting neighbouring schools and the general public to the event.

a)     Write a notice announcing the event and inviting other schools and the public to attend.

b)     In not more than 200 words, write a synopsis of the play to accompany the notice

 

KCSE ENGLISH PAPER ONE 2013

Imagine that you are the caretaker of Fahari Children’s Home in Bahati. There is a heavy storm one evening. After the storm you discover that one of the children is missing. The child is hearing impaired (deaf). Write a notice appealing to the public to help you trace the child. There will be a handsome reward for information that will help you trace the child.

Three days later, you receive information from the local police station informing you that the child has been found. Write a thank-you note to inform the person who found and brought the child to the police station giving details of how he/she will receive the reward.  

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