Notice Writing Guidelines and Tips

Most educational, governmental and community organizations utilize notices for a variety of different situations. Notices are legal documents that are written in order to make another party aware of either a legal action, an announcement of a public function or educational mandates. It’s imperative that a notice is clear and concise, so that all parties who read it can comprehend easily without confusion.


Types of Notices

There are variety of notices that effect different events and situations.

  • Announcement of public function: This is a generally a notice that it sent out to members of a community organization about a mandatory public awareness event that they are required to attend for the overall benefit of the community.
  • Educational instructions: Most educational institutions will send out these types of notices, regarding conduct or behavior of both the students and the staff, as a part of the overall educational mandate. These notices are usually sent out weeks before a staff meeting.
  • Employment notice: When an employee wishes to make a company aware of when they wish to resign or change their positions, these types of notices are rendered usually two weeks before such an action.
  • Public notice: A legal notice that is sent out to the public by email or postal mail initiating a legal action, usually in regards to residential evictions or other court proceedings.

The Format of A Notice

The format of all notices must be crystal clear in the language and comprehension, which should drive straight to the point. Notices should be no more than fifty words in length and very formal in the style of language. When constructing a notice for any event the basic format should contain the following details:

  • The name of the organization that is having the event or issuing the notice (goverment, school, etc.)
  • The focus subject of the notice and precise date the notice is issued or released
  • What event is taking place
  • The length of time, date, and when the event is taking place
  • Where the event is taking place
  • Authorized or notorized signature of the person holding the event

Guidelines and Tips To Keep In Mind

It’s important to remember when creating a notice, that the format must be one that can be used as a template for future notices. In order to ensure that this happens, here are some important guidelines that can be used for any type of notice.

  • Capital letters must be used for specific organizations, key names or an important point in the message. Bold capital letters is usually what captures the attention of the person reading the message right away
  • Always be sure to place the date the notice is being issued in the upper left hand corner.
  • The notice should primarily be constructed and centered inside a box. This will also focus and draw the viewer’s attention, into the core subject of the notice.
  • Since notices are very concise and go right to the point, it is not necessary to have complete sentences on various types of notices. Shorthand abbreviated messages and universal symbols can be incorporated, which will relay the same message.
  • Make sure that the word count does not exceed fifty words.