Ix email notices_writing_2
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  • 1. PES/ENG/IX/024 A PUNJAB EDUSAT SOCIETY PRODUCTION SUBJECT - ENGLISH CLASS - IX CHAPTER - EMAIL AND NOTICES MODULE - NOTICES Note: This script is in continuation of IX_Email_Notices_Writing_1 MM1 Characters: • Jagjeet: A 12-year old sikh boy studying in class IX. • Teacher: Jagjeet’s English teacher, a 30-year old lady. Here is a dialogue between the characters: Scene Start: Jagjeet is standing with his teacher. Teacher So Jagjeet, you learnt how to write an email. But email is mostly used as a means of distant communication, in which the sender and the receiver are not in physical affinity to each other. Also, for email communication, both sender and receiver must have unique Email IDs and the Internet connection. But if I have to communicate a message to the entire school, do you think it is possible through Email? Jagjeet No, Ma’am (thinking) Teacher: Why Jagjeet? Jagjeet: Because: • The number of receiver or students is huge. • All students do not have the facility of Internet connection at their homes. Teacher: Absolutely correct! Therefore, the answer for such communication is putting up notices on the Notice Board. Let us now learn about notices. Anchor: (Please note that in the entire script, the teacher is the Anchor.) Friends, let us explore a significant and indispensable means of communication i.e. notices. Notices are of many types, however, for this session, we will concentrate primarily on notices put on school notice board. Other types of notices are beyond the subject matter of this session. So, let us first go through our learning objectives. 1
  • 2. PES/ENG/IX/024 LEARNING OBJECTIVES At the end of this lesson, children will be able to: • Identify Notices as means of communication • List the advantages of Notices • Explain the different types of Notices • Identify different fields of a Notice • Describe different formats of Notices Cut to Anchor: Let us begin with what is a notice? Text on screen with Anchor: What is a Notice? Similar to email, a notice conveys a message to its readers. Notice communication is mainly used when the readers have a common meeting place. Notices are generally put on Notice Boards (also sometimes known as Bulletin Boards). In general, notices are short and precise in nature; however, there is no fixed rule for the same. Therefore, they may range from few sentences to page-long messages. Cut to Anchor: So, you got an overview of what a notice is. But before we explore it in depth, let us first identify the advantages and the disadvantages of notice communication. Text on Screen with Anchor: Advantages of Notices Notices offer several advantages such as: • If a message is to be conveyed to a large number of people present at a common place, such as all the students/teachers in a school, informing each individual through email, telephone or postal services is not possible. It is much convenient and easier to put up notice on the notice board. • Unlike telephone and postal paid services, notices prove to be highly cost- effective means of communication because the expenditure incurred in making phone calls or sending letters is eliminated. • Notices serve as a written record of the message. • Notice Board serves as a single centralised place for any type of information exchange. 2
  • 3. PES/ENG/IX/024 Disadvantages of Notices Notice communication has few drawbacks such as: • It is appropriate only when the readers are present in a common place. If they are physically dispersed with no regular common meeting place, email, telephone and postal services serve as a better means of communication. • It is passive in nature as the responsibility lies upon the readers to timely check for new notices as no active alerts are sent to the reader. • Outdated notices must be manually updated/removed from time-to-time or else they can mislead the reader. For example, Lost & Found notice must be removed once the lost property is found, or it gives the impression that the lost property is still not found. Cut to Anchor: Just like two sides of a coin, notice communication has its own pros and cons. It is up to us to decide which means of communication is best suited for a particular situation. Let us now move forward and learn the different types of notices and various fields of a notice. Text on Screen: Types of Notices Depending upon the type of message, notices have a wide field of categorisation such as: • Social Event Notice as like tours/melas/exhibitions and other annual and cultural events in school • Holiday Schedule Notice informing about official school holidays, Examination Schedules declaring the date, time, subject, seating arrangements and Result Declaration announcing the outcome of examinations, inter-school and intra- school competitions etc. • Recruitments informing about any vacant posts in the school. • Lost & Found Property informing about a student/teacher/others’ lost/found item. • Awards and Achievements announcing the winners of school competition events, examination toppers etc. As you can see, the list is endless. The underlying purpose of notices is to inform its readers about an upcoming event. Having learnt different types of notices, we will now identify the essential inputs required while writing notices. Fields of a Notice 3
  • 4. PES/ENG/IX/024 Before we begin with how to write good notice, let us quickly learn the different fields of a notice as shown in the table below. Name of the Purpose of the Field Field Date: Date when the notice is published. Target Whether the notice is meant for students, teachers, or other school Readers employees. Message Key information that needs to be imparted to the readers. Depending upon the type of notice, this field can have several sub-fields such as: Event Date: Date(s) on which the event will take place. Event Time: Time of the event. Venue: Place where the event will be held. Contact Details: Telephone, Email or other contact details of the person who is in-charge of the event and is responsible for resolving target readers’ queries. Lost/Found item Physical description of lost/found item. Sender Person who is sending the notice to the target readers. For example, Principal, Head of English Department, Name/Class of a student who has lost/found an item etc. Cut to Anchor I am sure, by now, you must have had a fair idea of notices. So let us take our journey forward and view some sample formats of different kinds of notices. Text on Screen: Formats of Notices Sample Notice 1: Social Event Date: 17 Feb, 2009…………………………………………………………..Date For Class V, VI and VII students and their respective class teachers…..Target Readers This is to inform you that the school is organising a magic show by renowned magician P.C.Sarkar . The show is only for classes V, VI and VII. The details of the show are: Date: 25 Feb, 2009 Time: 11:00 A.M to 12:30 P.M. Venue: Main Auditorium 4
  • 5. PES/ENG/IX/024 All the class teachers are requested to bring the students of their respective classes outside the auditorium by 10:30 A.M…………………………………….Message Administrative Coordinator….Sender Sample Notice 2: Holiday Schedule Date: 17 Feb, 2009…………………………………………………………Date For all students and teachers……………………………………….Target Readers This is to inform you that the school will remain closed on 03 March, 2009 on the occasion of post Annual Day holiday………………………………………Message Administrative Coordinator…Sender Sample Notice 3: Recruitments Date: 17 Feb, 2009…………………………………………………Date This is to inform you that the school is conducting interviews for the post of PRT (Mathematics). Interested teachers can submit their resume to the Ms. Latika Sehgal latest by 25 Feb, 2009. Shortlisted candidates will be further informed of the interview details. For any other queries, please contact:………………..Message Ms. Latika Sehgal Head of Department (Mathematics)……………………………Sender Sample Notice 4: Awards Date: 17 Feb, 2009…………………………………………………….Date The results of the painting competition held on 13 Feb,2009 are as follows: • Ist prize: Anuja Sharma, Class III-B • 2nd prize: Pankaj Jain, Class III-C • 3rd prize: Vicky Arora, Class III-A………………………………..Message Consolation prizes: • Amit Sehgal, Class III-A • Honey Jain, Class III-C • Rajiv Philip, Class III-B • Renu Ahuja, Class III-D • Shikha Goswami, Class III-C 5
  • 6. PES/ENG/IX/024 Congratulations! The prizes will be distributed tomorrow (18 Feb, 2009) during morning assembly. Ritu Aneja…………..Sender Sample Notice 5: Lost & Found Date: 17 Feb, 2009……………………………………………………….Date A blue-coloured 1-litre water bottle has been found near the water tank on 17-Feb, 2009. Whosoever has lost it can collect it from Mr. Pathak in the administrative office……………………………………………………………… .Message Administrative Office………Sender Note: In any notice, it is imperative to give complete information. For example, in Lost & Found, if you do not mention from where/whom the water bottle can be collected, the notice is of no use. Cut to Anchor Friends, this completes our learning session. Let us take a break and check our understanding with a short Q&A session. Question - Answer Session For MM: (Show each question. Blink the answers that are bold after 2 seconds) Question 1: Notices are primarily used when the target recipients are physically dispersed and there is no common meeting point. True False Question 2: Notice is an active means of communication whereby the reader is personally informed by the sender of the new notices. True False Question 3: In a Holiday Schedule notice, what constitutes the primary field? Time when the notice is published Date when the notice is published Date of the scheduled holiday Sender of the notice Question 4: When writing a Social Event Notice, which field is NOT mandatory? 6
  • 7. PES/ENG/IX/024 (More than one option is correct.) Time of the social event Date of the notice when published Sender of the notice Date of the social event Cut to Anchor: So friends, let us summarize what we learnt in this session. Text on Screen: Summary • Notice communication is mainly used when the readers have a common meeting place such as in a school. • Notices offer several advantages such as they are cost-effective, easy to put, serve as a written record of the message, serve as a centralised place for information exchange. • Notices has few disadvantages such as the reader has to timely update himself/herself for new notices, outdated notices must be timely removed to avoid misleading information. • Notices can be of various types such as Social Event Notice, Holiday Schedule, Examination Schedule, Result Declaration, Recruitments and Lost & Found Property and Awards and Achievements. • Different fields of a notice include Date when the notice is published, target readers, event date, event time, venue, contact details, lost & found item etc. MM2 Scene Start: Jagjeet is with the teacher. Jagjeet Thank you Ma’am. I now realise the importance of Notice Board. From now I will keep myself updated on the upcoming events through Notice Board. Teacher: You are most welcome Jagjeet. End of the episode 7