Formal and Informal Notice Writing and letter writing explained in simple manner by M Prahallada

1. Notice and Letter Writing
For Secondary Schools
Presented by
M Prahallada
PGT English
NVS Centre of Excellence
Bangalore

2. Let’s just have some idea on writing skills
• IN YOUR WRITTEN WORK,:
It is advisable to follow the process outlined
bellow we call it CODER
COLLECT YOUR IDEAS
ORGANISE YOUR IDEAS
DESIGN YOUR FIRST DRAFT
EDIT YOUR WORK
REVISE YOUR WORK
•

3. What is Notice?
A notice is a written or printed announcement
(Example - a notice for sale). It is written in
order to inform a large number of people about
something that has happened or is about to
happen. It could be an upcoming event,
competition, Lost and found notice or just a
piece of information to be delivered to the
targeted audience. It is generally written in a
formal tone.

4. Characteristics of Notice
• Notices are factual and to-the-point. The
language used is simple and formal, not
flowery. They are put up on display
boards in schools or at public places.
• Should be clear without any ambiguity.
• Should answer What, where, when, who,
whom, why…

5. Notice should Contain
• Name and address of the issuing agency.
• Date of Issuing the Notice
• Title or Heading NOTICE
• Subject or Headline (optional)
• Salutation
• Content or Body of Notice
• Subscription
• Name of the Issuing authority/Agency

6. Cntd….
• In Passive Voice
• Presented within a box
• Word limit: 40–50 (only words in body counted)
• Information given must be clear
• Should not cause any misunderstanding or confusion
• Catchy, appealing – Attract attention at once
• Bold letters, catchy slogans, striking words/ phrases
• No Personal Pronouns
• Short but grammatically accurate sentences

7. Types of Notices
➢ Personal Notices
➢Semi Official Notices
➢Official Notices

8. Personal Notice
• When do we use:
• During journey, Railway station, Bus
Station, airport, Banks, Post offices and
other Public places when things are lost
or found or about missing children etc.
• Individual Students or teachers in school
premises, when things are lost or found.

9. Format of Personal Notice
• From Address
• Date
• Title: Notice
• Subject: Lost and Found/ Missing
• Salutation
• Content: Where, when, what, who, whom etc.
• Any incentive, award, party etc.
• When, where, whom to meet.

10. Anshu Suman
Class IX, Section ‘A’
Jawahar Navodaya Vidyalaya
Bagalur, Bangalore Urban 10th May 2020.
NOTICE
LOST! LOST! LOST!
Dear Brothers and Sisters,
I have lost my Gold coloured, Titan Exact watch with date and day round dial
brown leather strap is lost on 09th May 2020 in and around School Main
Playground between 04.00 and 05.00PM near the basketball court. it is very
precious for me as it was a gift from my mother on my graduation day. Founder
may please handover the watch either to the Principal or it may be handed over
to me personally during recess. A suitable reward and appreciation would be
given to the founder.
With Regards,
Yours fraternally,
Signature
(ANSHU SUMAN)

11. Dr SAMHITA GUPTA
13/12 -6, 2nd Cross
Vasavi Nilaya, K R Nagar
KOPPAL, KARNATAKA 10th MARCH 2020.
NOTICE
LOST! LOST! LOST!
Dear Commuters,
A green VIP Alfa Royal 17 inch suitcase with number lock covered with
bottle green cover is lost on 8th March 2020 between Ananthapur and Guntakal
around 11.30 PM while travelling from Koppal to Bangalore by Hampi Express. It
contains important documents pertaining to my career and life. Founder may
kindly handover the suitcase to any of the Station Masters of Railway Stations
between Koppal and Banglore or to any of the Police Stations. If you could kindly
call me on 948284591, I would personally come collect with thanks. A suitable
reward will be given with great gratitude.
With Regards
Yours sincerely,
Signature
(SAMHITA GUPTA)

12. Semi Official Notice
• Normally a recognised association with an
organisation semi official notices are used mostly.
• Ex: In a school or college there are so many
associations and clubs function such as Literary
Club, Sports Club, Science Club. Students’
Association etc.
• When they issue notice, it is not purely official
but they are recognised by the main organisation
working under the same banner.

13. Format of Semi Official Notice
➢Brief name and address of the main Organisation.
➢Date
➢Name of the Sub Organisation
➢Heading: Notice
➢Subject: (Optional)
➢Salutation
➢Content/Body of the Notice
➢Subscription
➢Signature of the issuing authority
➢Name in capital letters (within brackets)

14. Characteristics of Semi Official Notice
• Simple Language
• Tone must be formal/ official
• Should not personalise
• Use Passive Voice
• Should be clear without any ambiguity
• All What, where when, who, how and such
questions must be answered.

15. SHARADA VIDYA MANDIR
VV PURAM BANGAORE-01
SPORTS CLUB 10th Jan 2020
NOTICE
INTERHOUSE CHESS COMPETITION
Dear Friends,
An Inter House Chess competition is going to be organised on league basis
between 20th Jan 2020 and 25th Jan 2020 in connection with School Annual Day
Celebration. Those who are interested to participate can register their names with
the undersigned through the House Master on or before 18th Jan 2020 without
fail. From each house only two participants are allowed. RS.10000/ cash prize for
the winner. No entry fee.
Wishing you Goodluck,
Yours sincerely
Signature
(JALPITA GUPTA)
Sports Secretary

16. Format of Official Notice
• Brief name and address of the main
Organisation.
• Date
• Heading: Notice
• Subject: (Optional)
• Content/Body of the Notice
• Signature of the issuing authority
• Name in capital letters (within brackets)

17. SRI VASAVI VIDYA NIKETHAN (R)
2nd Cross S.S PURAM, TUMKUR
10th Feb 2020.
NOTICE
Payment of Examination fees
All the students/parents are hereby informed to pay Examination fees
on or before 20th Feb 2020 in the Account section and submit the Fee Receipt to
the Examination incharge for further processing. Those who fail to pay fee in
stipulated time, Hall Tickets will not be issued by the Examination Board. School
will not be responsible for obtaining Hall tickets, the same may be obtained from
the Examination board as per the procedure.
With Best wishes,
Signature
(Name within brackets)
PRINCIPAL

18. Note:
• When head of the institution is issuing the
notice, when instructions are passed through
a notice, there is no need of salutation, when
there is no salutation, we can avoid
subscription also.
• Only signature, name and designation can be
mentioned.
• It depends up on the situation who issues the
notice to whom it is issued.

19. Letter Writing
Types of Letters
Formal Informal
Official Letters Personal Letters
Business Letters to parents
Letters of Enquiry to friends
Letters of seeking information to kith and kin
Letters of placing and cancelling orders to teachers
Job Applications
Letters to Editor

20. Letter Writing
• There are two types of letters, i.e. Formal and Informal,
available in your syllabus. Formal letters are mostly official
letters.
• However, in modern format (taken from CBSE) both the
formats are same.
• Let us see the CBSE format of letter:
Personal Letters Format:
• Sender’s address
• Date
• Receiver’s address
• Salutation
• Body of the letter
• Complementary closure

21. Format of Informal Letters
• From Address (Sender’s Address)
• Date
• To address ( Receiver’s Address)
• Salutation
• Content of the letter
• Greeting
• Subscription/ Clouser
• Note: No subject and Reference in personal
letters, all other things are same

22. Note:
Salutation: it depends on the degree of
relationship that you with the receiver.
Dear friend: Normal relationship
My dear friend: Intense Relationship
Dear friend Ramu: More intense relationship
My dear Friend Ramu: Most intense relationship
(Same scale can be used with others also)

23. A few traditional introductory
Expressions
• I am doing well, hope you are also doing well
there.
• I am in the pink of my health, I expect you to
be enjoying the same.
• With the grace of God I hope every is fine at
your end.
• I am fine and expect the same thing from
you.

24. Formal Letter format
• Sender’s address
• Date
• Receiver’s address
• Salutation
• Subject
• Reference
• Body of the letter
• Complementary closure

26. From:
__________
__________
__________ Date: 10th March 2020.
To
-----------------
-----------------
-----------------
Salutation/Respected Sir,
Subject: ----------------------------------------------------------------------------- reg.
Reference: --------------------------------------------------------------------------
Content of the letter
Thanking You/With Regards,
Yours sincerely,
Signature
(NAME IN CAPITAL LETTERS)

27. 23 Lalbhag Road,
V.V Puram, Bangalore.
Date:12th March 2020.
The Editor,
The Telegraph , New Delhi-01
Sub: Regarding ban on smoking in public places.
Sir,
In a bid to educate people about the harmful effects of cigarette smoking, the Government of India has
recently taken serious steps of banning smoking in public places. A few years ago, it was made obligatory
for all cigarette manufacturing units to insert a statutory warning on their cigarette packs: “Smoking is
injurious to health”. Now all cigarette packets bear this warning, but smoking, in no way, has become less
common. Smokers don’t care for such a warning because they already know what is written on their
pack of cigarettes. They are addicts in the real sense and addicts never care about the harm of a drug
they take. Similarly, censorship of all cigarette smoking scenes in Indian cinema won’t help in any way.
The only remedy lies in banning all cigarette manufacturing units. If Government can put a ban on the
making of cocaine, why not the manufacturing of cigarettes?
I will be highly obliged if you kindly publish the above letter in the ‘Letters to the Editor’ column of your
newspaper.
Thanking you,
Yours truly,
Signature
(NAME IN CAPITALS)