Notices

Circulars
Agenda
Minutes

NOTICE WRITING

What is a Notice?

A form of communication

Required for various purposes

To communicate some important and

formal information in writing

Has certain established convention

Main Features

Neat appearance
Enclosed in a box if not written on a
separate sheet
Name of the organization if outside the
organization
NOTICE
Day, Date, Time and Venue
All information clearly and precisely
Date of the day of Notice Writing
Signature of the signatory

Ensure Four Things

Programme or information

Day, Date, Time and Venue

Notice for whom?

Any other information

Format
Name of the organization

NOTICE
Date

Heading if necessary
This
is
to
inform
_____________
___________________on D D T V.

that

(Any other information)

For
any
other
undersigned.
Sd

information

contact

the

Difference between notice and circular

Very few copies of a notice (possibly only one),

thousands of copies of a circular are printed
A notice is usually posted on a wall or similar fixed structure,
a circular is designed to be distributed in various locations, or mailed
A notice is generally intended to be read by many people;
each circular is likely to be read by one person
A circular goes to people, but people come to a notice.
Since a notice is designed to be read by groups of people, it is likely
to be printed in a larger typeface so that it can be read at a distance;
a circular can be printed in small type, since it will be hand-held by
individuals.
A notice is more likely to have legal standing than a circular, since it is
difficult to prove that circulars have reached their target audience,
while a notice that is prominently posted may be assumed to have
been read by the public.

Circular letters
A

formal

communication

to

communicate some message to a

large number of customers, people
concerned in an organization, and
suppliers.

Objective of writing circular

To obtain publicity for a cause or a

campaign

To make the reader interested in their

content

To impress the reader with facts and

information about the firm, its policy
and the events etc.

To gain the confidence of the reader

ASSOCIATED METAL PRODUCTS

25 June, 2010
Circular No.28/98
It is proposed to fill in vacancies for the post of Senior
Assistant (administration) from among the employees
who fulfill the following requirements.
1. The employee should have put in a minimum of 5
yrs of service in the company.
2. The candidates must be second-class graduates.
3. CA/ICWA qualification (preferable)
Employees fulfilling the above requirements should
forward their applications through their departmental
heads latest by
Manager Personnel

AGENDA
An official list of items of business to be
transacted at a specific meeting. It is
drawn
up
by
the
secretary
in
consultation with the chairman.

USES

Minimizes irrelevant discussion

Preserves
continuity
in
the
proceedings
Invites members participation
Controls the members from going
off the track
Organizing the time for individual
items

Structure/ format (agenda as an

annexure/independent)

Name of the organization/group

Date of circulation
The day, date, time and venue of
the meeting
The items to be discussed or the
program of businesses to be
transacted
Signature of the Secretary

How to write agenda

o

Items are arranged in increasing order of importance

Each item bears a no. e.g. 1, 1.1, 1.2 etc. or 4.1, 4.2,
4.3

Confirmation of the minutes of the previous meeting

as point 1

Any matter left from the previous agenda appears as

the 2nd item

Any other matter with the permission of the chair as

the last point

Example
You are Sudha Gupta, the Secretary
of Indian Oil Industries Ltd; New
Delhi. You have to call a meeting of
Staff Welfare Association Executive
Committee. Draft a notice depicting
the agenda of the meeting.

Model Agenda

MINUTES WRITING

Minutes
Minutes are the official records of
the points discussed/ decisions
taken at a meeting.

Minutes

Main points of discussion

The conclusions reached
The recommendations
The tasks assigned to individual
members and groups

Minutes
o

A summary of the business

o

A clear

concise

accurate and

well organized way

transactions in a

A legal requirement for Public Ltd. Companies

Helpful for voluntary organizations

As an aid to memory

Provide a basis for decision and action

Style

Impersonal
Objective
Matter of fact
Passive voice

Necessary details

Name of the organization/unit

DDTV of the meeting
Number of the meeting if in a series
Names of the chairman and the secretary
Names of members present
Names of members absent
Names of persons who attended the meeting
by special invitation, if any
Records of transactions/ points discussed
item-wise
Signature of the secretary

The minutes become final only when

they have been read at the next
meeting, approved by the members
and signed by the chairman.

Dos and Donts of minute writing

One must be alert to take down or tape record

whatever is said by different members at the
meeting.
In compiling the minutes, however, one has to
cut out all irrelevant interruptions, hesitations,
jargons etc. It requires rephrasing of long
rambling
sentences
and
presenting
the
proceedings in a readable form.
The most important language skill required for
compilation of minutes is the use of Reported
speech.

Minutes writing