Notices

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
To be written in third person (No You and I)
Name of the organization, if outside the
organization
The word 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
Date
NOTICE
(Heading if necessary)

This is to inform ___________ that
___________________on D D T V.
(Any other information)

For any other information contact the undersigned.
Sd
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 order of importance
o Each item bears a no. e.g., 4.01, 4.02
o Confirmation of the minutes of the
previous meeting as point 1
o Any matter left from the previous agenda
appears as the 2
nd
item
o Any other matter with the permission of
the chair as the last point
Example
You are Alex White, the Secretary of
Premium 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
A summary of the official transactions
in a
o A clear
o concise
o accurate and
o well organized way
Minutes
A legal requirement for Public Ltd.
Companies
Helpful for voluntary organizations


Uses
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.

Model Minutes
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.
While 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.

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

Date: 25 June, 2007

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


Sd/-
Manager Personnel
Notice and Circular
Webster's Third New International
Dictionary (Unabridged) gives the
applicable definition of "notice" as "a
written or printed announcement or
bulletin." The same source defines
"circular" as "an announcement,
advertisement, or directive typically in
the form of a printed leaflet intended
to be sent to many persons or
otherwise distributed widely."
Difference between a circular and
a notice
Here are five differences between a circular and a notice:
1. Typically you would print very few copies of a notice
(possibly only one), but you might print thousands of
copies of a circular.
2. A notice is usually posted on a wall or similar fixed
structure, while a circular is designed to be distributed in
various locations, or mailed.
3. 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.
4. 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.
5. 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.