notice n agenta

8/10/2019 notice n agenta

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Notices

Agenda

Minutes


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NOTICE WRITING


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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


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Main Features

Neat appearance

Enclosed in a box if not written on a separatesheet

To be written in third person (No Youand 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


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Ensure Four Things

Programme or information

Day, Date, Time and Venue

Notice for whom?

Any other information


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FormatName 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


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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.


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USES

Minimizes irrelevant discussion

Preserves continuity in the

proceedings

Invites membersparticipation

Controls the members from going

off the track

Organizing the time for individual

items


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Structure/ format (agenda as an

annexure/independent)

Name of the organization/group

Date of circulation

The day, date, time and venue of themeeting

The items to be discussed or the

program of businesses to betransacted

Signature of the Secretary


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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 theprevious meeting as point 1

o Any matter left from the previous agenda

appears as the 2nditem

o Any other matter with the permission of

the chair as the last point


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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.


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Model Agenda
http://localhost/var/www/apps/conversion/tmp/scratch_6/model%20agenda.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/model%20agenda.doc


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MINUTES WRITING


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Minutes

Minutes are the official records of

the points discussed/ decisions

taken at a meeting.


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Minutes

Main points of discussion

The conclusions reached

The recommendations

The tasks assigned to individual

members and groups


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Minutes

A summary of the official transactionsin a

o A clear

o concise

o accurate and

o well organized way


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Minutes

A legal requirement for Public Ltd.

Companies

Helpful for voluntary organizations


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Uses

As an aid to memory

Provide a basis for decision and

action


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Style

Impersonal

Objective

Matter of fact

Passive voice


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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 discusseditem-wise

Signature of the secretary


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The minutes become final only

when they have been read at the

next meeting, approved by themembers and signed by the

chairman.


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Model Minutes
http://localhost/var/www/apps/conversion/tmp/scratch_6/Model%20minutes.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/Model%20minutes.doc


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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 hasto 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.


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Circular letters

A formal communication to

communicate some message to a

large number of customers, people

concerned in an organization, and

suppliers.


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Objective of writing circular

To obtain publicity for a cause or a

campaign

To make the reader interested in theircontent

To impress the reader with facts and

information about the firm, its policy and

the events etc.

To gain the confidence of the reader


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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 ofservice 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 latestby

Sd/-Manager Personnel


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Notice and Circular

Webster's Third New InternationalDictionary (Unabridged) gives theapplicable definition of "notice" as "awritten or printed announcement or

bulletin." The same source defines"circular" as "an announcement,advertisement, or directive typically inthe form of a printed leaflet intendedto be sent to many persons orotherwise distributed widely."


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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 ofcopies of a circular.

2. A notice is usually posted on a wall or similar fixedstructure, 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 circulargoes to people, but people come to a notice.

4. Since a notice is designed to be read by groups of people, itis likely to be printed in a larger typeface so that it can beread 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 acircular, since it is difficult to prove that circulars havereached their target audience, while a notice that isprominently posted may be assumed to have been read bythe public.

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