English

Notice
Notices are a means of formal communication targeted at a particular person or a

group of persons. It is like a news item informing such person or persons of some
important event. This can be an invitation to a meeting, an announcement of any
event, to issue certain instructions, make appeals etc.
It is generally written and then displayed at a public place, where it is accessible to

all. They can be pasted on notice boards. If it is meant for a wider audience it can
even be published in a newspaper. The government when it issues notices must
publish it in national and local papers.
Some of the major components of a business meeting are :

1. Notice of Meeting, 2. Agenda of Meeting and 3. Minutes of the Meeting
Notice of a Meeting:
When a meeting is to be convened, a notice is required to be sent to all who are to

attend it.
It should satisfy these conditions:
1. It should be under proper authority
2. It should state the name of the organisation
3. It should state the day, date, time, and place. Also, sometimes, how to reach the
place
4. It should be well in advance. Some require seven days’ notice, some 48 hours’
5. It should state the purpose and, if possible, the agenda
6. It should carry the date of circulation and convener’s/secretary’s signature

7. It should go to all persons required at the meet
8. It should mention the TA/DA etc. payable and the arrangements.
THE LEARNER’S PARADISE SCHOOL, DOON
Date: 11 August 2018 NOTICE
SINGING COMPETITION
This is to inform the students that the annual singing competition will be held on 31st
August 2018 at the school auditorium at 9:00 AM. The students have been divided in three
age categories as follows –
Class I – III Junior level
Class IV – VI Intermediate level
Class VII- X Senior level
Five students will be shortlisted from each class who will compete in the final round.
The final round shall be judged by a panel comprising of Sh. Mohan (a renowned vocalist),
Dr.Arun (school principal) and Ms. Radha (H.O.D., Music dept). The winner in each
Category shall be awarded a trophy and a cash prize of INR 1,000.
Those students who want to participate should give their names to their Music teacher on
or before 20 August 2018.
Radha
H.O.D., Music Deptt.
9. In practice, it is necessary to ensure that the notice has reached in time. This may
be done telephonically. Dispatch section and post are prone to delays. We often
find that between the date of a letter from a major public organization and the post
mark on the letter, there is a gap of 10-12 days. A notice that should reach seven
days before a meet should not reach seven days after the meet.
Example 2 Notice for BOD Meeting
Appointment of Additional Director & Buy Back Of Shares
Notice is hereby given that the BOD of the meeting will be held at the registered
Office of the company on Friday, the 2nd of the oct, 2018 at 10:00 am to transact
the following business.
AGENDA
1. To appoint Mr. Lokesh as Additional director of the company .
2. To buy Back 10% of the equaity shares of the company.
3. Any other matter with the Permission of Chairman.
Date By order of the BOD
C.S
Palce
EXAMPLES 2.
Agenda:
As stated earlier, an agenda is the list of items to be considered at a meeting. It is

also called business or order of business. It comes from the Latin word agendum
(singular) which means ‘a thing to be done.’ But agenda (the Latin plural) is used
as a singular noun.
It is the route map of the meeting. The agenda may be a part of the notice or may
be attached as an annexure. The convenor/secretary prepares it in consultation with
the chairperson and gets his approval.
The items of agenda should cover all that is necessary to be considered at that time.
Meetings take time and effort to arrange; hence the agenda has to be well thought
out.
The items may be devised from:
(a) Previous minutes
(b) Suggestions received
(c) Actions and events since last meeting
(d) Correspondence of the organisation
The agenda contains routine items as well as special ones.
Here are some guidelines for listing the items:
1. Apologies from absent members (need not be written previously)

2. Condolences if any (may or may not be written previously)
3. Reading and approval of minutes of the last meet
4. Matters arising out of previous meet’s minutes (this need not always be
mentioned)
5. Urgent and non-controversial items
6. Matters requiring closer discussion and debates
7. Any new, on-the-spot items with the approval of the chairman
8. Date of the next meet.
The last item in a meeting is a vote of thanks to the chairman but this need to be
mentioned. The items are mentioned briefly or elaborately according to the
practice or need.
The style used is as follows:
(i) Appointment of auditors
(ii) Induction of new members
(iii) Reading of minutes
(iv) Felicitating so-and-so on the award of Padmashri to him/her
OR
(i) To read and approve the minutes of the previous meet

(ii) To consider the advertisement draft
(iii) To organize a blood donation camp
(iv) To appoint sub-committees for sports competition and music competition
The agenda should be manageable within the time at disposal. Some clubs have a
time limit for the duration of a meeting (e.g. 90 minutes), which automatically
dictates the scope of discussion.
Minutes of the Meeting:
1. The minutes of a meeting are the record of the discussions/decisions therein.

They have an official status; they are useful in law, and in some cases required by
law to be written. Minutes are final when they are approved by the members of the
group to which they relate, generally in the next meeting, and signed by the
chairperson.
2. Even if there are emotional moments in a meet, the minutes are written in an
unemotional manner, are cool, factual, impersonal, and impartial. Moreover, such
are the demands of time on most people that the minutes should be concise, boiled
down to the essentials.
3. Only some organizations’ require that they record the detailed discussions as
well (i.e. who said what and what were the reactions… until the decision was
reached). Normally, the body of the minute’s records.
(a) The motions and amendments thereto
(b) The proposer and seconded of motions

(c) The details of voting, if any
(d) Recommendations
(e) Decisions/ resolutions
(f) Tasks assigned to individuals, sub-committees
The overall minutes should give:
1. The name of the organisation/ unit
2. Day, date, time and place
3. Number in order (e.g. 33rd meeting of…)
4. Names of chairperson and secretary
5. Names of members present
6. Names of the absent
7. Attendees by special invitation, e.g. auditor, caterer, etc.
8. Record of the transactions (on the guidelines given above)
9. Signature of secretary and, after approval, that of the chairman.
Tips for writing minutes:
The minutes are written generally by the secretary from the notes taken during the
meet. He/she can use the agenda as the framework for writing them and use short
forms, shorthand etc. to take quick and accurate notes. He may have to ask
members to repeat their words to get them right.
He should note down all the particulars needed for the fair copy of minutes. The
items of the minutes can be written under short headings such as are used in the
agenda.
(As for reading them, some committees circulate them in advance and take them as
read. Otherwise the reader should read them loudly, clearly, and quickly.)
Style wise, they use one of these constructions:
a. It was resolved that the minutes of the previous meeting be approved.
b. It was decided that a sub-committee be set up to consider
c. Resolved that a blood donation camp be held on 15 th August. (The verb is used
in the subjunctive mood: “be done, be appointed”, etc.)
Alternatively, the description is given in the past tense:
1. Minutes of last meet:
The secretary read out the minutes of the meet dated… and they were approved.
2. Donation received:
The chairman informed that he had received a donation of Rs. 50,000 from ex-
member Mr. Gopal Rathi.
At the time of approval, the chairman asks, “Do you accept the minutes as they
stand?” OR “Any matters arising out of the minutes?”
Your ability to write good minutes can earn you a prize position in an organisation.
Also, if you hold a position and do not know how to write minutes, you may face
embarrassment.

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Notice

Notices are a means of formal communication targeted at a particular person or a

It is generally written and then displayed at a public place, where it is accessible to

Some of the major components of a business meeting are :

When a meeting is to be convened, a notice is required to be sent to all who are to

It should satisfy these conditions:

1. It should be under proper authority

2. It should state the name of the organisation

5. It should state the purpose and, if possible, the agenda

6. It should carry the date of circulation and convener’s/secretary’s signature

8. It should mention the TA/DA etc. payable and the arrangements.

THE LEARNER’S PARADISE SCHOOL, DOON

Date: 11 August 2018 NOTICE

age categories as follows –

Class I – III Junior level

Class IV – VI Intermediate level

Class VII- X Senior level

Category shall be awarded a trophy and a cash prize of INR 1,000.

or before 20 August 2018.

Example 2 Notice for BOD Meeting

Appointment of Additional Director & Buy Back Of Shares

the following business.

1. To appoint Mr. Lokesh as Additional director of the company .

2. To buy Back 10% of the equaity shares of the company.

3. Any other matter with the Permission of Chairman.

Date By order of the BOD

As stated earlier, an agenda is the list of items to be considered at a meeting. It is

The items may be devised from:

(a) Previous minutes

(b) Suggestions received

(c) Actions and events since last meeting

(d) Correspondence of the organisation

The agenda contains routine items as well as special ones.

Here are some guidelines for listing the items:

1. Apologies from absent members (need not be written previously)

3. Reading and approval of minutes of the last meet

5. Urgent and non-controversial items

6. Matters requiring closer discussion and debates

7. Any new, on-the-spot items with the approval of the chairman

8. Date of the next meet.

The style used is as follows:

(i) Appointment of auditors

(ii) Induction of new members

(iii) Reading of minutes

(iv) Felicitating so-and-so on the award of Padmashri to him/her

(i) To read and approve the minutes of the previous meet

(iii) To organize a blood donation camp

(iv) To appoint sub-committees for sports competition and music competition

1. The minutes of a meeting are the record of the discussions/decisions therein.

(a) The motions and amendments thereto

(b) The proposer and seconded of motions

(e) Decisions/ resolutions

(f) Tasks assigned to individuals, sub-committees

The overall minutes should give:

1. The name of the organisation/ unit

2. Day, date, time and place

3. Number in order (e.g. 33rd meeting of…)

4. Names of chairperson and secretary

5. Names of members present