Notice and Email Writing
ICSE Class 9 · English · Chapter 3
What this chapter covers
- The notice and e-mail question in Paper 1
- What a notice is and where it is used
- Notice format and layout
- Heading, date and issuing authority
- Essential details in the body
- Language and style of a notice
- Model notices
- What an e-mail is
- E-mail format: To, subject and body
- Formal e-mail conventions
- Writing the e-mail on the same content as the notice
- Common mistakes in notice and e-mail writing
Key points
- Question 3 gives one situation and asks for a notice and then an e-mail on the same content.
- A notice is a short, formal announcement to a group; it has no salutation and no closing phrase.
- A notice is written in a box: institution, NOTICE, date, heading, body, then signature, name and designation.
- The heading is a short phrase in capitals that names the subject plainly.
- The date of issue is written with the month in words and must come before the date of the event.
- The issuing authority appears at the top as the institution and at the bottom as the signatory with a designation.
- The body answers what, who, when, where, how, and whom to contact by when, in that order.
- Notices are brief, impersonal and formal, often in the passive voice; keep to the word limit.
- An e-mail has a "To" address, a subject line, a salutation, a body in short paragraphs, a closing, and the sender's name, designation and institution.
- A subject line is specific, has no full stop and is never in capital letters throughout.
- The e-mail keeps to its own word limit; count the body only, between the salutation and the closing.
- Formal e-mails use standard English, with no shortcuts, emojis, slang or casual greetings.
- Same content means same facts: check every date, day, time, place and name in both parts before you finish.
Questions answered
Define a notice and state its main purpose.
A notice is a short, formal written announcement displayed in a public place or circulated to a group, giving information about an event, a change, a rule or a request. Its main purpose is to inform many people quickly and accurately.
List, in order, the six parts of a notice.
The name of the institution, the word NOTICE, the date of issue, the heading, the body with the essential details, and the signature with the writer's name and designation.
Why should the month in the date of a notice be written in words?
A date written only in figures, such as 05/10/26, can be read in two ways, because readers do not all agree which number is the month. Writing "5 October 2026" removes the doubt.
What is meant by the issuing authority of a notice, and where does it appear?
The issuing authority is the person or body in whose name the notice is published and who is responsible for its content. The top of the notice names the institution, and the bottom names the person who signs, with a designation.
Give two reasons why "ATTENTION PLEASE" is a poor heading for a notice about a football trial.
It does not name the subject, so readers cannot tell at a glance whether the notice concerns them. It also fits every notice equally, so it adds nothing; "FOOTBALL TEAM TRIALS" would do the job.
Name the six questions that help you check the essential details of a notice.
What is happening, who it is for, when it is, where it is, how to take part, and whom to contact and by when.
A notice is issued on 12 October 2026 for an event on 10 October 2026. What is wrong?
The event date is earlier than the date of issue, so readers would learn of the event after it had taken place. The event date must come after the date of issue, with enough time to prepare.
Why does a notice often use the passive voice?
The passive voice puts the event, not the writer, at the centre of the sentence, as in "A meeting will be held". A notice is about what is happening, so this form suits its impersonal tone.
Past board exam questions
ICSE 2019 sample paper · 5 marks
(a) Your school is hosting an Inter-school music competition. Write out a notice to be put up in your school informing students about the event and inviting them to participate in the Inter-school music competition.
Show answer
St. Mary's School, Lucknow
NOTICE
5 August 2019
INTER-SCHOOL MUSIC COMPETITION
Our school is proud to host the Inter-school Music Competition, 'Swar Sangam 2019', on Saturday, 24 August 2019, from 10 a.m. to 3 p.m. in the school auditorium. Twelve schools of the city will take part.
Categories: Solo Vocal (Classical / Light), Group Song and Instrumental Music.
Eligibility: Students of Classes VI to XII.
Students who wish to represent the school are invited to give their names to the undersigned by 12 August 2019. Auditions will be held in the Music Room on 14 August 2019 at 2 p.m. Attractive prizes and certificates will be awarded.
All students are also invited to attend and cheer …
ICSE 2019 sample paper · 5 marks
Your school is hosting an Inter-school music competition. (b) Write an e-mail to the Principal of a neighbouring school requesting him / her to send a team to participate in the event.
Show answer
From: musicclub.stmaryslko@gmail.com
To: principal.cityschool@gmail.com
Date: 6 August 2019
Subject: Invitation to send a team for the Inter-school Music Competition
Respected Sir / Madam,
St. Mary's School, Lucknow, is hosting an Inter-school Music Competition, 'Swar Sangam 2019', on Saturday, 24 August 2019, from 10 a.m. to 3 p.m. in our school auditorium.
The competition will have three categories: Solo Vocal (Classical / Light), Group Song and Instrumental Music, for students of Classes VI to XII. Trophies will be awarded to the winners, and every participant will receive a certificate.
We would be honoured if you would send a team from your school, along with an escort teacher, to …