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Notices, Agendas and

Minutes
How to write them
Notices
 Notices are:
 Short pieces of information

 Aimed to convey important information

 Displayed at public places

 Usually short and simple

 May contain:

 Date, time and venue of events

 Names of contact persons

 Last dates etc.


Format of a Notice
A Notice has following parts:
 Heading or subject

 Date of issue

 Body

 Signature or name of the issuing authority with designation


Example
Gyan Vikas School Date of issue
Heading
NOTICE
Body of the notice
Date: 25 November 2008

All the students are hereby informed that he


preliminary examinations of all the classes will be held
from 25 December 2008. Students are informed to
collect the syllabus and time-table from their class
teachers.

Issuing authority Principal


Example
Lokmanya Tilak Co-op. Society, Nagpur
NOTICE
Date: 12 January 2014

All the members of the society are hereby informed that


the Annual General Meeting of the society has been
organized on 10 February 2014 at 11:00 AM in the Gandhi
Memorial Hall.
All the members are requested to attend the meeting
without fail.

Sd/-
Secretary
Agenda
 A program or outline of the business to be
conducted in a meeting

 Accompanies notice

 Prepared by the secretary


Format of the Agenda
AGENDA

<Name of the organization>


<Date> <Time>
<Venue>
1. Reading and confirmation of the minutes of previous
meeting
2. ----
3. ----
4. ----
5. Any other matter with the permission of the chair
Example of an Agenda
AGENDA

KJ College Cultural Association, Nagpur


Date: 5 December 2010 Time: 10:00 AM
Venue: Vidyarthi Sabhagruha

1. Reading and confirmation of the minutes of previous meeting.

2. Presentation of the report of the activities of previous year.

3. Planning of the college annual gathering.

4. Organization of a lecture series in February.

5. Organization of a book exhibition.

6. Any other matter with the permission of the chair


Minutes
 Formal report of a meeting conducted.

 Statement of the work done during a meeting.

 Prepared by the secretary.

 Based on the agenda.

 Read and discussed/confirmed in the next meeting.


Example
MINUTES
Meeting of the KJ College Cultural Association
Date: 5th December 2010 Time:10:00 AM
Venue: Vidyarthi Sabhagruha
Members present:
1. Mr S. K. Agrawal (President)
2. Mr. R.K. Kapoor (Secretary)
3. Ms. S.M. Sinha (Treasurer)
4. Ms. K. J.Mitra (Member)
5. Mr. S.S. Ghosh (Member)

1. The secretary Mr. Kapoor read the minutes of the previous meeting held on
5th June, 2010. The minutes were discussed and then confirmed
unanimously.
2. The secretary presented the report of the activities conducted during the
previous year
3. It was decided to organize the college Annual
Gathering from 27-29 January 2014.
4. It was decided that a lecture series of Shri
Babasaheb Purandare be organized in February.
Ms. Mitra was given the responsibility to work out
the details.
5. It was decided that a book exhibition should be
organized in March. Mr Sinha took the
responsibility of arranging it.
6. 6. No other matter came up for discussion and
the meeting concluded with the members being
thanked for their presence.

Prithvirajsingh Thakur, Assistant Professor of English, G.S. Science, Arts & Commerce
College, Khamgaon.
Exercise

Prepare notice, agenda and minutes of the annual


general meeting of the Dayanand College Employees’
Co-op. Society, Latur