Notice Letter Writing Format for Class 12 with Examples

Notice writing is an integral form of communication throughout one's academic and professional life, in addition to formal letter and report writing.

What is notice writing and why it is used?

This article will help you understand everything you need to know about notice writing, including its formats, samples, tips, and guidelines for crafting an impactful notice letter. 

What is a Notice Letter?

A notice letter is a formal way to communicate crucial or essential information or intentions clearly and professionally. 

Whether it is about termination, resignation from a job, or something related to professional, academics or public, a notice letter serves as an official record of communication.

A notice letter is a skill that every professional should learn and practise. Writing a notice letter assures transparency and provides adequate time for the recipient to understand and act upon the information. 

Also Read: Master the Art of Formal Letter Writing

Why Write a Notice Letter?

A notice is a small piece of information about an event or activity. We write notice letters for many explanations and this letter serves several important purposes in both professional and personal contexts. Here are some of the main reasons for writing notice letters:

1. Formal Notification: This is a formal way of writing a notice letter to inform the recipient about an upcoming change, such \?as a resignation from a job, discontinuing a service, ending a lease agreement, and more. Overall, formal notification ensures that the recipient is aware of the change in advance.

2. Professionalism and Courtesy: Providing notice is a generous gesture, specifically in professional settings. This is a formal way of writing a notice letter and it includes submitting a notice at a workplace that allows the employer to find a replacement or plan for transitions. Overall, the formal notification allows the recipient time to prepare for the change and make necessary arrangements.

3. Legal and Contractual Obligations: In many cases, writing a notice letter is legally required. Some of these notifications include employment contracts, lease agreements, and service contracts. These notifications include clauses that specify how much notice must be given before termination and failing to provide proper notice can result in penalties or forfeiture of certain rights.

4. Record Keeping: This is a written form of notice letter that creates a record of your communication. This is useful in case there are any misunderstandings or disputes later on. These types of notifications include a resignation letter, which ensures there is documentation that you informed your employer about your departure.

5. Clarification and Transparency: This notice letter summarises your purpose and any necessary details about the transition. This minimises confusion and allows the recipient to plan accordingly.

Thus, a notice letter is to communicate crucial information and intentions formally, fulfilling contractual requirements, and preserving professional or personal relationships.

A Format of a Notice Letter

Like other formal letters, notice writing is the easiest writing piece. Just like other formal letters, notice writing has a particular format. Here is the general format of a notice letter:

How to write a Notice Letter?

A Notice Letter is a formal type of communication used to inform an individual or organisation about any important matter, such as:

• Resigning from a job,
• General notifications,
• Ending a tenancy agreement,
• Announcements about an upcoming event,
• Notifying about upcoming changes, and more.

Here is a step-by-step guide for writing a clear and professional notice letter:

Format of Notice Letter:

• Use a professional letter format.
• Include the sender's and recipient's addresses, date, subject line and a formal salutation.
• Ensure proper spacing and alignment.

Key Components of a Notice Letter:

Sender's Details (Your Information)

Include your name, address, and contact information at the top left (or as

Date

Mention the date on which the letter is written.

Recipient's Details

Include the recipient's name, title, and organisation with address.

Subject Line

Mention the reason for writing a Notice Letter.

For example: "Notice of Resignation," "Notice to Vacate," "general notification", "notice for announcement" and more.

Salutation

Use a formal greeting, such as "Dear [Recipient's Name]" "Respected" or "To Whom It May Concern" if you are unsure of the name.

Body of the Letter

Opening Paragraph: Mention the purpose of writing the notice letter.

Second Paragraph: Provide relevant details about the notice and any necessary dates or announcements.

Third Paragraph: If applicable, summarise any steps to ensure a smooth transition.

Closing Paragraph: Thank the recipient and express cordiality

Closing

End with "Best regards," "Yours Sincerely," or "Yours faithfully," followed by your signature, name and designation.

Here are some of the top tips to be followed while writing a notice letter:

• Use passive voice as far as possible.
• Present your notice letter in a proper format in a box.
• Present the presentation in a neat and appealing to the eye.
• Be precise and to the point.
• The ideal length of a notice letter should be between 50 to 60-word count.
• Since notices are fairly brief it is best to keep the letter simple with short sentences and simple words.
• This is a formal form of communication. Thus, the language used should be formal, maintain a professional tone and avoid using Colloquialism slang.

How to Write a Resignation Letter?

Here is a format of an ideal resignation letter explained in detail:

Read More: How to Write Resignation Letter Formats and Editable Templates?

Samples of Notice Letter Writing

Sample 1: Notice letter for students informing them about the Annual Day event.

Jain Public School
J. P. Nagar, 
Bengaluru, Karnataka 560078
25th November 2024
Sub: [Annual Programme 2024]
Dear Students,
This is to inform all the students that our school is organising its annual programme on 24th January 2025 at Jain Auditorium, near to Jayanagar campus. 
The recreational activities include 

Skirt,
Spelling bee
Quiz competition
Solo and group Dance
Dancing and singing competitions. 

Interested students of classes 5th to 12th can register their names with their class representatives by 30th October 2024. 
Yours Sincerely,
Sangeetha. S.H
School Captain.

Sample 2: Notice letter for manager informing him/her about your resignation.

Savitha Shankar
38/77, 6th main
7th block, 1st Main Road,
KHB Colony, Industrial area,
Koramangala 7th Block,
Bangalore, Karnataka 560034
25th November 2024
SRS Technologies
Opp to HSR BDA Complex
12th Main Rd, Sector 6,
HSR Layout,
Bengaluru, Karnataka 56010
Respected Sir,
Sub [Resignation Letter]
This is to bring to your kind attention that I am resigning from my current position as a sales coordinator. This letter will be effective two weeks from today.
I have been fortunate during my time for the opportunity to grow and learn more about this MNC company. Your guidance and support have equipped me with valuable skills and experience. I hope that we will have opportunities to collaborate in the future.
My Best wishes to our complete team and I hope that your company continues to be prosperous in the years to come.
Kindly accept this letter as my formal resignation form.
Thanking you
Yours Sincerely,
Savitha Shankar 

Sample 3: Notice Mail for Class 5 students regarding a week trip to Delhi.

1st October 2020
Subject: [Annual Trip to Delhi]
Dear Parents,
This is an official notice letter informing all the parents about our annual trip to Delhi.
Our school is organising its annual trip to Delhi this year for the students of classes 8th to 10th. 
It is a 5-day trip from 21st December to 26th December 2024. The estimated charge of the trip is 9,500 which includes staying in a 3-star hotel, bonfire night, DJ night, 3 meals per day along with travelling and other charges.
If you are interested in sending your child on this trip then kindly collect the consent form from the school administrative block and submit it by 8th December 2024.
Thanking you
Yours Sincerely,
Manjutha Hegade
Class Teacher

Conclusion

A notice letter is written for academics, professional or personal contexts. A well-written notice letter is a valuable tool for precise and adequate communication. 

By following a structured format and maintaining a respectful tone, one can convey their message with professionalism. 

Whether it is notifying about quitting from a career position, terminating an employee or a change or ending an agreement, a thoughtful and timely notice letter reflects responsibility and ensures smooth transitions. 
Stay tuned to our website at JAIN College, one of the Best PU Colleges in Bangalore and explore more in detail about the notice letter, its formats, samples and more.

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