Notice, Agenda, Minutes
What is a Notice?
written or printed information or news announcement
formal in nature
style and tone formal and factual
displayed at prominent places or published in newspapers/ magazines
meant only for a select group
IMPORTANT TIPS
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Adhere to the specified word limit of 50 words.
Write the word NOTICE at the top.
Name and place of the school, organisation or office issuing the notice should be
mentioned.
Give an appropriate heading.
Write the date of issuing the notice.
Clearly mention the target group (for whom the notice is to be displayed).
Purpose of the notice.
Mention all the relevant details (date, venue, time).
Signature, name and designation of the person issuing the notice.
Put the notice in a box.
Notice
Name of the Institution/Organization/Office, Place Suitable Heading
29 June 2012
Contents. The target group for whom the notice is. Date, time, venue and all-important
details and any extra information that is needed (Body of the Notice, 50 words)
Signature
(NAME)
Designation
Sample:
Sardar Patel Vidyalaya, Lucknow
NOTICE
22nd September, 20xx
Change in School Timings
All students are hereby informed about a change in school timings from 1st October,
20xx. The school will now start at 9 a.m. & end at 3 p.m. In the past few years, it has
been seen that winters are rather severe and it becomes quite difficult to start early due
to the extreme cold weather and the dense fog. So these new timings will be followed till
further notice.
Principal
A few topics:
Elections
Going on tour
Planning something
Calling a meeting
Agenda
An agenda, also called a docket or a schedule, is a list of activities in the order they are to be
taken up, from the beginning till the adjournment.
An agenda helps in preparing for a meeting by providing a list of items and a clear set of topics,
objectives, and time frames that are needed to be discussed upon.
An Agenda normally includes the following elements −
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Meeting Agenda Title − at the top; preferably center-aligned
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Meeting Information − Description of the purpose
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Objective − description of Agenda
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Date − for maintaining records of correspondence
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Location − the place of meeting
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Time − the actual time of commencement of the meeting
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Meeting Type − brainstorming or Discussion or Assessment
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Time of Arrival − time to begin the meeting
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Time of Adjournment − time the meeting ends
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Attendees − Number of people present, with their names
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Preparation for Meeting −
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Please Read − instructions to be followed
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Please bring − things supposed to be carried that day
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Action Items −
Last Action
New Action
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Responsible Authority
Responsible Authority
Due Date
Due Date
Other notes − other instruction or information to be taken down.
FEATURES of AGENDA
1. Generally, agenda is sent along with the notice of the meeting.
2. It is written at the end but before or after the signature of the
convener of the meeting.
3. It is arranged according to the importance of the end.
4. Controversial topics should be written at the end.
5. The topics are determined by the secretary with consulting the higher
authority or the convener of the meeting.
6. It is written in brief but explicit manner.
SAMPLE AGENDA
Update after meeting with Hasta La Vista representatives
Meeting Information − Update after meeting representatives of Hasta La Vista.
Objective − for the purpose of interior decoration of our office premises.
Date- 23rd April, 2015
Location- Meeting Room-1
Time- 4:30 PM
Meeting Type- Discussion
Time of Arrival- 6:00 PM
Time of Adjournment- 8:30 PM
Attendees- Mohtahsim M., Kiran K. Panigrahi, Gopal K Verma, Manisha Shejwal
Preparation for Meeting:
Please Read - Hasta La Vista Company Brochure, Quotation Document
Please bring - Competitor Company’s quotation, hourly rates analysis
Action Items:
Due Action:
Updates from Hasta la Vista
Gopal K Verma
30th April, 2015
Find Hasta la Vista’s competitor
Manisha Shejwal
30th April, 2015
New Action:
Send email to their Head of Marketing
Manisha Shejwal
Other notes - Products to purchase for the interior décor.
5th May, 2015
MOM – Minutes of a Meeting
the record of the discussions/decisions therein
have an official status; they are useful in law, and in some cases
required by law to be written
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.
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.
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 seconder 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 of writing:
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 15th 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.
Minutes of the Meeting held on 31st January 2021
Time:
Place:
Members present: 1)
2)
Members absent: 1)
Discussion:
1) Bringing back BTech Students to campus: It was decided that final year and 3rd
year BTech Students should be asked to return to campus from April 2021.
Action to be taken by: Student Affairs
2) Covid-19 permission form for returning students: It was decided that all
returning students will have to submit an undertaking signed by their parents/
guardian. The academic section will email the forms to the students by March
2021.
Action to be taken by: Academic Section
The meeting ended with a vote of thanks to the Chair.
Secretary
Chairperson’s signature
Notice
IITP/ HOSTEL AFAIRS/ N-04
8 Feb 2021
All the residents of IIT Patna hostels are informed that there will be a meeting
on 21 Feb 2021 in the Senate Hall of the institute from 08:00 PM onwards. The
following items will be discussed during the meeting.
Agenda items:
1. Condition of the food served in the hostel mess
2. Maintenance issues in the hostels
3. Poor internet connectivity
4. Disciplinary action against those found taking alcohol and other banned
things
5. More transport facilities in the campus
6. Amendment in entry-exit timings
We expect all the students to join the meeting on…….
Signature