Unit9AdvancedBusinessEnglishWritingNoticesandAnnouncementsContentsWritinganoticeWritingananouncement/01WritinganoticeAnoticeshouldusuallyincludethefollowinginformation:thenameoftheperson,company,orofficeissuingitthedateofissuingaparticularnoticetheheading“Notice”tomakeitveryclearasuitabledescriptionoraneye-catchingcaptiontoimmediatelycatchthereader’sattentionthepurposeforwhichithasbeenwritten,suchascallingameeting,makinganappeal,informingtheemployerofresignation(seeSample),orinformingtheemployeeofthechangeinpolicy(seeSample)detailsoftheschedule,i.e.date,time,venue,program,duration,etc.,incasethenoticeisaboutaneventtobeorganizedinthenearfutureSampleSampleSomeimportantpointsthatshouldbeincludedinparticularkindsofnoticesare:1.Noticescirculatedforsomekindofofficialornon-officialmeetingshoulddefinitelyinclude:datetimevenueagenda/purposewhoistoattendspecificinstructionscontactperson/address2.Noticesissuedforinformingpeopleaboutsomeeventsshouldinclude:nameobjective/purpose/occasiondatetime/durationplace/venueessentialqualifications/eligibility/conditionscontactaddressspecificinstructionsTherearesomeotherimportantpointstorememberwhilewritinganotice:Noticescanusecapitallettersfordetailssuchasnamesoforganizations,captions,andanyimportantdetailwithinthemessageitself.Thedateofthenoticecanbeplacedatthetoprightorleft,orbottomrightorleft-handcorner.Theentirecontentofthenoticeiscenteredwithina“box.”Theindividualsresponsibleforissuingthenoticeusuallyindicatetheirnamesfollowedbytheirdesignations.Completesentencesdon’talwaysneedtobeusedinalltypesofnotices.Abbreviationsandsymbolscanalsobeused.Usually,futuretimereferencespredominateoverothertenseforms.SupposeyouworkfortheAdministrationDepartmentinacompany.Yourcompanyisarrangingawelcomepartyfornewemployees.Writeanoticetothestaffinvitingthemtoattend.Thinkaboutwhatelementsshouldbeincludedinanotice.Writeatitle/subjectforthenotice.Decidewhatinformationneedstobeincluded.ClassroomPracticeKeyforreference:Nameoftheperson,companyorofficeissuingit.Dateofissuingthenotice.Theheading“Notice”tomakeitveryclear.Asuitabledescription/eye-catchingcaptionorheadingtoholdtheimmediateattentionofthereader.Openanswers.e.g.WelcomepartyfornewcolleaguesPurposeoftheparty,detailsofschedule,i.e.date,time,venue,program,duration,etc.ClassroomPractice/01WritingananouncementAnnouncementsmayinvolvethefollowingsituations:Announceachangeintheaddressornameofthecompany.Announceamergeroftwocompanies.Announceanewbusiness,store,orbranchoffice.Announceanewproductorservice.Announceapriceincreaseorpricedecrease.Promoteaproductbyannouncingaspecialsale,promotionalcampaign,orcomplimentarygift.Introduceyourcompanyorbusinesstopotentialcustomersinsearchofnewbusiness.Thestepsyoushouldtakewhilepreparinganannouncementinclude:Determinetheinformationyouwanttoputinyourannouncement.Themoreconcisetheinformation,thebetteritwillbereceived.Aoneannouncementisperfect.Decideonadeliverymethod.Willyoumakeyourannouncementasane-mailorahand-deliveredflyer?Alotdependsonwhatyouaretryingtoaccomplish.Foralocalbusiness,aflyerdeliveredtothesurroundingneighborhoodisaneffectivewaytomakeyourannouncement.Thestepsyoushouldtakewhilepreparinganannouncementinclude:Layoutthebulletpointsofyourannouncementinadocument.Ifyouareprovidingaspecialoffer,makesurethatanylimitationsarealsoincludedinyourannouncement.Forthelayout,tryutilizingdifferentfontsandsizestomakeyourannouncementmoreeye-catching.Comeupwithashortheadlinetoattractyourcustomerstoreadfurther.Onceyouaresatisfiedwithyourannouncement,deliverittothetargetedrecipients.Thereareflyerdeliveryservicesineverycity,whichcanplaceanannouncementinasmanyhomesasyoulike.Fore-mailannouncements,searchformailingliststhattargetyourconsumers.Sample:Anannouncementofbusinessnamechange

Sample:AnannouncementofanewrepresentativeSupposeanewstoreofyourcompanywillopennextweekend.Writeanannouncementtoexistingcustomersandpotentialcustomers.Thinkaboutwhatelementsshouldbeincludedinanannouncement.Decidewhatinformationneedstobeincludedinthisannouncement.ClassroomPracticeName,date,time/duration,place/venue,purpose,contactinformation,etc.Openanswers.Youmaywriteaboutwhatbenefitsthecustomercanget,e.g.somecouponsordiscounts.ClassroomPractice1Task-basedExercisesStudytheagendagivenanddesignaNoticeofMeetingforitintheformatofaposterforanoticeboard.1Task-basedExercisesPossibleNoticeofMeetingfortheAgendagiven:Pointstonote:Thesecondparagraphshownhereprovidesmoregeneralinformationastowhythemeetingisbeingcalled.Withoutadditionalinformation,yourownsolutionisnotlikelytobethisdetailed.Keyforreference:Task-basedExercisesWriteaNoticeofCompanyPoliciestoallcolleaguesincludingthefollowinginformation:IntroducetheGuidethathasbeenpreparedtoinformemployeesandtoprovideanswerstomostofthequestionstheymayhaveaboutthebenefitspoliciesprovidedbyboththeCompanyandthelocalgovernment.ThisGuide,whichisactuallyalsotheemployeemanual,shallserveasthebasicsourceofinformationrelatingtothebenefitspoliciesandprogramstheCompanymakesavailabletoallemployees.AnyregulationorprocedurepreviouslyissuedthatisnotconsistentwiththisGuideisherebysuperseded.2Task-basedExercisesKeyforreference:NoticeofCompanyPoliciesDearColleagues,ThisGuidehasbeenpreparedtoinformyouandtoprovideanswerstomostofthequestionsyoumayhaveaboutthebenefitspoliciesprovidedbybothourCompanyandthelocalgovernment.ThisemployeemanualshallserveasthebasicsourceofinformationrelatingtothebenefitspoliciesandprogramstheCompanymakesavailabletoallemployees.AnyregulationorprocedurepreviouslyissuedthatisnotconsistentwiththisGuideisherebysuperseded.WehopethisGuidealsogivesyouanindicationoftheCompany’skeeninterestinthewelfareofallwhoworkwithinourCompany.Ifanythingisunclear,pleasefeelfreetoapproachanddiscussthematterwithyoursupervisor,yourmanager,oranyofyourHRAccountPartners.Regards,JohnSmith2Task-basedExercisesWriteanannouncementtoyourcustomersaccordingtothefollowinginformation:Yourcompanyisgoingtomovetoanewaddress:NewCenturyBuilding,RoomNumber208atRenMinRoad.ItwillbeinoperationfromJanuary1,2024atthenewaddress.TheexistingcompanynameJ.B.&Co.willalsobechangedtoJackBlack&CompanyLtd.Despitethechange,thebusinesshithertocarriedoninthecompanywillbecontinued.3Task-basedExercisesKeyforreference:DearSirs,WeareverypleasedtoinformyouthatourcompanywillmovetoNewCenturyBuilding,Room208atRenMinRoad,whereweshallbeinoperationfromJanuary1,2024andwhereweshallbepleasedtoreceiveourfriends.ThebusinesshithertocarriedoninthenameofJ.B.&Co.willbecontinuedunderthenameofJackBlack&Company,Ltd.Yoursfaithfully,GuoTao34Task-basedExercisesYouaretheCustomerServicesManagerofAutoServicesCompany,Inc.Youareaskedtowriteanannouncementofabusinessanniversaryaccordingtothefollowinginformation:YourcompanyisgoingtoinvitetheresidentsofMonroeCountytocelebratethe20thanniversaryofitsautomobileserviceforthelocalpeople.It’sbeenhardforyourcompanytobecomethenumberonedealerinbothsalesandserviceinKansas.Thecelebrationwillbeheldat1600MainStreetduringthemonthofJune.Participantscanenjoysummerrefreshmentsandseethelatestmodels.TheycanalsoregisterforthebigJulygiveaway.4Task-basedExercisesKeyforreference:DearSir/Madam,

Youareinvitedtohelpuscelebrate20yearsofautomotiveservicetotheresidentsofMonroeCounty.WearehappytobethenumberonedealerinbothsalesandservicefortheStateofKansas.It’ssomethingwehaveworkedhardtoaccomplish.Pleasedropinat1600MainStreetduringthemonthofJunetoenjoysummerrefreshmentsandseethelatestmodels.Whileyouarethere,remembertoregisterforourbigJulygiveaway.Sincerelyyours,ElaineHoffmanCustomerServicesManager5Task-basedExercisesYourcompany,amergeroftwoprivatelyheldmortgagecompanies,willchangeitsnamefromSpringfieldandDoeMortgagetoDoeMortgage.Writeanannouncementofthechangeofyourcompany’snameaccordingtothefollowinginformation:ThecompanywillbeknownasDoeMortgagestartingfromJanuary2025.Despitethechangeofthecompany’sname,themortgageratesofferedbyyourcompanyareamongthelowestintheindustry,asnotedintheJanuarypaper.Customerscanstillreachyourcompanyatthesamelocation.Yourcompanyiseagertoprovidethesameprofessionalservicethatyourcustomershavecometoexpectfromit.5Task-basedExercisesKeyforreference:AnnouncementDearcustomers,ThemergerofSpringfieldandDoeMortgageinthefirstquarterof2022hasgivenusmoreworkingassets,andhasmadethecompanyoneofthelargestprivatelyheldmortgagecompaniesinthenation,whilekeepingussmallenoughtomeetyourindividualneeds.StartingJanuary2025,wewillbeknownasDoeMortgage.Ourratesareamongthelowestintheindustry,asnotedintheJanuarypaper.Youcanstillreachusatthesamelocation.