Class 12English · Full chapter

Notice, Invitation, and Letter Writing

The whole chapter in one place — read it, then test yourself. Clear notes, a reference sheet, a practice quiz, and worked NCERT solutions & PYQs.

In this chapter
Notice Writing: Format and PracticeFormal and Informal InvitationsFormal Letters: Complaint, Inquiry, and to the EditorA Worked Example: Letter of ComplaintExam Strategy for Notice, Invitation, and Letter Writing

Notice Writing: Format and Practice

Quick answer A notice is a short, formal public announcement — its power lies entirely in fitting complete, essential information into a strict word limit.

Purpose and setting

A notice is a formal, public announcement — informing a defined group (students of a school, members of a society, residents of a colony) about an event, requirement, or change, typically to be displayed on a noticeboard. Because it will be read quickly by many people, a notice must convey all essential information clearly and concisely, usually within a strict 50-word limit.

Required format
  1. Name of the issuing organisation (school, society, club) — at the top.
  2. The word 'NOTICE', centred, usually in capitals.
  3. Date of writing/issuing the notice.
  4. A heading that states the subject clearly and briefly (e.g., 'Inter-House Debate Competition').
  5. The body, covering the essential 5 Ws — what, why, when, where, and who to contact — as relevant to the specific notice.
  6. Name, designation, and signature of the issuing authority, at the bottom right.
  7. A box drawn around the notice is a widely followed convention in board exams, though not always compulsory — check the specific instructions given.
What every notice must cover

Depending on the notice's purpose, it should typically answer: what is the event/matter; why it is being held or announced; when it will happen (date and time); where it will take place; and whom to contact for more information or to register/participate. A notice missing any of these relevant details is considered incomplete, regardless of how well-written the rest is.

Common mistakes
  • Exceeding the word limit significantly, or writing so briefly that essential information is missing.
  • Vague headings that do not clearly state the subject.
  • Missing the issuing authority's name/designation at the end.
  • Writing in an informal or conversational tone — a notice should be crisp and impersonal, not chatty.
Word limit Typically 50 words
Format order Organisation name → 'NOTICE' → date → heading → body → name/designation/signature
Body must cover What, why, when, where, whom to contact (as relevant)
Tone Crisp, impersonal, formal — not conversational
Common error Missing the issuing authority's name/designation at the end
Remember
  • A notice is a formal, public announcement meant to be read quickly, typically within a strict 50-word limit.
  • Required format elements: issuing organisation's name, the word 'NOTICE', date, a clear heading, the body, and the issuing authority's name/designation/signature.
  • The body should cover what, why, when, where, and whom to contact, as relevant to the specific notice.
  • A box around the notice is a common convention, though instructions should always be checked for specific requirements.
  • Common errors: exceeding the word limit, vague headings, missing the issuing authority, and an overly informal tone.

Formal and Informal Invitations

Quick answer Two distinct formats for two distinct relationships — the formal card and the personal, warm letter.

Formal invitations

A formal invitation is used for official or ceremonial events (school functions, weddings, inaugurations) and is written in the third person, without personal pronouns like 'I' or 'you'. It follows a card-like format and typically includes: the host's name; a request for the presence of the guest(s); the occasion; the date, time, and venue; and, where relevant, an RSVP line with contact details.

Example structure: 'The Principal and Staff of [School Name] request the pleasure of your company at the Annual Day function, to be held on [date] at [time] in the school auditorium. RSVP: [contact].'

Informal invitations

An informal invitation is written to friends or family for personal occasions (a birthday, a get-together), and takes the form of a short, warm personal letter or note, written in the first person, using a friendly, conversational tone. It should still cover the essential details — occasion, date, time, venue — but can include personal touches (why the guest's presence matters, informal details about the event) that a formal invitation omits.

The corresponding reply

Board exams sometimes also ask for a reply to an invitation — accepting or declining. A formal reply mirrors the formal invitation's third-person, card-like style; an informal reply is a short personal note, warmly worded, clearly stating whether the person can attend and, if declining, offering a brief, polite reason.

Common mistakes
  • Using first-person pronouns in a formal invitation ('I invite you...') where third person is required.
  • Missing the date, time, or venue — any invitation without these is incomplete regardless of tone.
  • Applying a formal, stiff tone to an informal invitation, which defeats its purpose.
Formal invitation — voice Third person, no 'I'/'you'; card-like format
Formal invitation — must include Host, occasion, date/time/venue, often an RSVP line
Informal invitation — voice First person, warm, conversational; personal letter/note format
Both — must include Date, time, and venue, at minimum
Common error Using first-person pronouns in a formal invitation
Remember
  • Formal invitations use third-person, card-like format for official/ceremonial events, including host, occasion, date/time/venue, and often an RSVP line.
  • Informal invitations are short, warm, first-person personal letters or notes for friends/family occasions, while still covering the essential details.
  • Both formats can be paired with a matching reply — formal reply mirrors formal style; informal reply is a short, warm personal note.
  • A common error is using first-person pronouns in a formal invitation where third person is required.
  • Any invitation missing the date, time, or venue is considered incomplete regardless of how well the tone is handled.

Formal Letters: Complaint, Inquiry, and to the Editor

Quick answer The shared skeleton behind every formal letter type, and what changes between a complaint, an inquiry, and a letter to the editor.

The shared skeleton

All formal letters follow the same basic structure: sender's address (top left or right, per convention followed), date, receiver's designation and address, a formal salutation ('Sir/Madam' or 'Dear Sir/Madam'), a subject line stating the letter's purpose in one line, the body (typically 3 paragraphs), a formal closing ('Yours faithfully' when the recipient's name is unknown, 'Yours sincerely' when it is known), and the sender's name (not a full signature is needed in exam answers, just the name/designation as instructed).

Letter of complaint

Used to formally report a problem (poor civic service, a faulty product, a public nuisance) to a relevant authority. The body should: (¶1) state the problem clearly; (¶2) give specific details — dates, locations, prior attempts to resolve it if any; (¶3) request specific action and a resolution timeline.

Letter of inquiry / order

Used to request information (about a course, a product, a service) or to place a business order. The body should: (¶1) state what information or product is being sought; (¶2) give specific requirements or questions; (¶3) request a prompt response, specifying any deadline.

Letter to the editor

Used to express an opinion on a matter of public concern for publication in a newspaper. The body should: (¶1) introduce the issue and its relevance; (¶2) develop the argument or concern with specific evidence or examples; (¶3) suggest a solution or call to action, and request the letter's publication.

Common mistakes across all formal letters
  • Missing or vague subject line.
  • Wrong closing — using 'Yours sincerely' when the recipient is unnamed, or vice versa.
  • Overly emotional or informal language, inappropriate for a formal register.
  • No clear request or call to action in the final paragraph.
Format order Sender's address → date → receiver's address → salutation → subject line → body (3 ¶) → closing → name
Closing rule 'Yours faithfully' (name unknown) vs 'Yours sincerely' (name known)
Complaint — body structure Problem → specific details → requested action/timeline
Inquiry/order — body structure Request → specific requirements → prompt response/deadline
Letter to editor — body structure Issue → evidence/argument → solution + publication request
Remember
  • All formal letters share a skeleton: sender's address, date, receiver's address, salutation, subject line, 3-paragraph body, formal closing, sender's name.
  • Use 'Yours faithfully' when the recipient's name is unknown, and 'Yours sincerely' when it is known.
  • A letter of complaint states the problem, gives specific details, then requests specific action with a timeline.
  • A letter of inquiry/order states the request, gives specific requirements, then asks for a prompt response by a deadline.
  • A letter to the editor introduces the issue, develops it with evidence, then proposes a solution and requests publication.

A Worked Example: Letter of Complaint

Quick answer A complete, correctly formatted sample letter, annotated to show why each part is structured the way it is.

Prompt

Write a letter to the Municipal Commissioner complaining about the irregular garbage collection in your locality.

Sample answer

123, Green Park Colony
New Delhi – 110016
15 September 2026

The Municipal Commissioner
Municipal Corporation Office
New Delhi – 110001

Subject: Complaint regarding irregular garbage collection in Green Park Colony

Sir/Madam,

I am writing to bring to your attention the persistent problem of irregular garbage collection in Green Park Colony over the past two months, which is causing significant inconvenience and health concerns for residents.

Garbage collection vans, which used to visit daily, have in recent weeks come only twice or thrice a week, and sometimes not at all. As a result, waste has been piling up at the designated collection point, attracting stray animals and creating an unpleasant odour, particularly in the current humid weather. Several residents have already raised this issue informally with the local sanitation office, without any improvement.

I request that the Corporation restore daily garbage collection in the locality at the earliest, and would appreciate a response indicating the steps being taken to address this matter within the next two weeks.

Yours faithfully,
Rohan Mehra
(Resident, Green Park Colony)

Why this works

Notice the specific, concrete details (two months, twice or thrice a week, prior informal complaints) rather than vague complaint language; the three-paragraph structure (problem, details, requested action with a timeline); the correct closing ('Yours faithfully' since no specific recipient name is given); and a clear, single-line subject stating exactly what the letter concerns.

Example paragraph 1 States the problem clearly and its duration
Example paragraph 2 Specific details — frequency, consequences, prior informal attempts
Example paragraph 3 Specific request (daily collection) + response timeline (two weeks)
Closing used 'Yours faithfully' — correct since no named recipient given
Remember
  • A worked example shows the complete required format: addresses, date, subject line, salutation, 3-paragraph body, closing.
  • Specific, concrete details (exact timeframes, prior attempts to resolve) make a complaint letter more persuasive than vague complaint language.
  • The three-paragraph structure — problem, details, requested action with timeline — should be followed consistently.
  • 'Yours faithfully' is correct here since no specific recipient name was given in the prompt.
  • A clear, single-line subject heading immediately tells the reader what the letter concerns before they read the body.

Exam Strategy for Notice, Invitation, and Letter Writing

Quick answer Marking priorities, time budgeting, and a checklist that catches the errors examiners see most often.

What examiners specifically reward
  • Correct format for the specific type asked (notice vs formal letter vs informal invitation) — format errors cost marks even when content is good.
  • All required content elements present — the 5 Ws for a notice; date/time/venue for an invitation; the correct paragraph structure for a letter.
  • Appropriate register — formal and impersonal for notices/formal letters; warm and personal for informal invitations.
  • Word limit compliance — significantly over or under the specified limit costs marks even with strong content.
Time budgeting

Given the range of writing tasks in the paper, budget roughly 10 minutes for a notice, 10-12 minutes for an invitation and its reply if both are asked, and 15-18 minutes for a full formal letter, leaving time to proofread each before moving on.

A final pre-submission checklist
  • Have I used the correct format for exactly what was asked (notice/formal letter/informal invitation)?
  • Does my notice cover what, why, when, where, and whom to contact, within the word limit?
  • Does my invitation include date, time, and venue, in the correct voice (first vs third person)?
  • Does my formal letter have a subject line, three clear paragraphs, and the correct closing?
  • Have I checked the register — formal and impersonal, or warm and personal, as appropriate?
Mistakes that cost marks
  • Confusing formal and informal register — writing a stiff, formal-sounding informal invitation, or a casual, chatty formal letter.
  • Omitting the subject line in a formal letter.
  • Significantly exceeding the word limit on a notice.
  • Using the wrong closing ('Yours sincerely' vs 'Yours faithfully') relative to whether the recipient is named.
Time — notice ~10 minutes
Time — invitation + reply ~10–12 minutes
Time — formal letter ~15–18 minutes
Examiner reward checklist Correct format, all content elements, appropriate register, word limit compliance
Common error Confusing formal/informal register between different writing task types
Remember
  • Examiners specifically reward correct format for the exact type asked, all required content elements, appropriate register, and word limit compliance.
  • Budget roughly 10 minutes for a notice, 10–12 for an invitation with reply, and 15–18 for a full formal letter.
  • Use a final checklist: correct format, all required elements present, correct voice/register, correct closing.
  • Do not confuse formal and informal register — a stiff informal invitation or a casual formal letter both cost marks.
  • Match the closing ('Yours sincerely' vs 'Yours faithfully') to whether the recipient is named.

The formula sheet

Every formula in this chapter, in one place — screenshot it before your exam.

Typically 50 words
Word limit
Organisation name → 'NOTICE' → date → heading → body → name/designation/signature
Format order
What, why, when, where, whom to contact (as relevant)
Body must cover
Crisp, impersonal, formal — not conversational
Tone
Missing the issuing authority's name/designation at the end
Common error
Third person, no 'I'/'you'; card-like format
Formal invitation — voice
Host, occasion, date/time/venue, often an RSVP line
Formal invitation — must include
First person, warm, conversational; personal letter/note format
Informal invitation — voice
Date, time, and venue, at minimum
Both — must include
Using first-person pronouns in a formal invitation
Common error
Sender's address → date → receiver's address → salutation → subject line → body (3 ¶) → closing → name
Format order
'Yours faithfully' (name unknown) vs 'Yours sincerely' (name known)
Closing rule
Problem → specific details → requested action/timeline
Complaint — body structure
Request → specific requirements → prompt response/deadline
Inquiry/order — body structure
Issue → evidence/argument → solution + publication request
Letter to editor — body structure
States the problem clearly and its duration
Example paragraph 1
Specific details — frequency, consequences, prior informal attempts
Example paragraph 2
Specific request (daily collection) + response timeline (two weeks)
Example paragraph 3
'Yours faithfully' — correct since no named recipient given
Closing used
~10 minutes
Time — notice
~10–12 minutes
Time — invitation + reply
~15–18 minutes
Time — formal letter
Correct format, all content elements, appropriate register, word limit compliance
Examiner reward checklist
Confusing formal/informal register between different writing task types
Common error

Test yourself

Tap an answer to check it instantly — you'll see why it's right, and what to revise if it isn't.

0 correct · 0/10 answered
Q1

What is the typical word limit for a notice in the CBSE board exam format?

Q2

What elements must a notice's body typically cover, as relevant to its purpose?

Q3

What voice/person should a formal invitation be written in?

Q4

What format does an informal invitation typically take?

Q5

What is the correct closing for a formal letter when the recipient's name is NOT known?

Q6

What should the first paragraph of a letter of complaint typically do?

Q7

What should the final paragraph of a letter of complaint typically include?

Q8

What should a letter to the editor's body typically include, beyond introducing the issue?

Q9

Why should specific, concrete details (exact dates, frequencies, prior attempts) be included in a letter of complaint?

Q10

What is a common formatting error that costs marks even when the content of a letter or notice is otherwise good?

NCERT solutions & previous-year questions

Step-by-step model answers — tap a question to reveal the full solution.

NCERT questions 2

1 Draft a notice for your school noticeboard informing students about an upcoming inter-house sports day, including all essential details, within 50 words.

[Practice writing task — model answer below]

DELHI PUBLIC ACADEMY

NOTICE

15 September 2026

Inter-House Sports Day

This is to inform all students that the Annual Inter-House Sports Day will be held on 25 September 2026, from 8:00 AM onwards, at the school sports ground. All students are required to report in their house colours by 7:30 AM. Interested participants should register with their PE teacher by 20 September.

Priya Sharma
Sports Captain

Why this works: the notice covers what (Sports Day), when (date and time), where (sports ground), and whom to contact (PE teacher, by a specific deadline) — all within the required word limit, using a crisp, impersonal tone appropriate to a public announcement.

2 Write a formal letter to the editor of a national newspaper expressing concern about the lack of pedestrian safety measures on a busy road near a school in your area.

[Practice writing task — model answer below]

45, Lake View Apartments
Chennai – 600028
15 September 2026

The Editor
The Daily Herald
Chennai – 600002

Subject: Lack of pedestrian safety measures near [X] School

Sir/Madam,

Through the columns of your esteemed newspaper, I wish to draw attention to the serious lack of pedestrian safety measures on the busy stretch of road outside [X] School in [locality], which endangers hundreds of students daily.

Despite heavy traffic during school hours, this stretch lacks a functioning zebra crossing, a speed breaker, or a traffic signal near the school gate. Several near-miss incidents have been reported by parents and teachers in recent months, yet no corrective action has been taken by the local traffic authorities despite repeated informal requests.

I urge the concerned authorities to install proper pedestrian crossings, speed breakers, and, if possible, a school-zone traffic signal at the earliest, before a serious accident occurs. I hope you will find this matter worthy of publication to draw wider public attention to it.

Yours faithfully,
Arjun Nair

Why this works: the letter follows the required structure — subject line, clear statement of the issue, specific supporting evidence (near-misses, repeated informal requests), a concrete proposed solution, and an explicit request for publication, all in a formal, impersonal register appropriate to a newspaper submission.

Previous-year board questions 2

Q1 You are the Head Boy/Head Girl of your school. Draft a formal invitation, on behalf of the school, inviting parents to the Annual Prize Distribution Ceremony. Follow this with an informal invitation to a close friend for your own birthday celebration, and compare how the two differ in structure and tone. 2020

Formal invitation:

The Principal, Staff, and Students of Sunrise Public School
request the pleasure of your company
at the Annual Prize Distribution Ceremony
on Saturday, 3 October 2026, at 10:00 AM
in the School Auditorium.

RSVP: 011-XXXXXXX

Informal invitation:

Dear Aditi,

I'm turning 17 this Saturday, 20 September, and I'd love for you to come celebrate with me! We're having a small get-together at my place from 6 PM onwards — just close friends, some music, and definitely cake. It won't be the same without you there, so please try to make it!

Let me know if you can come.

Love,
Meera

Comparison: the formal invitation is written in the third person, using an impersonal, card-like structure that names the host institution, the occasion, and precise date/time/venue details, ending with a formal RSVP line. The informal invitation, by contrast, is written in the first person, as a warm personal note addressed directly to a friend, using casual language ('I'd love for you to come', 'It won't be the same without you') that would be entirely inappropriate in the formal version. Both, however, still include the essential practical details — date, time, and venue — showing that even a warm, personal tone must still convey complete information.

Q2 Write a formal letter of inquiry to a private coaching institute, asking for details about their Class 12 Physics crash course, including fee structure, batch timings, and mode of instruction (online/offline). 2019

22, Model Town
Jaipur – 302001
15 September 2026

The Admissions Coordinator
Apex Academy for Sciences
Jaipur – 302015

Subject: Inquiry regarding Class 12 Physics crash course

Sir/Madam,

I am a Class 12 student preparing for my board examinations and am interested in enrolling in your institute's Physics crash course. I would be grateful if you could provide detailed information regarding this programme.

Specifically, I would like to know the complete fee structure for the course, the available batch timings (particularly whether weekend or evening batches are offered), and whether the course is conducted in online, offline, or hybrid mode. I would also appreciate information on the course's start date and duration.

I would be thankful if you could respond at the earliest, as I hope to enrol before the batch begins. Please let me know if any additional documents or a registration form are required from my end.

Yours faithfully,
Kabir Singh

Why this works: the letter clearly states its purpose in paragraph one, lists specific, itemised questions in paragraph two (fees, timings, mode — exactly as requested in the prompt), and requests a prompt response with a practical reason (an upcoming batch start) in paragraph three, following the standard three-paragraph inquiry letter structure.

Stuck? Ask about this chapter. Type your question in your own words — it searches straight through Notice, Invitation, and Letter Writing for the answer. The Ask AI button (bottom-right) stays scoped to this chapter while you're here, too.

Part of Priodemy for School

Interactive CBSE lessons, Class 8–12 — free with every school on Priodemy EduSuite. Explore more chapters and labs on the Priodemy for School hub.

Ask AI