While announcements can take a lot of forms, the written format of an announcement is, by far, the most popular one. So what is announcement text? And how to write the perfect one?
Luckily, you don’t have to be a seasoned wordsmith in order to compose a proper announcement text.
In today’s article, I’ll provide you with a complete guide with everything you need to know about announcement texts, including their format, types, and the right method to make a flawless one. So without further ado, let’s dive right in!
How Do You Define an Announcement Text?
Before explaining what announcement text is, you should first understand that announcements are any kind of information that is being released to the public, whether they’re in text or any other form.
In other words, announcements can be also made verbally or orally to address others. However, any announcements that are written are considered announcement texts.
Announcements can be written by hand or printed on a machine. It can also take both formal and informal formatting.
However, since announcements are usually official and made to address as many people as possible, it’s usually written in a formal style to appeal to the majority of the public.
What is the Typical Structure of an Announcement Text?
Although there are various types of announcement texts, a good announcement text will usually have a similar structure and elements. In this section, we’ll discuss these parts:
1. The Opening
The opening is usually a few words to inform readers of the announcement. It can be the subject of the announcement. For example, it can be “Attention!” or “Job Offer!”.
2. The Body of the Announcement
This part will contain all the necessary information regarding the announcement, including the details. The purpose of the body is to invite, declare, inform, etc.
Although it’s the part that has the most words in an announcement, it still needs to be as short and to the point as possible.
3. The Closing
The closing is usually there to declare the end of the announcement or to include any critical details about further information.
For example, the closing sentence can be “Thank you!” or “for more information, please contact the following number”.
Types and Examples of Announcement Texts
Announcement texts can be found just anywhere around us, whether it’s a school, university, hospital, bus station, library, governmental buildings, etc, which is why there are many types of announcement texts.
In most cases, an announcement text is made to inform the public of the following:
- Any events that are going to happen as well as any changes in schedule regarding these events. These events could be a wedding, inauguration, competition, class, college activities, etc.
- The conclusion of certain events that already happened
- Needing or offering jobs
- Looking for any missing items, people, or animals
Are Announcements and Advertisements the Same Thing?
Although an announcement text and a written advertisement may have some similar elements, they are not the same.
For starters, an announcement is simply there to deliver information whether the details are positive or negative.
On the other hand, an advertisement needs to entice the readers’ interest in whatever service or product is offered.
Additionally, advertisements can be targeted or created for a certain demographic. For that reason, writing advertisements is much more flexible when it comes to format and style, but it’s generally much more difficult because it needs more than just proper language.
How to Write Announcement Text in Simple Steps
Now that you know everything about announcements, all that’s left is to find out how to compose a good one. Here’s a simple step by step guide to help you do that:
Step 1: Write the Opening Title
As previously mentioned, the title needs to be as short as possible so it attracts the reader’s attention.
In most cases, the title is usually capitalized, bolded, and written in larger font size when compared to the rest of the announcement.
It can be anything like “Attention”, “To Whom It May Concern”, or the subject of the announcement, such as “Graduation Announcement” or “Staff Meeting”.
Step 2: Draft the Core Message of the Announcement
The core message of the announcement is the main piece of information that you want to deliver to the public.
Ideally, I like to draft the core message first before making modifications and additions based on the type of announcement I’m writing.
While creating the draft, make sure that you write in simple present, past, or future. Additionally, make sure that you’re always to the point while maintaining a tone that suits the subject of the announcement, whether it’s happy, sad, professional, excited, etc.
Step 3: Include All Necessary Details
After writing the core message of the announcement, make sure that you include all the necessary details for the announcement.
One easy way to collect your thoughts here is by asking yourself when, where, and why. This way, you’ll always remember to add the time, location, date, and any extra remarks about the announcement.
Step 4: Leave Contact Details in the Closing
The ending may depend on the subject of the announcement. However, in most cases, especially excited ones, always make sure that you end with a call to action and leave important contact details for anyone interested and wants to find out more.
Wrapping It Up
With that said, today’s guide about announcement texts comes to an end. I hope that this article helps you figure out the right structure of an announcement and write a proper announcement for any event or occasion.
Although an announcement needs to be brief, it also needs to be succinct and answer the most frequently asked question regarding the content.
For that reason, always try to ask yourself these questions after writing an announcement and see if it can answer them all!