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F2 Writing for Residents

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Lesson 6 of 6 · Simulation

Writing a notice people act on

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Simulation

Rewrite a notice so residents act on it

A working copy of the real screen. Use it as you would the real one. Nothing you type leaves this page.

This exercise runs in your browser and needs JavaScript. The lesson text above covers the same steps.

Not done yet.

A notice that works says what is happening, who it affects, what to do, by when and where to get help, in that order, on one phone screen.

Notes

Step 1 of 8

Start here

A notice exists to make someone do something: move a car, attend a hearing, boil water, renew a license, stay off a road. If the reader finishes it and does not know what to do, the notice failed, however correct it is.

This lesson puts the earlier ones together into one pattern you can use for nearly any notice.

Step 2 of 8

The five parts, in order

  1. What is happening. One sentence, in residents' words.
  2. Who it affects. Which streets, which households, which ages.
  3. What to do. The action, as an instruction.
  4. By when. Date, time and what "by" means.
  5. Where to get help. A named office, a phone number and an email.

Everything else, including the reason, the background and the legal citation, goes after these five.

Step 3 of 8

An example

Before:

NOTICE: The Department of Public Works wishes to advise residents that infrastructure improvements will be undertaken in the vicinity of Elm Street commencing in early June. Residents may experience temporary disruptions. The Town appreciates your patience.

After:

Elm Street closes for water main work June 2 to June 5

Elm Street will be closed between Main Street and Oak Avenue from 7 a.m. Tuesday, June 2, to 5 p.m. Friday, June 5, 2026.

If you park on that block, move your car by 7 a.m. Tuesday. Cars left on the street will be towed.

Trash pickup for Elm Street moves to Monday, June 1.

Questions: Public Works, 555-555-0142, publicworks@yourtown.gov.

The second version is longer, and every added word is something a resident needs.

Step 4 of 8

Write the action as an instruction

"Residents may experience disruptions" describes. "Move your car by 7 a.m. Tuesday" instructs. Start action sentences with the verb: move, bring, call, register, boil, apply. If there is nothing the reader needs to do, say that too: "You do not need to do anything. Water service will not be affected."

Step 5 of 8

Fit it on one phone screen

Most residents will see your notice on a phone, often from a link someone shared. Aim for the five parts to fit on the first screen:

  • a headline that says what and when,
  • short paragraphs of one or two sentences,
  • a list when there are several actions,
  • no large image above the text.

Step 6 of 8

A web page first, a PDF only when needed

Post the notice as a web page. A PDF of a scanned letter is hard to read on a phone and may not work with a screen reader. If a signed or published version is required, link to the PDF from the page and make that PDF accessible. Accessible Content Basics covers documents in its fourth lesson.

Step 7 of 8

Keep it true after you post it

Plans change. When a notice changes:

  • Edit the page, and put the change at the top: "Updated 2 p.m. Wednesday, June 3: the street reopens Thursday at 7 a.m."
  • Keep the old fact visible, struck through or under "Earlier update," if people may have acted on it.
  • When the event is over, say so at the top, or move the notice to an archive.

Step 8 of 8

Write for translation

If you serve residents who read other languages, short sentences with one fact each translate better, by a person or by software. Avoid idioms such as "touch base" or "in the loop." Keep the same word for the same thing throughout.

Sources

Task

Your task at your institution

Quiz

5 questions. Choose one answer for each, then check them. Each answer shows its reason.

1. What should come first in a notice about a water main repair?
2. Which line tells residents what to do?
3. Where should the full notice live?
4. What should every notice end with?
5. A road closure ends early. What do you do with the notice?
Show the answers
  1. B. What is happening, where and when. Readers need the fact that affects them first.
  2. B. Move your car off Elm Street by 7 a.m. Tuesday, June 2.. It names the action, the place and the deadline.
  3. B. On a web page, with a PDF only if one is required. A web page reads well on a phone and works with screen readers. A required PDF can be linked from it.
  4. A. A named contact, phone and email. Someone will have a question the notice did not answer. Tell them who to ask.
  5. B. Update it with the change and the time you updated it. Residents who read the old notice need to see the change and when it happened.