"A notice of meeting and agenda" writing.

 "A notice of meeting and agenda"

A notice of meeting letter is a document that informs a group of people when and where their company is holding an assembly. These letters effectively communicate the meeting's information so that the recipients know when the meeting occurs.

What to include in a notice of meeting letter ?

Notice of meeting letters have several components, such as:

Meeting type: 

This informs the recipient of what type of meeting this assembly is. There are regular, annual and special meetings.

Meeting participants: 

There are several groups of people that the company can invite to the meeting. It's important to include the meeting participants, so each group knows whether they're supposed to attend the gathering.

Meeting date and time: 

The main purpose of a notice of meeting letter is to inform the recipients of the date and time of the meeting. The professional who writes the letter includes this information, so the attendants arrive on time.

Meeting purpose: 

Each notice of meeting letter includes the assembly's meeting. This gives the readers context regarding the content of the assembly.

Meeting location: 

These letters also include the location of the meeting. This is important information because the recipients need to know where the company is holding the meeting.

Meeting agenda: 

Letters of notice also include a meeting agenda, which is a list of topics that the meeting covers. Adding this information helps the recipients prepare for the assembly.

How to write a notice of meeting letter

Here are five steps to write a notice of meeting letter:

1. Create a header

Start by creating a header for the notice of meeting letter. This goes at the top of the page and includes relevant information, such as the name and address of the company and the date. The header also includes a subject line that tells the recipient what the content of the letter is. 

2. Write meeting information

Below the header, write a brief paragraph that includes the meeting's information. This paragraph provides readers with information regarding the meeting's time, place and location. It also states the title and type of meeting, along with the meeting's participants.

3. List the agenda

After you include the meeting's information, create a numbered or bulleted list that covers the assembly's agenda. This typically encompasses the meeting's main topics.

An agenda is a list of meeting activities in the order in which they are to be taken up, in one or more specific items of business to be acted upon.  It may also contain a listing of an order of business.

4. Conclude the letter

Finally, you can conclude the letter. This is a brief statement that thanks the reader. If preferred, you can include a reminder to come to the meeting at the correct time and place. Under this paragraph, add a closing statement. You might write "Sincerely" or "Best regards" and sign your name and contact information. This includes your title, phone number and email address.

5. Revise the letter

Once you've finished writing the letter, read and revise it. This ensures that there are no mistakes in your document. It's important that your letter is error free because you're representing your company. 

Notice of meeting letter example

Lite Energy Corp.

555 Northwest St.

Bridgemont, Illinois

August 21, 2021

Notice is hereby given that the meeting of the 10th Annual General Meeting of the stakeholder of Lite Energy Corp. is scheduled on September 21, 2021, at 2:00 p.m. at the conference hall at 555 Northwest St. The company invites the board of directors, stakeholders and board managers to discuss company policy and leadership.

Agenda

To approve meeting minutes from the last assembly.

To revise handbook policies.

To vote upon new company procedures.

To elect a new board of directors.

To revise the company budget.

Thank you for your time and hard work. Please arrive at the meeting on September 21, 10 minutes before the assembly begins.

Sincerely,

William Monson

Company secretary

(555) 555-5555

William.Monson@email.com