Announce a Special Meeting
Letter #1
Calling all employees! John Doe invites you to a special meeting this Friday to discuss the exciting possibility of a long-term profit-sharing program. To keep the office running smoothly, half the staff will meet at 3:00 PM, and the other half at 4:00 PM. Please RSVP to [email protected] to confirm your preferred time slot.
For your benefit, we recommend reviewing your current benefits package before the meeting. This is a unique chance to shape a plan that maximizes your rewards. We look forward to seeing you there!
Letter #2
Mark your calendars! A mandatory meeting regarding our new retirement plan will be held on Friday, November 29th, in the large conference room, starting at 1:30 PM. The session is expected to last one hour.
Please complete the attached fact sheet and bring it with you to the meeting. We look forward to a productive discussion.
Letter #3
Heads up, team! A company-wide safety meeting is scheduled for tomorrow at 1:00 PM in the lunchroom. Your attendance is essential.
We'll be establishing important safety protocols for all employees. Managers, kindly bring copies of all accident reports from the past two years. Let's work together to prioritize a safe work environment.
Letter #4
Attention all! To address recent rumors, John Doe, Director of Doe Investments, will be hosting a special meeting tomorrow at 9:00 PM in the dining hall. He'll provide official information on the upcoming merger with Doe Investments.
We understand that transitions can be challenging, but we're committed to a smooth process. The meeting will be an opportunity to ask questions and address any concerns you may have about the merger.
Letter #5
Attention bookkeepers and area managers! A meeting regarding the new financial computer program is scheduled for Wednesday, July 8th, at 11:00 AM. We'll provide details about the program's launch by the month's end.
Training sessions on the new system will be held next week. Those who manage area budgets, your attendance at this introductory meeting is crucial. RSVP to [email protected] to confirm your spot.
How to Write this Announcement Letter: Expert Tips and Guidelines
Maintain an inclusive tone. Start the introduction with a clear call to action or highlight the meeting's purpose. Enrich content with relevant details and emphasize attendance benefits. Maintain coherence throughout with a structured approach. Keep a professional, inclusive tone. Consider adding a brief agenda if relevant. This letter or memorandum is short on discussion and long on important information. After reading it, all recipients should know precisely what is expected and what they can anticipate at the meeting.
Steps
- Indicate that this is a special (mandatory, emergency, etc.) meeting, and briefly explain its purpose. State clearly the date, time, and place. A "subject line" is helpful in commanding attention.
- Explain how the reader should prepare for the meeting such as bringing specific reports or materials.
Write Your announcement in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases
1 Indicate that this is a special (mandatory, emergency, etc.) meeting, and briefly explain its purpose. State clearly the date, time, and place. A "subject line" is helpful in commanding attention.
Sample Sentences for Step 1
- RE: Emergency Meeting
- An emergency meeting of division directors will be held this evening in my office at 6:00 p.m. It is imperative that we meet before speaking to the press about the recent disclosures.
- RE: Mandatory Meeting
- We will hold a mandatory meeting to discuss new security procedures Thursday, May 15, at 5:00 p.m. John Doe, Chief of Security, will make a special presentation in the auditorium.
- RE: Special Meeting on Retirement Benefits
- Please mark your calendars and plan to attend a special meeting on retirement benefits next Friday at 11:00 a.m. in the large conference room.
- RE: Mandatory Meeting
- We will hold a mandatory meeting in the President's conference room Friday at 9:00 a.m. to discuss the recent leaks to the press.
- RE: Special Meeting on new branch office
- Plan to attend a special meeting in my office this Thursday at 3:00 p.m. to discuss the possibility of opening a new branch office.
Key Phrases for Step 1
- all supervisory and management personnel
- don't miss this
- emergency meeting of
- goals and objectives
- look forward to
- may exchange ideas freely
- informative session
- is imperative that we meet before
- is scheduled for
- let me know right away if you cannot
- light refreshments will be served
- lunch will be provided
- mandatory meeting
- mark your calendars
- meeting to discuss
- our objective is to
- plan to attend
- required to attend
- send a representative
- special meeting on
- the opportunity to discuss
- to discuss the possibility of
- will be held this evening in the
- will make a special presentation
- will explain
- will review the
- your input is valuable
2 Explain how the reader should prepare for the meeting such as bringing specific reports or materials.
Sample Sentences for Step 2
- Be sure to bring your security logs and your manual of security procedures.
- Please be prepared to explain what steps you are taking to ensure that we are in compliance with federal regulations.
- I suggest that you discuss the matter with your staff and bring your suggestions to the meeting.
- Please review the current policies and be prepared to discuss possible changes.
- Think about how you would restructure your operation if you had a 20% reduction in staff.
Key Phrases for Step 2
- a round-table discussion
- agenda is enclosed
- any concerns you might have
- any questions or concerns you may have
- be prepared to explain
- be sure to bring your
- bring your suggestions to the
- come prepared to discuss
- discuss the matter with your staff
- discuss your chief concerns
- exchange of ideas regarding
- give some thought to
- look forward to
- needs or recommendations
- opportunity to discuss
- our objective is to agree on
- please bring the following to the
- please come prepared to
- review current policies and
- to ensure that we are in compliance with
- what steps you are taking to
- will discuss possible changes
- your input is valuable
