Example Letter #1
RE: Special meeting on profit-sharing plan
John Doe would like to meet with employees this Friday to discuss the possibility of a long-term profit-sharing program. To avoid closing the offices, half of the staff should attend the meeting at 3:00 p.m. and the other half at 4:00 p.m. Please make the necessary arrangements.
I suggest you review the present benefits package before attending, so you will understand all the implications of a change. This is a unique opportunity to help structure a plan for your maximum benefit. Please plan to attend.
Example Letter #2
RE: Mandatory Meeting
Plan to attend a meeting on our new retirement plan on Friday, November 29, in the large conference room. The meeting begins at 1:30 p.m. and will last one hour.
Complete the attached fact finder and bring it with you.
Example Letter #3
RE: Company-wide safety meeting
Please plan to attend a special meeting for all employees tomorrow at 1:00 p.m. in the lunchroom.
We are establishing safety policies for all employees. Managers are requested to bring copies of all accident reports for the last two years.
Example Letter #4
RE: Special Meeting
Rumors about the merger with Doe Investments are rampant in the office. John Doe, Director of Doe Investments, will be holding a special meeting tomorrow at 9:00 p.m. in the dining hall to give you official information pertaining to the merger. We realize that there will be some difficulties during the transition period, but hope that we can alleviate any problems. Any questions and concerns you may have about the merger will be addressed at tomorrow's meeting.
Example Letter #5
RE: New Financial Computer Program
All bookkeepers and area managers are required to attend a meeting on Wednesday, July 8, at 11:00 a.m. We will be giving information on the new financial computer program that will be installed by the end of the month. Training on computers will take place next week and it is essential that those who work with area budgets attend this introductory meeting.
Write Your Letter Step-by-Step
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.