Learn all you need to about how to write the perfect notice of meeting for a company or board. Learn how to convey an agenda through a document to directors or leaders.
Sending out a notice of meeting letter is a key part of organizing a productive and well-attended meeting. But crafting an effective notice that actually gets people engaged and excited to participate can be tricky.
In this article we’ll break down step-by-step how to write a compelling notice of meeting that piques interest and encourages attendance. Follow these tips and you’ll have the skills to consistently create notices that get people to block their calendar and show up.
Craft an Eye-Catching Yet Informative Title
The title of your notice sets the tone for the whole message. Make it compelling yet straightforward so readers immediately know what it’s about.
Some effective formulas for notice of meeting titles include
- [Name of Meeting] Notice
- Notice of [Name of Meeting]
- Invitation: [Name of Meeting]
Keep the name short, simple, and descriptive. For example, “Notice of Q2 Sales Team Meeting.”
Open With Key Logistical Details
Start your notice by clearly stating all the key logistical details upfront:
- Name of meeting
- Date
- Time
- Location
This info should be in the very first paragraph or section so it’s easy to spot.
For a virtual meeting, be sure to include the teleconference number, web link, and any access codes. For an in-person meeting, state the venue name, address, and room number.
Providing these details right away allows people to schedule the meeting in their calendar with all the essential info.
Specify Clear Objectives
Now that you’ve covered the basics, the next section should outline the purpose and objectives of the meeting.
Be straightforward about the goals you aim to achieve and topics that will be discussed. For example:
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“The goal of this quarterly sales meeting is to review Q2 performance metrics, discuss challenges and opportunities, and align on Q3 goals.”
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“The agenda will focus on developing next year’s marketing strategy, including budget planning, campaign timelines, and leading growth initiatives.”
Giving clear objectives sets expectations about the meeting’s purpose and helps attendees understand how it’s relevant to them.
Provide an Agenda With Timing
Give an overview of the meeting agenda indicating what will be covered and the allocated time per item.
For example:
- Welcome and Q2 Performance Review (10 mins)
- Challenges and Opportunities Discussion (25 mins)
- Break (10 mins)
- Q3 Goals Alignment (30 mins)
- Q&A (10 mins)
A timed agenda helps attendees prepare, ensures the meeting stays on track, and demonstrates respect for people’s time.
For longer agendas, break it down into sections or send as an attachment. Just be sure to include timing estimates within the notice itself.
Highlight Ways to Participate
Explain how attendees can actively participate, whether asking questions, sharing ideas, or presenting. This shows the meeting will be an open forum vs. just one-way broadcasting.
For example:
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“There will be designated time during the meeting for group discussion and brainstorming. Please come ready to share challenges you’re facing and ideas you have to improve performance.”
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“If you have specific feedback on the proposed budget, please forward your comments to me by Friday so I can incorporate before the meeting.”
Enabling participation leads to more meaningful engagement vs just sitting and listening.
Use Visual Formatting to Draw Focus
Make your notice easy to skim by formatting it with bullet points, numbered lists, headings, and bold font to emphasize key details.
For example:
Agenda:
- Welcome and Q2 Performance Review: 10 mins
- Cover sales metrics and trends
- Challenges and Opportunities: 25 mins
- Facilitated group discussion
- Break: 10 mins
- Q3 Goals: 30 mins
- Align on sales targets by product and region
- Q&A: 10 mins
Strategic formatting allows readers to quickly grasp the key information and makes the notice more visually appealing.
Close with a Clear Call to Action
Wrap up your notice with a specific call to action so people know what steps are needed from them.
Some examples:
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“Please RSVP by Friday 8/12 so we can finalize headcount for catering.”
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“Send any initial feedback on the agenda items to me and Stacy by Monday.”
Having an explicit CTA avoids confusion and gives attendees direction on responding.
Proofread Thoroughly Before Sending
Before distributing your notice of meeting, carefully proofread to fix any typos, incorrect information, and formatting inconsistencies.
Review all dates, times, locations, participant names, agenda items, and other specifics to ensure complete accuracy.
Having errors or inconsistencies in the notice reflects poorly and can create unnecessary confusion. The cleaner and more polished your notice, the more credible it will seem.
Choose the Right Medium and Timing
Send the notice through the communication channel(s) that will be most effective for your recipients.
- For internal team meetings, email may be sufficient.
- For large public meetings, postal mail may have higher open rates.
- For frequent meetings, use a combination of methods.
Allow enough lead time for attendees to receive, process, respond, and prepare. For an important meeting, send:
- Save-the-date 1-2 months out
- Formal notice 1-2 weeks out
- Reminder 2-3 days before
Following up is key since the first notice may get lost in overflowing inboxes.
Make it Visually Appealing
While content is most important, don’t underestimate the power of presentation.
Make your notice visually interesting and polished with design elements like:
- Company/event logo
- Relevant graphics
- Stylish fonts/colors
- Borders or graphic dividers
A notice that’s aesthetically pleasing will have a higher open rate and engagement vs a bland text-only email.
Provide Contact Information
Close your notice by thanking people for their time and providing your contact details for any questions.
List the best way to reach you (phone, email, etc) and your availability if relevant.
Having this info handy avoids delays in attendees getting information needed to participate fully.
Sample Notice of Meeting Template
Here is an example meeting notice template incorporating the above best practices:
![Acme Inc. Notice of Quarterly Sales Meeting]
Quarterly Sales Department Meeting
Date: Tuesday, September 5, 2023
Time: 9:00 AM – 11:00 AM EST
Location: Acme Inc. Conference Room B
Objectives:
- Review Q3 sales performance and metrics
- Discuss challenges and opportunities
- Align on Q4 sales strategies and goals
Agenda:
- Welcome and Q3 Performance Review (John): 9:00 AM – 9:20 AM
- Sales totals, trends, and forecasts
- Facilitated Discussion (John and Sarah): 9:20 AM – 9:50 AM
- Current challenges and opportunities
- Ideas to improve performance
- Break: 9:50 AM – 10:00 AM
- Q4 Strategies and Goal Setting (Sarah): 10:00 AM – 10:40 AM
- Develop sales targets by product, segment, and region
- Q&A: 10:40 AM – 11:00 AM
Looking forward to getting our Q4 plans aligned! Please feel free to reach out with any questions.
Thank you,
Sarah Lee
Sales Manager
Acme Inc.
555-555-5555
[email protected]
Key Takeaways
Notice of meeting letters are critical to driving attendance and engagement. Follow these tips when drafting yours:
- Open with logistics like date, time, place
- State objectives and agenda upfront
- Format with bullet points and headers
- Highlight ways to actively participate
- Proofread meticulously before sending
- Use visual design elements
- Provide contact info for questions
With a compelling, informative notice, you’ll get people clearing their schedules and ready to contribute. Now you’re equipped with strategies to write effective notices that get people to actually show up.
Time and Location Details in the Notice
Accurately specifying the time and location of the meeting in the notice is crucial. Include the start and end times, and be mindful of different time zones if participants are joining from various locations. For physical meetings, provide a complete address and, if necessary, directions or parking information. For virtual meetings, include detailed instructions on how to join the conference, along with any necessary access codes or passwords. Its helpful to add a note on estimated meeting duration to help participants plan accordingly.
Key Elements to Include in the Notice
The key elements of a notice of meeting include the meetings name or type, date and time, location (or conference call details if itâs a virtual meeting), a detailed agenda, and the names of key participants. If the meeting is a legal requirement, such as an annual general meeting, include references to the relevant articles of the companyâs bylaws or legal statutes governing such meetings. Itâs also important to provide clear instructions on how participants can confirm their attendance or access necessary documents prior to the meeting.
How to write a Notice for meeting with agenda in English | Beautiful English Handwriting learning
How do you write a notice of meeting letter?
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. You could simply write that it’s a notice of meeting.
What should be included in a notice of meeting?
The following 11 key components are usually required to be included in a notice of meeting: Company Name: The name of the company should be at the top of the notice of meeting, and it should be written exactly how it appears on the incorporation documents. Type of Meeting: There are various kinds of meetings that a company may hold.
How do I give notice of a board meeting?
The process for notice of a board meeting is slightly different for regular and special meetings. In either case, enough notice should be given that members have time to arrange their schedules to attend the meeting if they choose. Notice of the regular meeting time, date, and location should be noted in the bylaws.
How to write a staff meeting notice?
An effective notice of meeting will provide the basic meeting information in a clear, concise and professional manner. Follow a general four-point format for the heading, which should include To, From, Date and Subject in the circular for your staff meeting_._ The “To” field should include everyone who is invited to the meeting.
