Q:

How to write an effective notice of meeting?

A:

An effective notice of meeting gives the recipient all the information they need to prepare for the meeting in written form, similar to an invitation to an event. The notice of meeting may take the form of a memo, letter, email or in the case of a public notice, a poster.

A notice of meeting should contain enough information for the recipient to attend the meeting without consulting other references or documents. It should include several components.

  • A greeting and the formal invitation, tailored to the recipient
  • The salient details, including date, time and place
  • Directions to the location if it may be unfamiliar to the recipient
  • Request for an RSVP by a specific date
  • Contact information

The purpose of the meeting should be explained in sentence and, if necessary, paragraph form. This will depend on the nature of the meeting and the participants involved. For example, a public meeting being held to discuss a matter of public concern should be descriptive and contain enough detail so that those attending can fully participate. If the meeting is held between members of an in-house work group, then presumably the details will already be understood to a certain extent and the wording can be briefer and more basic.


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