Announcement Letter. Template. SAMPLE ANNOUNCEMENT LETTER – PARISH LETTERHEAD. (Date). (Name). (Address). (City, State Zip). Dear ( Salutation).
This is a letter announcing a staff meeting. The primary purpose of this letter is simply to give the company, or other employees, information about the details of the meeting.
Normally, in all kinds of companies (from small to medium-sized to large), staff meeting announcements are sent at regular or periodic intervals. Staff meetings can be those to discuss a topic or topics at certain intervals, like every month, or they can be used just occasionally when the company heads have something to discuss.
This template will help anyone craft an announcement about an upcoming staff meeting.
Please be aware that this template should not be used for a more formal business meeting, such as a shareholders meeting. Those are separate announcements with specifics for the formal meeting. This is simply an announcement of a staff meeting in the normal course of business.
How to use this document
This letter announcing a staff meeting can be used by anyone looking for a template to let others in their company know that a staff meeting has been scheduled.
This letter, as most letters announcing staff meetings, is quite short and to-the-point. All it contains is the basic information about the meeting, such as date, time and location, as well as, if desired, topics to be included for discussion.
There are no laws in the United States covering staff meeting announcements. These are informal letters or documents sent to other employees as a courtesy and to maintain the organization of the business, letting everyone know about the meeting.
How to modify the template
You fill out a form. The document is created before your eyes as you respond to the questions.
At the end, you receive it in Word and PDF formats for free. You can modify it and reuse it.
Feb 27, Sample Internal Meeting Announcement Onsite Letter Download Sample Internal Meeting Announcement Onsite Letter Format Sample Letters.
Tip: Be sure not to miss the downloadable business meeting invitation email templates at the end of the story
That's the best invitation for the most common type of meeting. You know, the kind we used to just call a conversation, or even simply "talking to Fred." But with communications increasingly going digital, we're frequently holding these ad-hoc conversations using meeting software online. To invite someone to talk, we fire off a quick note with a link and a number. Easy.
We begin to think that this is what meeting invitations should look like, and we start to schedule meetings on the calendar with just a date and the link - skipping all the details people need to make that meeting worth attending in the first place. It's become so easy to just add a meeting that there are now between 36 and 56 million meetings every day in the US alone.
Leading to lots of poor meetings, wasted time, and overall sadness.
This guide will tell you everything you need to avoid those problems and make sure your meeting email invitations look professional and help people come prepared.
Related: The Anatomy of Meeting Records That People Will Use
Four required and four optional, these elements make for informative and professional email invitation messages.
Just the facts, ma'am.
Follow best practices for any email by keeping your invitation subject line short and easy to scan. Include the meeting name, date, and an indication of what kind of invitation you're sending.
We use this pattern for the email invitation subject lines in Lucid Meetings.
Of course, you don't always know when the meeting will happen, and scheduled meetings get moved. In those situations, we use variations on the basic pattern:
People instantly know when you're requesting their time and the main topic of your meeting without even opening the email.
Many groups develop subject line abbreviations to aid a quick scan of meeting email, using subject lines such as:
This can work great with a team that knows the abbreviation and who will get the meeting on their calendars automatically. When you invite someone outside your group, though, this shorthand falls apart. Believe it or not, not everyone uses Outlook or Google Calendar, so you need to actually include the meeting date in your subject line. And while your team knows that "PM" means "program manager" and "mtg" means "meeting", people from outside your group may not.
Recommendation: Use full words in your email subject line.
If you're meeting with a group that doesn't meet regularly, add a short personal note to the top of your meeting invite email to provide much needed context.
Something like "Hello everyone, Looking forward to seeing you all at the big project kickoff!" or "As we discussed on the phone last Tuesday, here's the invitation email for our upcoming demo." These quick notes help busy people remember who you are and why they're receiving this invitation.
Do people need to prepare reports, review a design, or gather facts to contribute to the meeting? Do you need people to RSVP so you can plan?
If you need people to come prepared, make sure you clearly provide these instructions right at the top of your message. Otherwise they will get missed.
Make sure to include the full date and time of the meeting, including the time zone, in the text of your invitation email. Spelling out month names helps avoid confusion for people from other countries who are used to seeing different date formats.
If you're inviting people who live in other time zones, use TimeandDate.com to figure out the correct time and date for your invitees. When you use a calendar or meeting management software to send your invite, the recipients' calendars will also automatically translate the date and time in the attached calendar file to their preferred time zone.
Curious about the preferred date formatting in other countries? Scroll to the bottom of the moment.js demonstration page and click to see the examples rendered in each country's preferred format.
Moment.js screenshot, so you can correctly write September 22nd in Esperanto!
A meeting location may be either a physical place like a conference room, instructions for joining a virtual meeting, or both.
For virtual meetings, the location field should include a link to join the online meeting, audio instructions or phone numbers, and any system requirements. For in-person meetings, the location should include enough detail that those invited can find the meeting on a map.
TIP: If you are sending invitations using a calendar program like Outlook, make sure to include the meeting phone number in the location field of the event. This makes it easy for people joining the meeting while traveling to dial in from a cell phone.
Screenshot: The meeting audio and link appear in the location field on my calendar.
Why are you holding this meeting? What will it accomplish? Ideally, you can state the purpose of the meeting in a single sentence. The best purpose statements will describe the desired result for the meeting.
Include the meeting agenda when you want participants to prepare in advance. The agenda needs to include the order in which you plan to discuss key topics and any instructions or material people should read before the meeting.
Invitation emails sent using meeting productivity software will take care of this automatically.
iPhone error message seen when trying to send email with large attachments.
Many meetings center around reviewing documents. Designs, reports, contracts, proposals, plans, estimates, research findings - all result in documents that get shared and discussed by those invited to your meeting.
Attaching these documents directly to the email invite is simple and fast, but it creates problems.
Recommendation: Add a link to an online location where people can preview and/or download meeting documents. If you don't already have a solution for this, you can easily share links to files using free file sharing services such as Dropbox or Google Drive.
Related: 4 Ways to Run Successful Meetings People Won't Hate
Need the social proof that this meeting will be worthwhile? Or that you have the backing authority to schedule it? Or that people will miss out if they don't go? Include the list of people invited to the meeting at the end of your invitation.
To make this extra-easy, please feel free to use our email invitation templates. We've put together a simple PDF file for easy copying and pasting into your email client.
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.
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.
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.
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.
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.
Use these tips for announcing a job promotion, including examples of job the announcement might come during a company meeting where all the staff is.
A business memorandum, or memo, is one of the simplest ways to inform colleagues and staff members of an upcoming meeting. An effective notice of meeting.