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Memo for meeting announcement

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Memo for meeting announcement
November 16, 2018 Anniversary Wishes For Parents 2 comments

Announcement letters to team members. Guide, letter example, grammar This letter calls the readers to a special or an emergency meeting. It does not discuss .

Sample Letter #1


RE: July research meeting

We will hold our monthly research meeting in the conference room at 11:00 a.m. on Friday, July 16.

John and Jane will report on the meeting with their French counterparts. Each of us should be prepared to give an update on our current projects. I think John and Jane's report will be of special interest to the additives division.

If you cannot make the meeting, be sure your assistant is prepared to give your report.

Sample Letter #2


We will hold our monthly planning meeting at 4:00 p.m. on Thursday, March 12, in the small conference room. Plan to discuss:

* staff requirements

* audit procedures

* budget revisions

* sales convention

Feel free to add to this agenda by notifying Mary at extension 5555 by noon the day of the meeting.

Sample Letter #3


The monthly service meeting will be held on Thursday, November 14, at 7:00 p.m. in the main shop.

Subjects on the docket are the training of new service personnel, the reviewing of purchasing procedures, and the establishing of rules for compliance with workplace safety laws.

Sample Letter #4


The monthly department meeting will be held on Wednesday, October 10 at 11:00 a.m. in conference room #2. Items on the agenda include a report on this fiscal quarter and information on the new vacation policy. If you have items from your area that you would like discussed, please contact my secretary, Jane Doe, at extension 9435 so she can add them to the agenda.

Sample Letter #5


This is a reminder about the weekly editorial meeting to be held on Tuesday, April 2 at 10:00 a.m. We will meet in Jane Doe's office. The following items will be on the agenda:

* Style guide for French textbook

* Report from managing editor on recently accepted manuscripts

* Report from production editor on high school literature textbook

* Updating list of copy editors and independent readers/editors

* Blurbs and jacket designs for the two novels in the Doe historical fiction series

We anticipate the meeting will run into lunch time and sandwiches will be delivered at 12:00 noon. Let the main receptionist know before 5:00 p.m. what sandwich you would like to order.

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Guide to Write This Letter ❯

Browse these free memo templates designed for business, school, or group From playful to professional, one of these Word templates is sure to meet your.

19+ Meeting Memo – Free Sample, Example, Format Download

memo for meeting announcement

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.


Applicable law

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.

Fill out the template - 100% FREE
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18+ Meeting Memo Templates – Sample, Example, Format Download

memo for meeting announcement


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

RE: Urgent Meeting

All employees are required to attend the meeting on Thursday, March 14 which is to be held in conference room C. The meeting will be conducted at 4:00 - 5:00 p.m. The meeting will be about the adjustments to be implemented on employee benefits, specifically medical and health insurance policies.

Attached is an employee information sheet. Please fill in the missing information and bring the completed document to the meeting.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Announce a special meeting. Sample letter.

Further things to consider when writing announcement letters to team members

Announcement Letters

Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.

Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.

Letters to Team Members

Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.

Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.

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If there's one thing that employees tend to like less than meetings, it's when the Keep your employees in the loop by writing a memo alerting them to the change.

Meeting Announcement Sample

memo for meeting announcement

Meeting memos address the purpose of the meeting, relevant facts and how recipients should respond to the information. Keep the memo as direct and concise as possible and send it electronically or place it in your employees' internal mail boxes. A solid business meeting memo helps managers, team leaders and co-workers share information with employees about upcoming meetings in a timely, effective manner.

Memo Format

Follow standard procedures for written business communication when formatting a meeting memo -- single space and left justify the content, skip a line between paragraphs, put one space after each period and don't indent when you start a new paragraph. Use specific headings, such as "What to Bring to the Meeting" to help recipients identify important information, and provide numbered lists and bullet points so they can quickly locate the information they need, recommends the Purdue University Online Writing Lab. Leave a 1.5-inch margin at the top -- unless you use letterhead and must increase the margin -- and write the word "MEMORANDUM" in boldface capital letters at the top of the page, recommends Loyola University in New Orleans.

Details and Subject Matter

Provide specific information about the meeting. Don't use meeting memos to discuss other issues that aren't relevant to the meeting, recommends the University of Maryland University College. Include the date, time and location of the meeting, the primary topic and who's conducting the meeting in the heading. Address the memo to individual employees, an entire department, a specific team or the entire staff, as needed. Provide a brief summary of what will be discussed at the meeting and include instructions or attachments if you want employees to read or prepare materials before the meeting date. Keep your memo to one page or less.

Professional Tone

Use common everyday professional language in your memo and avoid slang, sarcasm or jokes. Clearly state when, where and why you're conducting the meeting, and don't try to impress recipients with frilly vocabulary words. Be direct and specific with your meeting details and instructions, while maintaining a polite and courteous tone. Avoid emotion and stick to basic facts about the meeting, according to Loyola University. Even if you'll be discussing emotionally-charged issues, conflicts or company concerns during the meeting, your meeting memo needs a calm, neutral tone.

Ways to Send a Meeting Memo

Send a meeting memo the same way you would normally communicate with co-workers and staff. For example, an elementary school principal might put a hard copy of the memo in each teacher's internal mail box. Or, she might send memos electronically to teachers' work email addresses. Only send a text message memorandum to your employees if you've already notified them in advance that you plan to correspond that way. Memos are generally too long to submit using text messaging unless you're only supplying the date, time and location. Avoid using employees' personal email accounts for business, but don't hesitate to send meeting memos to work email addresses.

John and Jane will report on the meeting with their French counterparts. Each of us should be prepared to give an update on our current projects. I think John.

memo for meeting announcement
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