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Mandatory meeting notice sample

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Mandatory meeting notice sample
August 16, 2019 Anniversary Wishes 4 comments

A notice of meeting or memo informing of a business meeting should be written Even if you are sending out a mandatory meeting memo, some employees or.

A source of irritation for employees can be the issue of pay — or no pay — for time spent attending meetings and training sessions. Tell employees they have to attend a meeting or training program, and the employees may raise questions like these:

  • Is attendance mandatory, or can we skip it?
  • If we show up, do we get paid?
  • If we don’t get paid for the time at the meeting or training, why do we have to attend?

An employer can lessen, and even end, the irritation employees experience, and avoid having to deal with questions like those above by adopting a clear policy on the topic.Address the following in this policy:

1. How often do you have employee meetings? For example: Once a year, once a month, every other month.

2. Is employee attendance requested or mandatory? This is especially important if meetings are held when all employees aren’t on-duty but are required to come into work to attend the meeting.

Warning: Keep in mind that if you require off-duty employees to attend meetings…you must pay them for that time. Under the Fair Labor Standards Act, employers must pay employees for attending meetings:

  • If their attendance is mandatory and
  • The meeting serves to benefit the employer. If meetings are strictly voluntary and outside of working hours, you may not be required to pay employees. To be sure, check your state and federal wage and hour laws.

3. Be sure and mention where the meetings are usually held, what time they are held and what type of topics will be discussed.

Here’s some wording to consider in a meetings policy: “The Company holds monthly employee meetings. These meetings are usually held at 4 p.m. in the staff lounge. All employees are required to attend. Off-duty personnel are required to punch-in at the start of the meeting and punch-out at the end of the meeting. You will be paid your regular rate of pay for your attendance at these meetings.”

Sample Policy: Meetings and Management

Management and Supervisors schedule a number of meetings and training programs during the year that employees will attend. You will be paid for all time you spend in meetings and training programs you are required by the management or your Supervisor to attend.Following are the most common meetings and training programs. These brief descriptions do not cover every detail or question you may have regarding a meeting or training program. Ask your Supervisor any question you may have regarding a meeting or training program.

1. Plant meetings: Each plant manager schedules a plant-wide meeting each month. You are required to attend at least six of these meetings in a 12-month period.

2. Department meetings: Each department supervisor schedules meetings as needed for all employees in the department. These normally are held once each week. You are required to attend those meetings scheduled on days you are scheduled to work.

3. Training programs: From time-to-time the plant manager and the department supervisor schedule training programs for certain employees. Your Supervisor will inform you when you are required to attend a training program.

4. CEU training: If your position with the company requires you to have a license or certification, and if state law requires you to continue your education to maintain your license or certification, you have the responsibility to continue your education and to maintain your credentials. The company will permit you time off from work to attend Continuing Education Unit (CEU) education and training. You must obtain prior approval from your supervisor for this leave of absence. You are responsible for paying any fees for CEU education and training. And the company will not compensate you for time you spend in CEU education and training, except for specific CEU education or training programs that the company requires you to attend.

5. Employee Safety Meetings: Safety meetings for all plant employees are held on the first Monday of the month. Employees are required to clock in for safety meetings one hour prior to the start of their scheduled shift. Attendance at safety meetings is mandatory.

6. Safety Committee Meetings: Safety committees for each shift meet one hour prior to the committee members’ scheduled starting time on the last workday of the month. Committee members will clock in at the start of the meetin

[NOTE: Information and guidance in this story is intended to provide accurate and helpful information on the subjects covered. It is not intended to provide a legal service for readers’ individual needs. For legal guidance in your specific situations, always consult with an attorney who is familiar with employment law and labor issues.]

Meeting Announcement Sample. All Letters» Announcement Letter» Other Announcement Letters» Meeting Announcement Sample.

Pay Policy for Mandatory Meetings

mandatory meeting notice sample


[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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Meeting Announcement Sample

mandatory meeting notice sample

Meeting Announcement Sample

Meeting Announcement Sample

Please be informed that a meeting has been scheduled on [some date] to discuss [meeting topic]. We shall meet at [location] on [some time]. The following people are required to attend: [list the names]. Also we will be joined by [Mr. John] from the [accounting department].
The following points will be discussed:
1) First Point
2) Second Point
3) Third Point
4) Etc….
Please inform me if you'd like to add anything to list above. All suggestions and questions are highly welcomed.
Kindly signal that you received this [letter/email] and confirm your attendance. Please make sure to be on time as you always do. Looking forward to seeing you there.

Meeting Announcement Sample

I would like to announce a meeting on [date] at [location] to discuss [meeting purpose].Our agenda includes:
1) Meeting topic 1
2) Meeting topic 2
3) Meeting topic 3
4) Meeting topic 4
5) Etc…
Please share your comments and feedback so we all can be better prepared.
Your presence is highly appreciated. Please confirm your attendance by writing. Looking forward to meeting you there.

Meeting Announcement Sample

You all invited to attend the [head of departments – change as needed] meeting which is scheduled on [some date] at [some time] in [our meeting room]. Please do your best to be there at the specified date and time. The purpose of this meeting is to discuss ______. [Additionally, specifically], we will shed the light on the below topics:
1) Topic 1
2) Topic 2
3) Topic 3
4) Etc…
Feel free to add to this list as you see fit and share with the rest of us. Please be prepared as you always do. Your presence is highly appreciated.

Meeting Announcement Sample

We are holding a meeting on [some date] at [some time] to discuss ______. Your presence is essential. We plan to go through the following points:
1) Meeting Point 1
2) Meeting Point 2
3) Meeting Point 3
4) Etc...
Please feel free to suggest additional topics as you see fit. If you are unable to attend, please inform me or send a representative. I look forward to seeing you there.

privileged, subsidiary, and main motions, and links to sample council notice requirements under the open meeting law are satisfied, regardless of reasonable attorney fees is mandatory if the court determines the public.

5 reasons why you should attend annual general meetings if you’re an investor

mandatory meeting notice sample

I have an issue with “mandatory volunteer meetings.” Do you hear the contradiction? Mandatory and volunteer don’t belong together in the same sentence, but churches and nonprofits juxtapose them all the time. (Need proof? Just Google the phrase!)

I understand — it’s a really, really important meeting. They won’t be able to chaperone that student retreat if they don’t come. They won’t be able to teach that class if they don’t participate. They can’t serve in the kitchen without the training. You have essential information to share. But telling them it’s mandatory–like paying taxes, or getting a physical before gym class? Surely we have better language than that.

Volunteers are, after all, the hands and feet of Christ, and it’s the Church’s job to equip them to do ministry, not to enforce participation at training events. Getting and keeping your church members engaged in volunteering takes excellent and inspiring communication. Here are a few ideas:

– Make It an Invitation – 

Invite before you mandate. Most people volunteer because they are excited to be a part of what God is doing at your church. People also volunteer to get to know other church members. Appeal to those two desires when you communicate.

Let’s say you are sending your students to youth camp and you need to train your leaders before the trip. What about something like this?

“Let’s celebrate the record-number of sign-ups for summer camp together before we head to the beach! Join us for a fun night with your fellow leaders, and we’ll equip you with the essentials you’ll need to help your students grow closer to Jesus next week.”

Does that sound more inspiring and inviting than mandatory leader training? I think so.

– Offer Flexibility –

In-person meetings can be tough and aren’t always necessary. Don’t make someone feel rejected because of scheduling conflicts. Can you live-stream the meeting over the Internet and let people send in questions electronically in real-time? (You could with Periscope, or a number of other free apps.) Can you put together a manual that covers the key points and schedule follow up calls to make sure volunteers understand their roles and expectations so they can serve effectively? As full-time staff, the goal should be to equip as many members of the church to serve as possible, and that will sometimes require flexibility. And when you offer flexibility, communicate the options clearly without stigmatizing any of them.

The Unstuck Group’s Paul Alexander wrote a great article about getting more volunteers by making it easier to start. Every role can’t be simplified in the same ways, but there are definitely some good places to start!

– Make People Feel Irreplaceable, Not Disposable – 

I’m not suggesting you stroke egos or try to make people feel important. As leaders we should always be encouraging biblical humility. However, God values every person and wants them to know it. We frequently say things in the Church like “If you had been the only sinner, Jesus would’ve died for you.” Then we sometimes treat people like God would’ve said “Eh, take ’em or leave ’em.”

The Church should be a place that communicates to people their value in the Kingdom. It’s a good thing to communicate to your volunteers that you appreciate what their uniqueness brings to the culture of your church and to the role in which they are serving.

What other ideas do you have for improving the ways we communicate with volunteers?


Tiffany is our Director of Marketing & Communications. She graduated from Clemson University, and before joining The Unstuck Group, worked in public relations with major national retail brands, nonprofits and churches on content creation, strategic planning, communication consulting, social media and media relations. She also founded and writes for WastingPerfume.com, a devotional blog for young women.

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mandatory meeting notice sample
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