Tutorial for “Announce a Special Meeting”

Tips

This letter or memorandum is short on discussion and long on important information. After reading it, all recipients should know precisely what is expected and what they can anticipate at the meeting.

Steps

1. Indicate that this is a special (mandatory, emergency, etc.) meeting, and briefly explain its purpose. State clearly the date, time, and place. A "subject line" is helpful in commanding attention.

Sentences

  • RE: Emergency Meeting
  • An emergency meeting of division directors will be held this evening in my office at 6:00 p.m. It is imperative that we meet before speaking to the press about the recent disclosures.
  • RE: Mandatory Meeting
  • We will hold a mandatory meeting to discuss new security procedures Thursday, May 15, at 5:00 p.m. John Doe, Chief of Security, will make a special presentation in the auditorium.
  • RE: Special Meeting on Retirement Benefits
  • Please mark your calendars and plan to attend a special meeting on retirement benefits next Friday at 11:00 a.m. in the large conference room.
  • RE: Mandatory Meeting
  • We will hold a mandatory meeting in the President's conference room Friday at 9:00 a.m. to discuss the recent leaks to the press.
  • RE: Special Meeting on new branch office
  • Plan to attend a special meeting in my office this Thursday at 3:00 p.m. to discuss the possibility of opening a new branch office.

Phrases

  • all supervisory and management personnel
  • don't miss this
  • emergency meeting of
  • goals and objectives
  • look forward to
  • may exchange ideas freely
  • informative session
  • is imperative that we meet before
  • is scheduled for
  • let me know right away if you cannot
  • light refreshments will be served
  • lunch will be provided
  • mandatory meeting
  • mark your calendars
  • meeting to discuss
  • our objective is to
  • plan to attend
  • required to attend
  • send a representative
  • special meeting on
  • the opportunity to discuss
  • to discuss the possibility of
  • will be held this evening in the
  • will make a special presentation
  • will explain
  • will review the
  • your input is valuable

2. Explain how the reader should prepare for the meeting such as bringing specific reports or materials.

Sentences

  • Be sure to bring your security logs and your manual of security procedures.
  • Please be prepared to explain what steps you are taking to ensure that we are in compliance with federal regulations.
  • I suggest that you discuss the matter with your staff and bring your suggestions to the meeting.
  • Please review the current policies and be prepared to discuss possible changes.
  • Think about how you would restructure your operation if you had a 20% reduction in staff.

Phrases

  • a round-table discussion
  • agenda is enclosed
  • any concerns you might have
  • any questions or concerns you may have
  • be prepared to explain
  • be sure to bring your
  • bring your suggestions to the
  • come prepared to discuss
  • discuss the matter with your staff
  • discuss your chief concerns
  • exchange of ideas regarding
  • give some thought to
  • look forward to
  • needs or recommendations
  • opportunity to discuss
  • our objective is to agree on
  • please bring the following to the
  • please come prepared to
  • review current policies and
  • to ensure that we are in compliance with
  • what steps you are taking to
  • will discuss possible changes
  • your input is valuable

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