A meeting notice is a document that is sent out to notify the people of the various aspects of a meeting, be it the venue, the data, the subject matter, the agenda, and other relevant matters. It gives the attendees the opportunity to prepare themselves for it.
To start, let’s create a new document on Google Docs. It is a free MS Word alternative. You can use any document editor that you want. Create a title that mentions the type of meeting. Beneath that write the name of your company. Follow that with an introductory statement about the meeting.
In the next step mention all the important details related to the meeting: Start with the subject matter of the meeting followed by its objectives, its date, time and venue. Also, mention the name of the recipient of this meeting notice. It is preferable to send them individually.
If there are certain terms and conditions that the attendees of this meeting need to follow remind them in this section of the meeting. This can include the details regarding the procedures that an absentee of this meeting may need to follow or details regarding how the people are being notified.
On a separate page list out the agendas of the meeting. Start by giving an appropriate title like ‘Special Meeting Agenda’. Then give a brief introduction and then directly start listing out the agendas. Each agenda should include below it the names of the concerned people and a deadline if applicable.
The list should be followed by the ‘Adjournment’ that includes the draft of the outcome of the meeting i.e. a quick summary of the agendas. It should also mention the expected date, venue and time of the next meeting. If there are any high priority issues that need to be discussed in the next meeting it is worth mentioning here.
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