Calling a Meeting
There are a number of ways that you may call or be called to a meeting. Some meetings are announced by e-mail, and others are posted on bulletin boards. If a meeting is announced at the end of another meeting, it is important to issue a reminder. A reminder can also come in the form of an e-mail or notice. Verbal announcements or reminders should always be backed up by documented ones. The date, location, time, length, and purpose of the meeting should be included. It is also important to indicate exactly who is expected to attend, and who is not. If you are planning on allocating someone to take on a certain role, make personal contact with that person to inform them of his or her duty.
Sample E-mail:
To: jane@paristours.com
cc: kana@paristours.com; thomas@paristours.com; nolan@paristours.com
From: pierre@paristours.com
Subject: Meeting
Hi Everyone:
A meeting will be held on 27th July, 2010 at 4:00 PM in the room no. 306 of DIU Main Campus to discuss various current and upcoming issues of the university. You are requested to attend the meeting.
Thank you,
'X'
Sample Notice:
MEETING
LOCATION: Room 306
DATE: Tuesday, July 27th
TIME: 4:00 PM-5:00 P.M.
FOR: Department Head only
SUBJECT: Current affairs
ATTENDANCE IS MANDATORY
