GUIDELINES
- You should note the minutes of a meeting in an easy-to-read manner. Either number the items discussed or put your notes in an outline form. Besides this, use complete sentences and keep everything clear. It is because others may need to refer to your notes during business or legal discussions to make important decisions.
- First, write the name of the organization, date, time, and place of the meeting on the first page. Mention the aim of the meeting. Then state who is convening this discussion. If the group is small, mention the names of all the participants.
- If the members of the committee discussed and approved the previous meeting's minutes, write that. Also, state the amendments they made to the proposals.
- Record the new matters that the members discussed. Mention what they approved and what they disapproved.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
04 May 2011
Atlas Homeowners' Association
Sports Committee
Sportsfest Meeting
Present: Therese Carell, Anne Jones, Mike Jameson, Nina Sykes
Nina Sykes called the meeting to order at 5:05 PM. She asked Therese Carell to read the minutes of the 30 April meeting. These were then approved with no revisions.
The meeting proper then began with Anne Jones' report about the financial requirements of the upcoming sports fest. She said that given the number of interested participants, they needed $2500.00 to pull off the event. After soliciting from members of the community as well as looking for sponsors, the committee was able to come up with $2460.00. Mike Jameson then offered to donate the missing $40.00.
Therese Carell then reported that so far, they had 300 participants in their sector. Nina Sykes suggested that they are divided further into ten teams. All attendees agreed to this. Mike Jameson then proposed to work on the operational plans.
Another meeting was set for viewing the plans and further discussions. The group agreed to meet on 07 May at 4:30 PM.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter with minutes of homeowners' association meetings.
Further things to consider when writing inform letters to citizens, neighbors
Inform Letters
Inform letters are letters written to communicate new knowledge or changes in situations. Whether you want to keep your employees updated with recent changes in the work routine or structure of the company, or to communicate interview dates to job applicants, an inform letter will be the best formal way to do it. Inform letters can also be used to inform employees about new policies that may affect the employment's terms and conditions as agreed to in the contract. For instance, if workdays and business hours are planned during a holiday, an employee should send inform letters to communicate the new schedule and ask employees to solicit cooperation.
Keeping your employees well informed is important to your business and inform letters are powerful tools to do just that. Mention the reason for writing early in the letter. Be thorough, concise, and omit irrelevant details. For unpleasant news like a layoff, be direct yet sensitive. Give clear and complete information to avoid being bombarded with questions later. Communicate exactly what you want the recipient to do. End the letter on a positive note and send it early enough so that the reader has enough time to prepare for the assignment.
Letters to Citizens, Neighbors
Letters to citizens and neighbors are letters written to residents or natives of a certain town or city or to people who reside near or next door to the sender. These letters could be formal or informal depending on the sender and the content. For instance, a local government official may write an inform letter to notify citizens of a major security alert in their area of residence. In this case, this will be a formal letter. In other instances, a person may write to invite his/her neighbors to a house party, to offer condolences, to say thank you, or even to apologize. In such situations, the letters are informal and usually have a casual tone.
The best letters to citizens and neighbors are brief and carry only the intended message. State the purpose of your letter clearly in the introductory paragraph so that the recipient can have an idea of what the letter is about. Convey your message and provide any other information you feel might be important to the recipient. End the letter positively and thank the recipient for his/her time, wishing him/her well. If your letter is formal, your full name and signature will be required.
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