Letter announcing a meeting about holidays and bonuses


  1. This letter calls the readers to a special or an emergency meeting. It does not discuss anything; rather it states all the important details. After reading this letter, they should know what can they expect at the meeting.
  2. State that it is a mandatory/special/emergency meeting. Briefly, explain its purpose and state the date, location, and time. Include a "Subject Line" to grasp the reader's attention.
  3. Explain what should the reader expect in the meeting such as come prepared with some materials or reports.


[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: Meeting to discuss new holiday and bonus structure

Lisa Matthews from the Human Resources Department shall conduct the next Monday to go over the adjustments and new regulations regarding company holidays and bonuses. Office staff shall be required to attend in two batches, with the first batch visiting at 11:00 a.m. and the second batch at 1:00 p.m. Batch assignments shall be posted on the bulletin board tomorrow.

Please review the company policy manual, specifically the section on holidays and bonuses to have background knowledge on the topics to be discussed. Attendance is highly encouraged, and comments and suggestions regarding the matter shall be taken into account. Thank you.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -