Sample letter announcing a monthly budget meeting


  1. This letter reminds the participants of an expected meeting. It includes the date, location, time, and agenda of the meeting.
  2. Inform the readers about the meeting. State the date, time, and location.
  3. Give the details of the agenda either on the same page or attach it along with the letter. If you have to discuss a few things, just mention them in the text.


[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: Monthly budget meeting

Our monthly budget meeting shall be held at Conference Room B at 10:30 a.m. on Monday, February 1.

Mr. Smith and Ms. Brown shall be reporting in the meeting, together with their counterparts from the German branch of our company whom will join us through video conferencing. Their stories are directly related to the Projects Division, and it may be in their best interest if someone from that division shall be present at the meeting.

Please make sure that all team leaders are prepared to give updates regarding the status of all ongoing projects. In the case that you are unable to attend the meeting, please make sure that your assistant can substitute and deliver your report for you.


[Senders Name]
[Senders Title] -Optional-

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