- This letter reminds the participants of an expected meeting. It includes the date, location, time, and agenda of the meeting.
- Inform the readers about the meeting. State the date, time, and location.
- 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.
[State, ZIP Code]
[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 Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter announcing a monthly budget meeting.
Further things to consider when writing announcement letters to team members
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
Letters to Team Members
Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.
Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.