- The letter is meant to remind those people on the meeting abut the decisions and work assignments that were decided. This will help the work to effectively move along.
- Start the meeting with a strong and affirmative statement
- Go over the essential decisions and assignments.
- Tell the people who attended the meeting about the decided deadlines and when is the next meeting.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
The following people will have to perform the given tasks for the upcoming year:
Jane --- maintenance of grounds and lawns
Jack --- repairing roads
Sally --- storage and parking
Ashton --- the fees of homeowners.'
Stan --- repairing the exterior of the condominium
Every person is liable for the tasks assigned. Next year, different people will be chosen. We thank you all for your hard work.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample meeting follow-up letter reviewing roles and tasking.
Further things to consider when writing follow-up letters to team members
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
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.