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],
Portal Migration Meeting
Team Leaders
23 August 2010
Convention Hall
Present: Olivia Hayes, Arnold Tums, Erika Holland, and Hank Green
Olivia Hayes read the minutes taken at the meeting of 08 August. These were then approved by the members present without any amendments.
Erika Holland served as the facilitator and asked for input from the rest of the attendees. Olivia Hayes mentioned a portal glitch encountered by one of her team members in which old values from the early entrance were not saved in the new one. Hank Green, Head of the IT Development Team, acknowledged this and promised to give Olivia an update on the 25th of August at the very latest.
Arnold Tums reported a smooth transition on the side of his team. Erika Holland shared that the other teams also had the same results but asserted the need to continue monitoring the migration process to ensure the accuracy of data.
The next meeting was then scheduled for 30 August 2010.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Take the minutes of a meeting. Sample letter #1.
Further things to consider when writing inform letters to team members
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 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.
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