The boarding process is full of formalities, which include a certain structure for the meeting, minutes, agendas, and documents such as notices for a meeting. We are going to talk about the latter in this article: how to write a notice for a meeting and what are they for? A well-written notice of an upcoming meeting serves to provide other attendees with brief information about the meeting, and even such a small document has rules for writing, structure, and an important role.
How to Create a Proper Notice of Meeting?
Below we will provide essential information on the proper structure for writing a notice of meeting, follow the guidelines provided to put together a proper notice document:
- The notice of the meeting has a general format that consists of four headings. One is the “to whom” line, which should contain the names of all those who are going to be invited to the board meeting. The next line should contain the full name and title of the person who is sending out the notice. Next, you must include the date this notice is to be sent out, and finally, in the “subject” box, you must summarize the subject of the notice, such as “executive meeting” and the date of the meeting;
- Next, also in summary form, state the purpose of the meeting with all the information participants may need to attend, including the time and place of the meeting;
- Next, describe exactly what issues will be addressed at the upcoming meeting. The important thing to remember is that everything should be written discreetly and professionally. This part of the notice, though basic, saves all the details for the meeting itself.
Also, it is advisable to mention in the notice to the recipients if they need to review any materials for the meeting beforehand and specify exactly when the agenda will be sent to them. Also, be sure to ask all invited users to respond promptly as to whether or not they will be attending the meeting, so that you can reschedule a time or day that is convenient for everyone and plan the meeting with the attendees.
Board meeting announcement: types and characteristics of meeting notices
Meeting notices are divided into notices for regular meetings and extraordinary meetings. In both of these cases, the chairman of the meeting must make sure that he or she informs the participants about the meeting in sufficient time to allow them to prepare for the meeting.
For regular board meetings, the time, place, and frequency of the meeting should be specified in the bylaws of the meeting.
The board leader also looks to the bylaws when it comes to the deadline for sending an advance notice, given the distance of each board member’s location. Sometimes the bylaws may not include notice of regular meetings for mandatory action at all. But in what cases, then, is a special meeting held?
Board meetings can take an unexpected turn and be called regardless of the regular meeting schedule. This happens when a company has an urgent or special matter. In such cases, a notice of the meeting is always required, without exception. Below we have highlighted the main reasons for calling an emergency meeting:
- An urgent matter that needs to be resolved before the next regular meeting can occur
- A suggestion to change the content of the bylaws has arisen
- A need for advice on changes in the bylaws
- Cancels or changes a decision that has already been made
The peculiarity of this type of notice is that all items on the agenda must be included.