Announcing Meetings
Guidelines and Alternate Phrases
State when you have scheduled the meeting. Other brief details such as where, what time, and why can usually be given in one “message” statement.
The next and final planning meeting for the Oktoberfest will be at 10:00 a.m. Monday, August 21, in the Post Conference Room.
Plan to join us for the next monthly Horizons meeting: 12399 Silvan Avenue, Suite 299, 4:00 p.m. on Tuesday, August 22. We’ll be discussing how ....
You are asked to attend the next monthly managers’ meeting (Tuesday, August 9, 9:00 a.m., conference room C) to give your input on the ....
Be clear about whether meeting attendance is required or optional.
Ask for confirmation of attendance so if key people will be unable to attend or if necessary information is unavailable, you can reschedule. Better to cancel than conduct meaningless meetings.
Please call to confirm you will attend.
Please phone if you will not be attending.
Attendance is required.
If you cannot attend, let me know as soon as possible so we may reschedule the meeting, if necessary, to have a majority present.
Let me know if you will be attending personally or if you plan to send a colleague in your place.
If you cannot attend, please designate someone from your staff to attend.
All interested parties are invited to attend.
We do not need a confirmation of your attendance, but we hope to see you there.
We need a completed registration form in order for you to attend the meeting.
Include the meeting agenda in question form so attendees know specifically which direction their thought, planning, and comments should take. Generally stated topics such as “technical problems” give few clues for attendees to come prepared with data, questions, or comments. Also, include time allocations for agenda items. Although these cannot always be adhered to, stated guidelines help attendees to know the depth of discussion expected and later to keep the meeting from getting bogged down in insignificant detail. Also, time limits and the order of agenda will allow those whose presence is not required for the entire meeting to come late or leave early.
Tell attendees what preparation they should make or what they should bring to the meeting.
Please come to the meeting prepared to brief us on ....
Please have the July sales figure with you at the meeting.
We ask that you review the enclosed report before the meeting.
You’ll need to have read the operator manual before you report to the class.
Please make every effort to talk with several sales managers from your district to gather their opinions about this issue.
Please review the enclosed packet of materials.
Please bring a list of your accounts with service problems.
We ask you read the first two chapters in the enclosed booklet before attending the meeting.
Will you please return the enclosed presidential ballot before the meeting date?
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