Letter of notification of business meeting

The basic process of organizing meetings has to be absolutely clear to all parties.

Notification of a business meeting must be given well in advance of the meeting.

A month in advance is normal.

Organizers must notify attendees in writing of dates and times of meetings.

Prior notification is extremely important, and it's also important that the prior notification is documented.

Failure to properly notify attendees can in some instances have serious legal implications, if there are business or property interests involved.

Hence the need to record formal notification.

The notification of meeting must specify:

Venue, including full address details.
Time of meeting.
Duration of meeting.
Any materials required for the meeting.
Agenda of the meeting. (It is usual to specify any presentations or other information to be provided by guests at the meeting.)

Failure to provide this information can cause significant legal problems.

Company directors representing investors, for example, can legally object to proceedings, if there are serious omissions in conduct of any part of a meeting.

The example below is of a company meeting. The agenda of the meeting is only one item, but contains important information for attendees.

Example:

Addressee

Your reference
Our reference
Contacts

Dear….

Notice of meeting of Board of Directors, Alpha Inc.

Please be advised that the Board of Directors of Alpha Inc. will be holding a special meeting at which your attendance as a member of the Board is requested.
Place of meeting: Suite 101, Level 7 Alpha Towers 223 Magnate Street, Sydney
Time of meeting: 9AM, 21st May, 2010.
Duration of meeting: 9AM to 5PM.

Materials required for meeting:

Contract estimates from

ABC IT Industrial Ltd.

DEF IT (Europe) GmbH

Calcutta IT (India UK) Ltd.

Contract evaluations by Smith Jones Brown

Cost analyses of above contracts by Prix Max

Alpha Inc. White Paper 'IT expansion' dated 2 December 2008.

Agenda of meeting:

Item 1

Final decision for award of contract for Alpha Inc IT system upgrade.

Prof. Desiree Watson, IT consultant, will conduct a detailed presentation regarding system specifications.

Mr. Jay Smith, of Smith Jones Brown, will provide a presentation on contract evaluations and a comparative analysis.

M. Jean Duchamps of Prix Max will conduct a presentation regarding cost benefits of these contracts.

Important Note: Attendees are requested to familiarize themselves fully with the new materials provided in March 2010 by Smith Jones Brown prior to the meeting, which contain relevant systems data regarding these contracts.

Non attendance:

If you are unable to attend this meeting for any reason, it will be appreciated if you notify the Executive Administration Officer on the above contact numbers.

Yours sincerely
Signed
Title
Dated

Disclaimer

Please note:

This text is intended for advisory and guideline purposes only.

Any business letter can become a legal document, so check your content properly before issuing.

Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.