Notice Writing for Business Meetings

Key Components of a Business Meeting

A business meeting typically includes the following three essential components:

1. Notice of Meeting

2. Agenda of Meeting

3. Minutes of the Meeting

Notice of a Meeting

The Notice of a Meeting is a formal announcement sent to all participants who are expected to attend. This document serves as an official intimation about the meeting and provides critical details to ensure everyone is informed and prepared.

Essential Elements of a Notice

To make a notice effective and complete, it must meet the following criteria:

1. Authorization:
   Ensure that the notice is issued under the proper authority, such as the secretary, convener, or authorized personnel.

2. Organization Details:
   Clearly state the name of the organization or entity organizing the meeting.

3. Meeting Information:
   Include the following details:

   • Day, date, and time of the meeting

   • Venue or location of the meeting

   • Instructions on how to reach the location (if applicable)

4. Timely Circulation:

   • Notices should be sent well in advance.

   • Standard notice periods can vary, such as seven days or 48 hours prior to the meeting, depending on the organization's policies.

5. Purpose and Agenda:
   Mention the purpose of the meeting and, if possible, include the agenda to provide participants with clarity on the topics to be discussed.

6. Date and Signature:
   The notice should carry:

   • The date of circulation

   • The signature of the secretary or convener issuing the notice

7. Recipients:
   Send the notice to all individuals required to attend the meeting.

8. Travel and Accommodation Arrangements:
   If applicable, mention details of travel allowances (TA/DA) and any arrangements made for attendees.

Practical Tips for Notice Distribution

• Ensure Timely Delivery:
  Confirm that the notice reaches recipients well before the scheduled date.

• Follow-Up:
  Use telephonic communication or email to confirm receipt, especially in cases where postal services or dispatch systems may cause delays.

• Avoid Delays:
  Delays in postal services can be problematic. For instance, a notice sent by a major organization might take 10-12 days to reach its recipient. A notice that should arrive seven days before the meeting should not arrive seven days after the meeting.
  
  

By following these guidelines, organizations can ensure effective communication and smooth preparation for any business meeting.

Specimens of notice

Seven Hills Housing Cooperative Society
Sundar Nagar, New Delhi

NOTICE OF MEETING

11th September 2011

The 44th meeting of the Executive Committee will be held at 8.00 p.m. on Sunday, 22nd September 2011, in Sanket Auditorium. The agenda is given below.

Agenda:
44.01 Minutes of the previous meeting
44.02 Appointment of a new watchman
44.03 Celebration of Kojagiri
44.04 Donations for flood relief
44.05 Permission to sell flat
44.06 Defaulting members
44.07 Purchase of a generator
44.08 Any other matter with the permission of the Chair

You are requested to attend the meet.

Rajnath Mistry
Executive Secretary

cc: To all members