40 Professional Meeting Notice Templates (100% FREE)

Meetings open opportunities for people to share information. They receive reports about projects and other issues. Based on the reports or information they get, people think critically to solve problems. Through meetings, teams build trust with each other. They seek to work collaboratively and communicate better. When working with a large team, announcing a meeting and its agenda to everyone can be challenging.

Using a meeting notice template makes the work of announcing a board meeting or regular meetings easier.  Organizations use a meeting notice template to create meeting agendas and dates for important meetings. A meeting notice could be used to call for board meetings to discuss issues that affect the company. It is a document that communicates to concerned parties about a meeting event that will occur soon.

Meeting Notices

What is a meeting notice?

Organizations often hold meetings to discuss specific issues that can help run a company better. Different departments hold departmental meetings to discuss issues impacting the specific department. A meeting notice is a letter that alerts teammates about a soon-to-take-place meeting. The letter acts as an official invitation to the meeting. 

A meeting notice is designed using a meeting notice template. The template provides details for the meeting including the time and day. It communicates the place where the meeting will be held and the main agenda. Using a meeting notice ensures everyone required to attend gets informed on time. 

Meeting Notice Templates

What is the purpose of using a meeting notice?

The main goal of using a meeting notice is to inform. The importance of information is to allow people to get ready to participate in a board meeting or other regular meetings. Using a meeting notice template, a manager can send a mandatory meeting notice to all stakeholders, departments, or boards. If a manager wants the meeting to be attended by everyone and be productive, it is necessary to understand why a meeting notice template is important.

  • Create a formal notice. A meeting notice template prepares a team for different types of meetings. Managers use it to officially call for a meeting. For instance, they may use it to issue an HOA annual meeting notice or a mandatory meeting notice. No matter the type of meeting, a meeting notice provides a formal call for meetings. There might be emergency meetings too but the notice is required there as well.
  • Informing the agenda. Another reason why organizations use a meeting notice template is to inform teams about the agenda of a meeting. Teams need to know what they are coming to discuss. They prepare their mind for specific discussions, whether it is in-office or a virtual meeting.
  • Assigning roles. A meeting notice letter may also contain roles that certain people or some interested parties will be expected to play. If it is a notice for board meeting, the CEO might be needed to chair the meeting. Another board member might be required to give a certain report.
  • Informing about new developments. Once a team gets informed to attend a meeting, new issues might come up later. The organizations might decide to cancel the meeting for different reasons. In this case, the team updates and sends a meeting canceled notice to the team. 
  • Informing about special speakers. Some regular meetings or board meetings might have guest speakers. It is important to prepare the team to receive the guests and offer them attention. An example is when calling a HOA meeting. The HOA annual meeting notice may inform the members about the guest speaker to expect.

How do you organize for a board meeting?

Board members need to be given time to prepare for the agendas to be discussed in a board meeting. The board secretary needs to send a notice for board meeting early. These meeting notices are applicable to both in-office and virtual meetings. They can use a meeting notice template to ensure no important issue about the meeting is left out. There are important steps that must be followed when organizing board meetings. 

  • Set  an agenda
    Before planning a meeting, it is crucial to understand the agenda. The first thing people might ask when they hear about a meeting is what the agenda will be. Let the agenda be reasonable and relevant with the time. Let it be an agenda that will help build the company. It should be indicated clearly on the notice for board meeting.
  • Consider busy schedules of board members
    Throughout the business world, board members manage the busiest schedules. Consider that most of them might not be available when you issue a short notice. You need to consult with them and plan based on their availability. Unless there are special meetings, follow this rule.
  • Select a meeting notice template
    You need a resonating notice meeting template to create a notice for board meeting. Board meetings require details ensuring no member will begin to make follow-ups inquiring for details of the board meeting. As a precaution, be keen with the date you send the notice for board meeting. Allocate enough time before the meeting date.
  • Remind the board about the meeting
    It is common for a busy person to forget due to the issues they handle daily. Keep them updated about the meeting. From time to time, send a follow-up message reminding them that the meeting is still on. If for any reason the meeting is canceled or postponed, send a meeting canceled notice immediately.

Mandatory Meeting Notices

What types of agendas can be organized in regular meetings?

Meeting agendas should give those invited the best reasons to attend the meeting. Unclear agendas could make people refuse to attend regular meetings or virtual meetings. Make the agenda clear and interesting. A good meeting agenda can help attract more attendance in regular meetings.  Some of the important agendas to discuss may include the following. 

  • One-on-one agendas
    In regular meetings, one-on-one agendas bring members on board to discuss specific issues. The organizer may send a mandatory meeting notice for this type of meeting.
    The reason is that each member is supposed to participate individually. They might be expected to report their tasks directly to the team. The meeting could be organized to involve peer-to-peer discussions. They are important for noticing any skill gaps among members.
  • Team building meeting agenda
    Team building agendas may not necessarily involve outdoor activities. They can involve bringing the team together to discuss important issues affecting the whole team. They are important for brainstorming and recording minutes.
    During these meetings, departmental heads might be required to give reports about their departments. The goal is to give the team a better direction in running the business.
  • Project launching or reporting meeting
    This type of meeting agenda is prepared to set the pace running for a new project. The team is informed about the goals of the project and the tasks involved. They get to understand the milestones to follow and the metrics expected. Teams get assigned their roles and the actions required.
    When a project is ongoing, teams might be called for a mandatory meeting notice to report on the progress of the project. The meetings can be used to evaluate the progress of the project. The team checks the obstacles and agrees on their solutions.
  • Managerial team meetings
    Managers or even the directors can get a mandatory meeting notice to attend a meeting specifically designed for managers. In the meeting, the agenda can be about the issues affecting their departments.
    The agenda could be addressed to offer insights about running the company. Its aim should be to build a team that is vibrant and headed in the right direction.

What factors should you consider when calling for board meetings?

The issues to be discussed in a board meeting should be specific to make them a special meeting. They must not raise questions or suspicions which might make the board refuse to attend. Board members are high-ranking officials.

The agendas they discuss must be of high importance. When communicating about board meetings, the following items should be factored in the notice for board meeting.

  • Who will attend? In the meeting notice template, add all the names of the people expected to attend the meeting. Adding names helps the members get ready with expectations. 
  • What will the meeting be for? Provide the reason or reasons for calling for the meeting. No member would be surprised with an agenda or goals for the meeting. 
  • When will the meeting be held? Record in the mandatory meeting notice the date of the meeting. The date goes hand in hand with the venue of the meeting. Let it be a value the team will feel comfortable during the meeting. Send the notice a few days prior to the meeting either through electronic transmission or a formal printed letter.
  • How long will the meeting take? Be clear about the expected amount of time the meeting is expected to take. Some board members might fail to attend if there is no defined meeting duration. They might have other meetings to attend and would want to plan for each accordingly. 
  • What topics of discussion to expect? State the types of topics the board should expect to discuss during the meetings. 
  • Are there specific roles to play? If all or some of the board members will be expected to play specific roles, offer details about them. Letting them know the roles helps them get ready to participate fully.

Notices For Board Meeting

How do you write a notice of meeting?

There are different types of meetings that a company can organize. The style and tone of the meeting notice may differ depending on the audience. For instance, an emergency meeting may warrant sending a mandatory meeting notice.

An annual meeting might need notices such as a HOA annual meeting notice. Each type of meeting has its meeting notice requirements. When writing a meeting notice, it is important to know the information to add to the meeting notice template. 

  • Add the organization name.
    The topmost section of the meeting notice should include the name of the organization. The recipient should immediately identify where the letter is coming from once he opens it. Add details in this section including the company address.
  • Indicate what type of a meeting it is.
    There are different types of meetings an organization may plan. It may plan a:
    Board meeting
    Departmental heads meeting
    Project launch meeting
    Annual general meeting
    Regular staff meeting
  • Make it clear and describe what type of meeting you are notifying the recipient of. They would want to know if the meeting is relevant to them or not.
  • Notify who is expected to attend. Depending on the type of meeting, let the recipients know the category of people who should attend. Are they shareholders, board members, or all staff?
  • Describe when the meeting will be held. It is important to indicate the date the team is expected to meet. Let it be a date that is favorable to most people. Unless it is an emergency meeting, the date should not be too near.
  • Include the date when the notice was written. It is necessary to write when the notice was prepared. Some recipients might complain the notice was prepared too soon. Having a date eliminates complaints that may arise.
  • Describe the goal of the meeting. The goal of the meeting explains why the organization is calling for a meeting. Let the invitees know the main cause that will be discussed. Break down the agenda into specific issues for the meeting.
    Meetings are planned to discuss important issues that touch on the company. The invitees need to know what issues will be on the table. It allows them to be ready to actively participate in the discussions.
  • Include contact information. Add contact to allow people to make inquiries for further information.
  • Indicate your name. The recipient needs to see the name of the sender. If they need to make contact, they will contact the name signed at the bottom of the meeting notice.

Company meetings are important in the day-to-day running of an organization. It is during meetings when any arising issues get discussed. The events bring the company leadership and all workers together to create a unified way forward. 

Urgent meetings can have a notice of less than two days. Other meetings may have a notice of four days and up to forty or more days. 

Annual general meetings might require notices of up to two months. Giving a reasonable time ensures the people involved get enough time to prepare.

There are different types of meeting notices. They include a HOA annual meeting notice, a mandatory meeting notice, and a notice for board meetings. If the meeting is canceled, every member needs to receive a meeting canceled notice. 

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