Sample Meetings Letters

An invitation to attend a special meeting, a post-meeting letter summarizing the main points and a letter listing the minutes of a meeting are all types of a meetings letter.

The meetings letter is usually addressed to more than one recipient. However, the information contained in the meetings letter may vary depending on the intended recipients. In a corporate organization, for example, a meetings letter addressed to the lowest-ranked executive may contain barebone information in contrast to one addressed to more senior people.

As is the case with all other types of internal communication, the tone of the meetings letter is dictated by an organization's culture. The tone of a meetings letter circulated to the personnel in a contract research organization conducting a clinical trial on behalf of a client will understandably differ from one circulated to creative types in an advertising agency.

The meetings letter's job is to provide information and even serve as a reminder. It may be written by a secretary, an underling or a volunteer.

Since a meetings letter is addressed to various rungs in an organization, care must be taken to ensure it does not draw unnecessary and/or negative attention to either itself or its "author".