HOW TO WRITE A NOTIFICATION OF MEETING
A notice of meeting is a written document that informs
members of a group that a meeting is going to take place.
It informs interested parties about the time, place and date
of an upcoming meeting.
Notification of a business meeting should be given well in
advance of the meeting.
Organizers must notify attendees in writing of dates and
times of meeting.
Prior notification is important and this is documented using
a formal notification of meeting.
The notification of meeting must specify:
- Venue
- Date and time of meeting
- Duration of meeting
- Any material required for the meeting
- Agenda of the meeting
A notice of meeting should satisfy the following conditions:
- It should be under proper authority
- It should state the name of the organization/company
- It should state the day, date, time and place of the meeting
- It should be prepared and sent out in advance
- It should state the purpose and agenda of the meeting
- It should bear the date of circulation and the secretary’s signature
Format of a notification of meeting
Company
name
Written at the top of the notice of meeting
Type of
meeting
Designate the type of meeting e.g. special meeting, annual
general meeting etc.
Meeting
Participants
Participants expected to attend the meeting
Date of
meeting
When the meeting is expected to take place
Date of
the notice
Date your notice so that your participants know when it was
sent out
Time of
meeting
Include a convenient time for when the meeting is expected
to start.
Also inform the attendees about the duration of the meeting.
Purpose
of meeting
Helps the members to know what to expect
Location
of the meeting
Where the meeting is expected to take place
Meeting
agenda
Provide the list of topics to be discussed during the
meeting
Usually the first agenda is confirmation of previous minutes
Name
and Title of sender of the notice
Include the name and title of the person sending out the
notice
Sample notice of a meeting
|
DARASA BORA SCHOOL
READERS CLUB Notice of Meeting 30th September 2021
You are
invited to attend the monthly meeting which is scheduled for 8th
September 2021 at 4 p.m. in the new library. Please do your best to be there
at the specified time and date. The objective of the meeting is to discuss the
inculcation of a strong reading culture in Darasa Bora School.
We will
also discuss the following topics:
Agenda
Feel
free to add to this list as you see fit and share with the rest of us. Kindly
prepare for the meeting. I look forward to seeing you there.
Best
Regards, MwauraNangila Secretary |
|
ST. THERESA’S GIRLS
KIMILILI LANGUAGES DEPARTMENT Notice of Meeting
Notice
is hereby given that the opening departmental meeting of the Languages
Department will be held on Tuesday 12th October 2021 at 10.00 a.m.
in the newly constructed media room, to transact the following business:
Non attendance If you
are unable to attend this meeting for any reason, it will be appreciated if
you notify the chair.
KwambokaMpole Secretary
Dated 5th
October 2021
|
FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON NOTIFICATION OF MEETING
KCSE ENGLISH PAPER ONE 2008
You are the secretary of the drama club in your school. The chairperson has asked you to send out a notice of the second meeting to plan the staging of Shakespeare's play, The Merchant of Venice. During the meeting, you will need to appoint the director of the play, set up a date for selecting the cast, and the date of the rehearsal and the final performance.
a) Write the notice of this meeting which you would send to the members of the drama club.
b) Write the agenda that you would attach to the notice.
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