English Email Writing Guide: How to Send a Meeting Announcement with an Agenda

So, you've organized the meeting and written the agenda. The next step before the meeting is to send an email to everyone with the details and include the agenda. By the end of this lesson section, you will be able to identify what to include in this type of email.

As we saw in the first part of this lesson, we should start an email by writing a subject line. The subject line should tell the reader what the email is about. Here are two good examples of an appropriate subject line. For the greeting in a group email, we can use one of these appropriate options: Hi folks, Hi everyone, or Team.

Next, provide the meeting details, including time and location. This is usually in the first line: Our next team meeting will be held on Monday, May 2 at 10am, in the 4th floor conference room. This is to remind you that the soft point training will take place on Wednesday afternoon at 2pm in 301a. If necessary, indicate whether attendance is required, for example, if it is mandatory training or an optional information meeting. Software like Microsoft Outlook allows you to show whether attendance is required or optional. This is a required meeting. Although attendance is optional, I hope to see most of you there.

You can also provide more details about the meeting, for example, the objective. You will need to choose the design team for a remodel at this meeting. If participants need to prepare something for the meeting, include a sentence about it: Please read the proposal before the meeting. In preparation, please look at last year's financial report. Please bring copies of the report. Handouts will be available at the meeting.

Next, refer to the agenda. You can either attach it to the email: the agenda is attached, I've attached a copy of the agenda, or if there's not much on it, include it in the body of the email: The agenda is as follows. The agenda is below. Sometimes you can ask if anyone would like to add an item to the agenda, but the organizer can also do this at the start of the meeting: Please let me know if you want to add anything to the agenda. If time is limited, you can say: We have a pretty full agenda.

You can then include a sentence for those who cannot attend the meeting, ideally with a deadline: Please let me know by tomorrow if you can't attend. Sometimes people use the word apologies for being unable to attend, more common outside the US: Please send apologies by the end of the week.

Finally, finish with a friendly closing sentence. Examples: I look forward to seeing you next week. Please let me know if you have any questions. See you all tomorrow. And then the closing: Best regards, Eric. Best, Eric. Eric. Now you know what to include in an email announcing a meeting. Remember to send this kind of email with the agenda at least 24 hours before the meeting.