How to Optimize Meeting Announcement Emails: From Mistakes to Improvement Tips

To help us review what we've learned about an email announcing a meeting, we're going to look at a bad example of an email and see how it should be improved. Let's take a look at this email that Eric wrote to his team members. What is wrong with it? If you need more time, pause the video. The email was very informal and didn't give a lot of information, did it? So, let's see how we can improve it.

First, let's fix the subject line to make it clearer and use the right format. Okay, now let's fix that greeting. It's not very professional. Using 'Hi everyone' would probably be better. Good, so what about the first mind? It doesn't really tell us anything useful about the meeting. So, let's include what the meeting is again and then add the date, time and location. Now, we could also be more specific about what we're going to talk about at the meeting.

Okay, we should be clear about where the agenda is. Is it in the body of the email or is it attached? Let's say it's attached. Okay, we don't usually say 'check it' when we include an attachment. As long as we mention that it is attached, the reader will know to look for it. Actually, if we include the sentence asking if anyone wants to add anything, it will encourage the reader to open the attachment. So, let's do that.

Finally, let's end the email with a friendly closing and a name rather than an initial just to make it a little more professional. So, there we are, a much better email.