Going for an Official Meeting Announcement Letter

The main purpose of writing this letter is to inform the readers about the official meeting. The letter includes all the necessary details which a reader may need. This letter is usually written by the higher authority of the companies who have to go for any official meeting and want other staff of the company to know about it so that they can feel more responsible and alert about their duties.

Adding the subject makes the letter interesting for the reader. You can also mention the agenda of the meeting so that the readers can know about the meeting. If you want to hand over your responsibilities to someone during your visit and you don’t know whom to choose, you can ask the staff to give the suggestion or if you already chose the person, then the name of the person can be mentioned in the announcement letter.

The tone of the letter is positive and it should be formal. The unnecessary details should be omitted from the letter because announcement letters are always to the point and short. You can write the purpose of writing the letter at the start of the letter. The details of the meeting such as date, time, and location can also be mentioned in the letter. The date on which you will come back to your regular work is also very important to be mentioned. If you are working on any project, you can also announce that you will be checking that project on coming back.

Going for an Official Meeting Announcement Letter


[Your Name]


[Letter Date]


[Recipients Name]


[Subject: Subject of Letter] -Optional-


Dear [Recipient’s Name],

I am writing this letter to inform you about the meeting which is going to be conducted next week. As a senior chairperson, it is very important for me to attend that meeting since it will be very beneficial for our company. There are project tasks which I want to handover to some experienced staff members. I would like you to have a meeting with me in which I will hand over some responsibilities to all of you. The meeting will be conducted at 12 p.m. at the conference room. Hope to see you there.


[Your Name]

[Senders Title] -Optional-


Download Details:


Going for an Official Meeting Announcement LetterGoing for an Official Meeting Announcement Letter

Size: 23 KB Word .doc File 2003 & later

Size: 123 KB PDF File

[personal use only: Not for Resale & Distribution]


I am always available to answer your questions. For any queries or suggestions please contact or write to me at the email address given at the Contact Us page. I will be very happy to see your response to improve my effort. Thank you! *Please write to me at Contact Us for anything for which you were here on my website and could not find it. Your required stuff will be updated within 24 hours at maximum.

You may also like...

Leave a Reply

Your email address will not be published. Required fields are marked *