Special Meeting Announcement Letter

The meetings between the staff of any company or organization are very important and very common. Whenever any person of high authority in any business wants to communicate with the people working under him, he can call them on for the meeting. The meeting also allows the staff members to share their views with each other. 

The main purpose of writing this letter is to let the readers know about the emergency meeting called. The letter does not include any extra detail except the significant items of the meeting. Since the letter is formal, it should be to the point. The reader should be told through the letter what to expect in the meeting.

The advantage of telling the reader about the subject of the meeting makes the reader mentally prepared for the meeting and he can also write several important points which he may want to discuss in the meeting. You also state that this letter is being written to call the reader for the emergency meeting.

The date, purpose, time, and location where the meeting will be held should also be explained in detail. If you want to get the attention of the reader at first glance, add a catchy subject in the letter. It should be mentioned in the letter that it is obligatory for the reader to attend the meeting so that the message of the letter can be taken-for-granted and they take it as their responsibility to attend the meeting.


As all of you are aware that on our [number] anniversary, we had announced a competition among all the departments. The four things on which the departments were judged were punctuality of the staff, most presentable office space, customer ratings, and customer service quality. The team of our judges comprising of our honorable CTO Mr. [name], VP Product management Mr. [name], VP of engineering, VP of Marketing, and Director of Engineering visited all the departments and rated them on the above-mentioned criteria. Now the results have been compiled and the winners have been finalized.

The winning department would be announced in a special meeting being held on [date] at [venue] at 7 pm and it would be followed by dinner hosted by the CTO who would address the gathering. The winners would be given [amount] to be used by the department as they want.

Looking forward to a great evening.


This letter is to announce a special meeting to be held on [date] at [time] in the main conference room. This meeting is being held to take suggestions regarding what to do with the prize money our department won in the inter-department competition.

As you know the departments were judged on four things punctuality of the staff, customer service quality, presentable office space, and customer ratings. We worked together to win this competition, so it is only fair that we decide what is to be done with the prize money by mutual consent. The popular options being

  • Investing in a new coffee machine and general upgradation of the department kitchen.
  • Investing in a new LCD or gaming station for the entertainment area.
  • Arranging an all-expense paid trip to [resort].

We are open to suggestions. In case of no consensus, voting would be done to decide the course of action. On a lighter note, may the best option win!

Looking forward to an exciting evening.


Dear [Recipient’s Name],

It is to announce that all the employees should be in conference room Number 1 for the meeting. The meeting will be conducted at 5 p.m. Some important decisions will be taken about the employee benefits and other facilities. Please fill out the employee information sheet attached with the letter and send it to the meeting.

[Your Name]

[Senders Title] -Optional-

Download Details:

Special Meeting Announcement Letter

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