How Can I Write a Polite and Engaging Email to Invite Department Heads to a Meeting?

Hi, my boss asked me to send an email to all the heads of the departments to invite them to a meeting. How can I compose it in a very polite and engaging manner? Could someone please guide me? Thank you.

Hi Priya,

I am providing a rough outline for your reference. However, I would urge you to proofread your final draft for grammar and spelling before issuing the communication. You may use the Inter-Office Communication format of your organization and ensure that the same is marked to all those expected to attend the meeting, as well as any other senior executives who need to be kept in the loop.

Subject: Meeting on ____ at _(Time)_ to deliberate on _________

You are requested to attend a meeting on _______ at _(Venue & Time)_ to deliberate on _(subject)_. The meeting will be chaired by _______. The agenda for the meeting is as follows:

1.
2.
3.

If you are unable to attend the meeting, please inform Ms. Priya on Ext _______.

Regards,
_(Person calling the meeting)_

Regards

Dear Priya,

Here is the draft for reference.

To: (NAME AND/OR DEPARTMENT)

From: (NAME AND/OR DEPARTMENT)

Subject: (SUBJECT TITLE)

Date: (APPROPRIATE DATE)

This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).

The main purpose of the meeting is to discuss (SUBJECT). Please bring any relevant data you have. You may wish to make copies prior to the meeting so that we all have them for reference.

I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.

Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.

I look forward to seeing you at our meeting. Thank you.

(Person signed calling the meeting)

Best regards,

John

I am providing a draft below for your reference. Kindly review it and make any necessary changes to suit your needs:

Ref. No.
Date:

INTER OFFICE CIRCULAR

This is to inform all concerned parties that there will be a meeting scheduled as follows:

Date

Time -
Venue -
Topic / Agenda -
Speaker / Meeting to be Chaired / Presided over by -

All are requested to make yourself available at the venue and attend the meeting. In case you are not able to attend the same, kindly intimate in advance to ............ at Extension No.

Thanks and regards
Name..... (Person who is sending the invitation)
Designation....

A few members have given you a great idea about sending mail, but kindly ensure that grammatical mistakes don't take away the great content of your mail, as in the case of your request in this forum.

Regards,
Aspirations

Drafting a Professional Email for Senior Employees

Can you please help draft an email for my senior employees? I want to communicate the following points in a positive way:

• They are not starting tele-meetings on time. We have meetings thrice a week at 9:30, but we always start at 9:45. Due to this delay, our tasks for the next hour always get postponed.

• We would also like to ask them to designate an owner for each call.

• The designated owner should send the meeting agenda to all concerned persons at least 24 hours before the meeting.

• Verbal communication will not be considered; all decisions, queries, or inputs must be sent via email.

• All BDM executives must send a daily report to their reporting manager or concerned authority.

Could you please help organize these points and draft a well-written email to communicate them?

Thank you.

Regards,
Keyuri