Staff Meeting

Dear Friends,
My director wants to have a meeting with each department a day, where he will be discussing all the road blocks employees might be facing or suggestions they may have etc.
So, I need a email format to inform my staff about this department wise meeting & also want to tell them to keep the list of issues ready & confirm back the appropriate timing for meeting as per their suitability.
Can anyone please help me in this.
Plzzzzzzzzz it is very urgent.
Rgds

You can send this format.You can modify it to suit your requirement.
To
...........(Designation)
...........(Department)
Dear Sir
Subject :- Meeting with the Director
The director has expressed his desire to have a meeting with each department to discuss issues pertaining to the department and it's employees concerned and to invite suggestions and solutions to address the issues.
Accordingly, the meeting with your department has been fixed on............. at ....(time) at/in....(venue).
Please keep the list of matters for discussion ready and confirm your availibilty for the meeting by return mail to the undersigned so as to enable him to inform the director.
Yours Sincerely
Competent Authority
B.Saikumar
HR & Labour Law Advsior
Mumbai