So, you've organised the meeting and written the agenda. The next thing you should do before the meeting takes place is send an email to everybody with details and include the agenda. At the end of this part of the lesson, you will be able to identify what to include in this kind of email.

As we saw in the first part of this lesson, we should begin an email by writing a subject line. The subject line should tell the reader what the email will be about. Here are two good examples of an appropriate subject line. Then for our greeting, we can use one of these for a group email as appropriate: Hi folks, Hi everyone, or Team.

Next, we need to give the details of the meeting, including the time and location. This is usually done in the first line: Our next team meeting will be held on Monday, May 2 at 10am, in the 4th floor conference room. This is to remind you that the soft point training will take place on Wednesday afternoon at 2pm in 301a. If necessary, say whether it is a required meeting, for example, if it's a required training or an optional information meeting. Software like Microsoft Outlook allows you to show whether it is required for you to attend a meeting or whether it is optional. This is a required meeting. Although attendance is optional, I hope to see most of you there.

You can also give some more details about the meeting, for example, the objective. You will need to choose the design team for a remodel at this meeting. If the participants need to prepare something for the meeting, also include a sentence about this: Please read the proposal before the meeting. In preparation, please look at last year's financial report. Please bring copies of the report. Handouts will be available at the meeting.

Next, you should refer to the agenda. You can either attach the agenda to the email, the agenda is attached, I've attached a copy of the agenda, or if there's not much on the agenda, you can also include it in the body of the email: The agenda is as follows. The agenda is below. Sometimes you can also ask if anyone would like to add an item to the agenda, but the organizer can also do this at the start of the actual meeting: Please let me know if you want to add anything to the agenda. However, if you think you won't have a lot of time, you can say something like this: We have a pretty full agenda.

You can then include a sentence to let everyone know what to do if they cannot attend the meeting. It's a good idea to also include a deadline: Please let me know by tomorrow if you can't attend. Sometimes people use the word apologies to describe not being able to attend a meeting, although this is more common outside of the US. Please send apologies by the end of the week.

Finally, finish with a friendly closing sentence. Here are some examples: I look forward to seeing you next week. Please let me know if you have any questions. See you all tomorrow. And then the closing: Best regards, Eric. Best, Eric. Eric. So now you know what to include in an email announcing a meeting. And remember that you should send this kind of email with the agenda at least 24 hours before the meeting.