NOTICE FOR A BUSINESS MEETING

NOTICE OF A MEETING

The statement that contains the particulars of holding a meeting is known as a notice. It is one kind of request to the members for attending the meeting. The date, time, place, and agenda are informed through the notice. It may be oral or written.

“ A notice is the communication-verbal or written informing the persons entitled to attend the meeting about the time, date, place and the business of the meeting.” - S.K. Dutta

When a meeting is to be convened, a notice is required to be sent to all who are to attend it.

It should satisfy these conditions:

1. It should be under proper authority

2. It should state the name of the organization.

3. It should state the day, date, time, and place. Also, sometimes, how to reach the place

4. It should be well in advance. Some require seven days’ notice and some 48 hours.

5. It should state the purpose and, if possible, the agenda

6. It should carry the date of circulation and the convener’s/secretary’s signature

7. It should go to all persons required at the meet

8. It should mention the TA/DA etc. payable and the arrangements for this

Importance of a notice for a business meeting.

·       To inform the members that they should be available at a certain time and date to discuss important company matters.
·       It should be sent out to the participants in advance to allow them to prepare and to make the necessary arrangements to attend.
·       A meeting agenda is included in the notice so that participants can deliberate on the topics of concern before the meeting.

· Absence of notice may bring failure to the upcoming meeting.

In practice, it is necessary to ensure that the notice has been reached in time. This may be done telephonically. Dispatch section and post are prone to delays

We often find that between the date of a letter from a major public organization and the postmark on the letter, there is a gap of 10-12 days. A notice that should reach seven days before a meeting should not reach seven days after the meeting.

Doaab Housing Society Partapur bypass, Meerut NOTICE OF MEETING 13th March, 2023 The 20th Meeting of the executive committee will be held at 4:00 PM on Saturday, 13th Feb, 2023 in ‘Lotus’, first floor, T-Block. The agenda is mentioned below-   4:01 PM    Minutes of the previous meeting 4:05 PM    Appointment of 2 new junior accountant 4:10 PM   Proposal for the  purchase of office item 4:20 PM   List of celebrations for approval 4:30 PM   Replacement of old gen-set.   You are requested to reach the meeting venue with a writing pad and pen 5 minutes before the schedule.   Vishnu Ram Executive Secretary Cc: Chair Person All members