The notice needs to be signed by the chairman, the director, or the secretary, and the date and the company’s registered office will also be need to be added to the document. You can also add any other details or rules that members need to be aware of. We have scheduled a meeting of the Subcommittee on Special Education to discuss your child's educational needs. Your participation in this meeting is very important and you are encouraged to attend. As a member of the Committee, you have a right to participate in discussions and decisions about the identification, evaluation and educational placement of your child. The meeting has been scheduled for the following date, time and location. For example, a public meeting being held to discuss a matter of public concern should be descriptive and contain enough detail so that those attending can fully participate. If the meeting is held between members of an in-house work group, then presumably the details will already be understood to a certain extent and the wording can be briefer and more basic. Normally, the body of the minute’s records. Begin by stating the objective of your letter. Go directly to the point and deliver your message.