Notification of a Meeting
For every formal meeting to be beneficial and lawful, a notice must be given prior to the meeting date, notifying those who are expected to attend. Failure to do so may result in the meeting's business being declared pointless because no notification was provided prior to the meeting. The secretary of the group scheduled to meet is then directed to notify members of the group, club, or organisation of the planned meeting on a regular basis.What exactly is a Notification of a Meeting?
A meeting notification is a formal document that is sent to all members informing them of a planned meeting.
Notification can be given in the form of an announcement during class meetings, dorm assemblies, or notice boards in a learning institution context. A meeting notification should be sent out in sufficient time to reach members at least two weeks before the meeting date.
To be useful, a notification should answer the following questions:
i. What was the date the notification was written?ii. What is the meeting's time, date, and hour?
iii. What is the name of the group meeting?
iv. What are the meeting's agendas?
v. Who sent the notification?
vi. What is their title, position, or designation?
Format of Notification of Meetings
The meeting might be announced in any of the following ways:
❖A formal letter sent to each member.❖A memorandum posted on notice boards accessible to all members.
❖A brief remark published in print media, such as a newspaper
❖A brief announcement on the radio.
❖A text message sent to all members via cell phone.
❖ A fax message was sent to all members.
Features of Notification of a Meeting
The following information should be included in the meeting notification:
1. The name of the organisation, such as the Kiriaini Boda-boda Welfare Association 2. The type of meetings that will be held, such as regular, monthly, annual general meetings, special meetings, and emergency meetings.
3. The meeting's date, day, and time, for example, Monday, April 15, 2025, at 4.50 p.m.
4. Meeting location, such as Kamacharia Social Hall
5. The members' or person calling the meeting's name For example, in most organisations, the secretary is the one who calls the meeting as directed by the chairperson.
6. The meeting's agendas It should be noted that agendas are sometimes issued with meeting notifications, although the two items can also be delivered independently.
Sample 1: Memo Format
KINENI FARMERS CO-OPERATIVE SOCIETY
NOTICE OF A MEETING
Ref. No. : KFCS/13/7/23
To: Every member
From: Secretary Kineni Farmers
Date: July 13, 2025
Subject:The Annual General Meeting
Kineni farmer's cooperative society will hold its annual general meeting on July 28, 2025, at 2 p.m. at Saiga Ngiya Social Hall. Please arrive prepared to address the following topics:
i. Review and approval of the prior minutesii. Emerging Issues
iii. Financial report adoption
iv. Proposed milk storage facility
v. County minister of agriculture visit;
vi. Any other business
Attendance is compulsory for all members.
Sincerely
Secretary
Dominic Ondieki
Secretary
Sample 2 Formal Letter
Kangema Boda Boda Group,
P.O. Box 34-3058,
Kangema
July 25th, 2025,
P.O. Box 45-0987
Gitugi,
Dear Member,
RE: AGM MEETING NOTICE
Our annual general meeting will be held on Tuesday, September 19, 2025, at 3 p.m. in Kangema Community Hall to debate the distribution of our group revenues among members.
Yours sincerely
Signature
Martin Maina,
Secretary
Sample 3. Short Notice
Members of the Elijah Foundation will gather on the grounds of the Classic Hotel. The meeting will take place on Saturday, October 13, 2025, at 10 p.m. All members are cordially invited to attend.
Signature
Dennis Atuya
Organising secretary.
Exercise 1:
You are the secretary of your school's theatrical club. The chairwoman has requested that you publicise the second meeting to arrange the staging of Henrik Ibsen's play A Doll's House. During the meeting, you will need to appoint the play's director, arrange a date for casting, discuss the play's budget, and determine the dates for rehearsals and the final performance.
a) Create the meeting notification that you will send to the drama club members. [KCSE 2008]
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