Have you ever found yourself drowning in a sea of emails, struggling to keep track of tasks and deadlines? With the overwhelming number of emails that flood our inboxes on a daily basis, it’s easy to get lost in the shuffle. And if you’re responsible for circulating meeting minutes to a large group of people, things can get even more complicated.
But fear not, because we’ve got you covered. We’ve put together a sample email template that you can use to circulate meeting minutes to your entire team, saving you time and effort. And the best part? You can easily tailor it to fit your specific needs.
So whether you’re looking to streamline your communication process or simply looking for some inspiration to get started, our sample email for circulating minutes is the perfect place to start. Take a look, make edits as needed, and watch as your team stays informed and organized like never before.
The Best Structure for Sample Email for Circulating Minutes
When it comes to circulating minutes, it is important to create a clear and concise email that effectively communicates the content of the meeting. The following structure will help you to create a sample email that is easy to read and understand:
1. Introductory Paragraph
The first paragraph should briefly introduce the email and provide an overview of what the reader can expect. This can include a greeting and a statement about the purpose of the email, such as:
Hello [Name],
I hope this email finds you well. As promised, I am circulating the minutes from our last meeting for your review. Please take a few minutes to read through the document and let me know if you have any questions or concerns.
2. Meeting Overview Paragraph
The second paragraph should provide a brief overview of the meeting, including the date, time, and location of the meeting. This paragraph can also include a summary of the topics that were discussed, along with any decisions that were made. For example:
Our meeting was held on [Date] at [Time] in [Location]. During the meeting, we discussed the following topics:
- [Topic 1]
- [Topic 2]
- [Topic 3]
We also made the following decisions:
- [Decision 1]
- [Decision 2]
- [Decision 3]
3. Minutes Paragraph
The third paragraph should provide a link or attachment to the actual minutes from the meeting. This paragraph can also include a brief explanation of what the minutes contain, such as:
You can find the minutes from our meeting attached to this email. The minutes provide a detailed account of the discussions that took place, as well as the decisions that were made during the meeting.
4. Conclusion Paragraph
The final paragraph should thank the reader for their time and let them know that you are available to answer any questions they may have. This paragraph can also include any additional information that you feel is relevant, such as:
Thank you for taking the time to review the minutes from our meeting. If you have any questions or concerns, please do not hesitate to contact me. Our next meeting is scheduled for [Date], and I will be sending out an agenda in the coming weeks.
By following this structure, you can create a sample email that effectively communicates the content of the meeting and makes it easy for the reader to review the minutes. Keep in mind that it is important to keep the email concise and to the point, while still including all of the necessary information.
7 Sample Emails for Circulating Minutes
Meeting Minutes – Marketing Strategy
Dear Team,
Please find attached the minutes of our meeting held on 3rd March to discuss our marketing strategy. We covered a wide range of topics including targeted marketing campaigns, social media outreach, and website optimization among others. You will find the minutes provide a detailed summary of our discussions and the recommendations we made.
We agreed to adopt a multi-channel approach to our marketing activities, utilizing a combination of paid, earned, and owned media to connect with our target audience. The minutes provide an overview of the key activities we discussed and the timelines we agreed on. Please ensure you review them thoroughly and come prepared to the next meeting on 10th April ready to implement them.
Best regards,
John Doe
Marketing Manager
Minutes of Board Meeting – Budget Review
Dear Colleagues,
Please find enclosed the minutes from our board meeting held on 2nd April to review the budget for the next fiscal year. We had a lively discussion about the financial projections and the challenges we are likely to face given the current economic conditions.
The minutes highlight the key recommendations we made, including revising our revenue targets downwards and cutting costs in certain areas of the business. We also discussed the need to invest in new product development and technology platforms to stay competitive in the market.
We encourage you to review the minutes in detail and come prepared to the next meeting ready to implement the recommendations we agreed on. If you have any questions or concerns, please don’t hesitate to get in touch.
Best regards,
Jane Smith
Board Secretary
Minutes of Meeting – Project Kickoff
Dear Project Team,
Please find attached the minutes from our meeting held on 5th May to kickoff our new project. We covered a lot of ground during the meeting, including project goals, timelines, and resource allocation.
The minutes provide an overview of the key points we discussed, including the need to appoint a project manager, schedule regular progress reviews, and engage with key stakeholders to ensure project success. We also highlighted the importance of communication and collaboration among team members to ensure we meet our objectives.
We encourage you to read the minutes carefully and familiarize yourself with the goals and timeline for the project. We will be sending out regular updates and meeting regularly to track progress and address any issues that arise.
Best regards,
Tom Jones
Project Sponsor
Minutes of Staff Meeting – Health and Safety
Dear colleagues,
Please find attached the minutes from our staff meeting held on 7th June to discuss health and safety issues within the workplace. We discussed a number of important topics, including emergency procedures, first aid training, and fire safety protocols.
The minutes provide a summary of the key recommendations we made, including the need to appoint a designated first aider, to organize regular fire drills, and to review our emergency procedures to ensure they are fit for purpose.
We encourage you to read the minutes carefully and play your part in ensuring we maintain high standards of health and safety in the workplace. If you have any questions or concerns, please don’t hesitate to get in touch.
Best regards,
Susan Brown
HR Manager
Minutes of Teleconference – Performance Review
Dear Team,
Please find attached the minutes from our teleconference held on 9th July to review the performance of our remote teams. We discussed a number of key areas, including employee engagement, productivity, and communication.
The minutes summarize the recommendations we made, including the need to provide more opportunities for remote workers to engage with each other and with on-site colleagues, to review the tools and platforms we use to communicate, and to establish more clear guidelines around performance expectations.
We encourage you to review the minutes carefully and engage with your colleagues to implement the recommendations we agreed on. We will be holding regular performance reviews and follow-up meetings to track progress and address any issues that arise.
Best regards,
Mark Johnson
Remote Team Manager
Minutes of Departmental Meeting – Employee Training
Dear Colleagues,
Please find attached the minutes from our departmental meeting held on 12th August to discuss employee training and development opportunities. We discussed a range of topics, including the need for regular skills assessments, opportunities for cross-functional training, and the importance of career planning for our team members.
The minutes provide an overview of the recommendations we made, including the need to establish a formal training program, to encourage employee self-assessment and identification of areas for development, and to provide access to online learning resources and mentors within the organization.
We encourage you to review the minutes and come prepared to the next meeting ready to share your suggestions and ideas for the development of our team members. We believe investing in employee training is critical to our continued success as a department and as a company.
Best regards,
Emily Collins
Department Manager
Minutes of Project Review Meeting
Dear Team,
Please find attached the minutes from our project review meeting held on 15th September. We discussed the progress we have made to date and identified areas where we need to focus our attention to ensure we stay on track.
The minutes provide a summary of our discussion, highlighting the challenges we face, the milestones we have achieved, and the timeline for completing the project. We also discussed the need to better manage resource allocation and to engage more effectively with key stakeholders to ensure project success.
We encourage you to review the minutes carefully and come prepared to our next meeting ready to share your suggestions and ideas for overcoming the challenges we face. We believe with your contribution and commitment, we can deliver a successful outcome for the project.
Best regards,
Peter Scott
Project Manager
Tips for Writing an Effective Email for Circulating Meeting Minutes
When it comes to sending out meeting minutes, it can be tempting to simply attach a document and hit send. However, taking a little extra time to craft an effective email can make a big difference in ensuring that your recipients actually read and engage with the minutes. To help you achieve this goal, here are some tips for writing an effective email for circulating meeting minutes:
- Subject line: Your subject line should be clear and concise, and should include the date and purpose of the meeting (e.g. “August 2020 Project Update Meeting Minutes”). This will help your recipients quickly identify the email as relevant to them, and make it easier for them to find later if needed.
- Introduction: In your opening line, briefly state the purpose of the email and remind recipients of the meeting date and attendees. This will provide context for the minutes that follow.
- Summary: Next, provide a brief summary of the meeting highlights, including any decisions made or action items assigned. This will help readers quickly grasp the main points without having to read the entire document.
- Document attachment: Attach the meeting minutes document to the email, and make sure it’s in a format that all recipients can open (e.g. PDF or Word). Be sure to name the document clearly, and provide any necessary context (such as what version it is).
- Call to action: Finally, end your email with a clear call to action. This might be requesting feedback or input, asking for confirmation that action items have been completed, or simply thanking recipients for their time. This will encourage recipients to engage with the minutes and take any necessary follow-up actions.
By following these simple tips, you can ensure that your meeting minutes are read and engaged with by all recipients, and that any necessary action is taken in a timely manner. Remember, effective communication is key to successful business operations!
FAQs Related to Sample Email for Circulating Minutes
Why should I send out minutes from meetings?
Sending out minutes from meetings helps keep everyone who was present aware of the decisions that were made, the tasks that were assigned, and any follow-up items that need to be addressed.
What should I include in the subject line?
The subject line should include the date of the meeting and the word “minutes”. For example: “Minutes from Meeting on July 1, 2021”.
Who should I address the email to?
The email should be addressed to all attendees of the meeting, including those who were unable to attend but need to be aware of what occurred.
Should I attach any documents to the email?
If there were any documents shared during the meeting that are relevant to the discussion or decisions made, they should be attached to the email along with the minutes.
What format should the minutes be in?
The minutes should be in a clear and concise format, listing the main points discussed and any decisions made. It can be helpful to use bullet points or numbering to make the information easier to read and digest.
How soon should the minutes be sent out?
The minutes should be sent out within a few days of the meeting, while the details are still fresh in everyone’s minds.
What if there are corrections needed to the minutes?
If there are corrections or additions that need to be made to the minutes, they should be made promptly and a revised version of the minutes should be sent out to all attendees.
Should I ask for feedback on the minutes?
It can be helpful to ask for feedback or confirmation from attendees that the minutes accurately reflect the decisions made and tasks assigned.
Is it okay to summarize discussions in the minutes?
Yes, it is appropriate to summarize the main points of discussions in the minutes, but it is important to still accurately reflect the decisions made and tasks assigned.
That’s it!
And just like that, you’ve learned how to create a sample email for circulating minutes. It may take some getting used to, but with time and practice, you’ll have it down pat. Thanks for reading and I hope this article has helped you in some way. Be sure to visit again for more helpful tips and tricks! See you soon.