Letters for group gatherings can be either for focus groups or perhaps a project team meeting. Both can be dealt with very simply, but keep your audience in mind. For groups like these, it’s almost always better to use multiple communications (email and snail mail). Of course all letters should follow a professional business format and when possible, put on company letterhead.
Via Email and US Postal Mail
RE: Focus Group Meeting – Allentown Sales – New Product Research
In January, we determined after a short conversation that you would be perfect for our focus group which is being held at 10:00 am to 3:00 pm next Saturday, June 8, 2011, in our offices located at 123 Anywhere Street, Allentown, PA 18215.
We are pleased you are interested in being a part of the group and look forward to seeing you on Saturday.
Please feel free to wear casual and comfortable attire and refreshments will be provided.
If for some reason, you are unable to attend as discussed, please contact Linda Fleming in our office immediately. Linda can be reached at 1-888-888-8888.
Vice President of Product Research
If on the other hand, you have previously set a project team meeting, you can confirm the meeting using the following method, however, your best bet is to use team email that offers an acknowledgement to you once the email has been received and opened.
RE: Allentown Software Revamping – Project Team Alpha
Dear Team Member,
As discussed in our last project status meeting, it was determined that we should meet next Monday at 9:00 am in conference room B to update one another on project areas of concerns and possible solutions.
The meeting will begin promptly at 9:00 am and attached you will find the meeting agenda. We’ve reserved conference room B until 3:00 pm and lunch and refreshments will be provided.
Please bring with you all materials relevant to the agenda topics; we will allow time for an open discussion session from 2:00 to 3:00 pm prior to the meeting's close.
1-888-888-8888 (EXT 101)