This document is used to call people to a meeting at a particular place, on a particular date and at a particular time.

Format: DIN A4 (210 x 297 mm).


A meeting notice, like an official letter, follows a generally constant structure and complies with the requirements of functionality and formality that characterise official communications. The most noteworthy feature to be taken into account in preparing such a notice is:

  • The need to be formal and concise, as this is an official communication issued by a person in virtue of his or her particular post or office.
  • In Catalan and Spanish the custom is to use the first person singular (I call/summon you ...), but in English the passive is quite appropriate: You are kindly requested ..., etc. Depending on the type of meeting, impersonal formulae may also be suitable: The ... Department is holding a meeting ...


Formulas for identifying the meeting:

- The next meeting of the ... Committee will be held on ...
- I am pleased to invite you to the meeting of ... 
- On behalf of the chairperson / at the chairperson's request / I invite you to the scheduled meeting of the ... Committee ...
- As agreed at the last session, I call you to ... 

Formulas for the items on the agenda:

- Reading and approval of the minutes of the last meeting.
- Reports.
- Resolutions.
- A.O.B.


1. Identification of the document
The details identifying the document must be written in the upper right-hand margin. They are as follows:

- Ref. ("reference"): the document's classification code for the issuing body.


2. Addressee 
The addressee's details, in full or short form, are written in the upper left-hand margin.

Full details:
- Name and surname(s)
- Street, number, floor and door 
- Post code and town/city 
Comarca, if appropriate 

Short form:
- Name and surname(s)
- Town/city

If the person attends the meeting in virtue of the office or post they hold, it is this office or post that should be included and the name of the person holding it should be left out. In such a case, the name of the addressee may be added at the bottom of the page, in capital letters.


3. Salutation
The formula used should be:

Mr. X or Ms. Y.

4. Identification of the meeting
This section contains the following details in a single paragraph:

- The convening formula. A meeting must be convened by the chairperson of the body in question: I am pleased to call you to the meeting ... If the meeting notice is written by the secretary, he or she must state that this is being done on behalf, or at the behest, of the chairperson: On behalf (or at the behest) of the chairperson, I am pleased to call you the meeting ...
- If appropriate, whether it is an ordinary or an extraordinary meeting.
- The day, time and place of the meeting.


5. Agenda
This section consists of a numbered list of items to be dealt with at the meeting. It generally begins with the reading and approval of the minutes of the last meeting and ends with any other business, during which people may raise other issues at the end of the meeting.


6. Valediction
This depends on the salutation used at the beginning of the notice. If the person being summoned to the meeting is addressed as Mr. X or Ms Y, the valediction will usually be:

Yours sincerely,


7. Signature
This section must include the following items in the following order:

- The post held by the person writing the notice
- Signature 
- Name and surname(s)

The person calling the meeting must indicate the post they hold as convener (chairperson or secretary), leaving out any other posts or offices they might hold in addition.


8. Date 
This must include:
- The place where the summons is issued 
- Date: the day (in figures), the month (in letters) and the year (in figures and in full).


9. Additional information
- Note: an indication, if required, of any other particular circumstance. If any documents are enclosed with the meeting notice, this may be indicated at the end by the abbreviation: Encl.





Jaume Llopis i Agramunt 
Gran de Gràcia, 26, 2n. 1a. 
08012 Barcelona   

Dear Sr. Llopis,   

On behalf of the chairperson, I am pleased to call you to the meeting of the Students Committee to be held this coming 17 March at 2 p.m. in the Boardroom (Sala de Juntes) on the sixth floor of the Balmes building (Carrer Balmes, 134). The agenda for the meeting is as follows:   

1. Minutes of the last meeting.  
2. Progress of the year so far. 
3. Reports and resolutions. 
4. A.O.B.

Yours sincerely,    

The Secretary

Pilar Margarit i Llimona

Barcelona, 7 March 1994

Note: There will be a break for lunch during the meeting.