First of all, it’s important to familiarize yourself with the business English term “Meeting Minute.”
This term refers to the formal summary of the meeting, which is distributed to all participants as well as to those who did not attend. Typically, it also includes all the actions and tasks agreed upon for follow-up.
Moreover, if a company finds itself in a situation where it has legal liability, the Meeting Minute document serves as proof that it acted properly and in accordance with the law.What should be included in a Meeting Minute?
1. An Inviting Subject Line
A subject line that summarizes the content in 3–8 words captures the recipient’s attention in a flooded inbox.
What to do:
- Your Bookshop Order Delivery Dec 2
- Client Report Revisions: Please Review by 4 PM
- Expansion Report Extension Requested until Friday
What NOT to do:
- !urgent
- For your review
Avoid spam trigger words like: Sales, Please read, Profits, Reminder.
2. Differentiation Between Types of Recipients
In professional emails, sensitivity to recipient relationship is crucial. Maintain formal communication when writing to clients, those in higher positions, or people from different companies.
Formal salutations:
- Dear Mr./Mrs./Ms./Dr.
- To Whom it May Concern
- Dear all
When you can be more relaxed (colleagues/friends):
- Hello + Name
- Hi + Name
3. A Focused and Concise Email
Stay focused and deliver your message clearly. Keep it simple — people today are flooded with messages from all sides.
4. An Easy-to-Read Email
Use the F-Shaped Pattern technique. We unconsciously scan emails in an “F” pattern. Structure accordingly:
- Edit carefully
- Use bullet points to highlight topics
- Use bold, italics, and underline for key messages
- Use subheadings
5. Maintaining a Professional Tone
Avoid CAPS LOCK, slang, emojis, and excessive exclamation marks. Include “Please” and “Thank you” where appropriate.
6. A Clear CTA (Call to Action)
Write a separate line specifying exactly what action you want the recipient to take.
Unclear: “Can you take care of this?”
Clear: “Sarah: can you forward the survey to all staff by Friday at noon, please?”
7. Proofread Before Sending
Check tone, typos, and whether the email represents you well. Ask yourself: would I be comfortable if this email were projected on a screen in a large meeting?
8. Strict Adherence to Polite Manners
Always acknowledge and thank when relevant:
- I appreciate you taking the time to help me with this project.
- Thank you for your assistance.
9. B.L.O.T – Bottom Line On Top
For lengthy emails, present the bottom line at the beginning so the reader immediately understands the purpose.
10. A Closing Line is Essential
Examples:
- Thank you for your time
- I look forward to your response
- Looking forward to hearing from you soon
Email writing is an important skill that can be learned. Adhering to these guidelines will significantly improve the professional response you receive.
