Specify the meeting date and time of the meeting in a clear format (e.g. , Tuesday, May 2nd at PM PST).This Notice of Meeting of Board of Directors letter is available for use on UpCounsel. Download this free sample Notice of Meeting letter below. Learn how to write an effective meeting request email with templates and examples. Increase your chances of getting a positive response! Fill in the blanks with contact information and specific dates. The header is Minutes of Meeting and the date listed is just below that. They, or you, need to record the names of all who attend the meeting. Sample Meeting Request Letter.