This Notice of Meeting of Board of Directors letter is available for use on UpCounsel. Download this free sample Notice of Meeting letter below.Specify the meeting date and time of the meeting in a clear format (e.g. , Tuesday, May 2nd at PM PST). This letter is being sent to you to notify you that an interactive process meeting has been scheduled for you. You are invited to attend the special meeting, and we request that you vote on the proposal described in this proxy statement. On the top part of your notice, fill in the necessary information on the corporate letterhead. As you complete your notice of meeting, you will need to include the following information: Meeting type (e.g. On the top part of your notice, fill in the necessary information on the corporate letterhead. Before you can host a great meeting, you need people to show up.