Specify the meeting date and time of the meeting in a clear format (e.g. , Tuesday, May 2nd at PM PST).How to write an effective meeting memo 1. Craft a clear subject line 2. The templates below were created to help organizations maintain consistency in the format and content of their meeting notices, making it easier for board. Accurately specifying the time and location of the meeting in the notice is crucial. • Show slide seven and point out that the sample agenda items on this slide meet our criteria. The meeting notice should list each item that will be discussed or voted upon at the meeting. This video covers preparation of a Notice of a Meeting. • Show slide seven and point out that the sample agenda items on this slide meet our criteria.