[Your letterhead, if desired; if not, your return address]
[Date of letter-month, day, and year]
[Recipient's first and last names]
[Street or P.O. box address]
[City, State ZIP code]
Dear [recipient's name]:
Klein and Summers will hold a special all-employee meeting in the auditorium of Building B on Friday, January 21 at 3 p.m. Key personnel will discuss some changes in the company's organization. After a presentation at the beginning of the meeting, there will be an opportunity for employees to ask questions.
All employees are required to attend this meeting. We look forward to seeing you there.
[Sender's first and last names]