How me word an email to request what a meeting is about?

whatageareyou · 26/04/2024 06:50

Your seniors? I would probably just accept the meeting and say

Something like, happy to attend at the suggested time. Is it possible to know the planned remit of the meeting so I can prepare any necessary information?

But if complaints are common then it's probably one of those and not a big deal?

2Old2Tango · 26/04/2024 06:51

I wouldn't include the first sentence. I'd say something like "Yes, I can confirm I can spare 30 minutes of my lunch break on Monday to meet up. Please can you advise what the meeting is regarding?"

If you give them 30 minutes will it still leave you time to eat some lunch?

2Old2Tango · 26/04/2024 06:53

Also, is it typical for senior managers to handle such things rather than pass it to the employee's line manager?

supercalafragilisticexpealidocious · 26/04/2024 06:56

I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour and even if you do get a lunch hour surely just take it at a slightly different time. If you're on minimum wage though you can ignore that comment- in those circumstances a lunch hour is sacred I'm sure. But I do remember lots of raised eyebrows for someone who started a new job then blocked out a lunch hour in her diary every day at the same time. Definitely not very professional.

Anyway- I think it's fine to ask and I agree you should know in advance. Can you just send an email like this:

"Dear x and x

Thanks for the meeting request- Looking forward to meeting on Monday. Do we have an agenda for the meeting so that I can prepare in advance?

Many thanks,

X"

Brefugee · 26/04/2024 06:56

TheCheeseTray · 26/04/2024 06:46

meant help me word an email…

Not my line managers but the ones above that. The two above that have requested a meeting during my lunchtime on Monday. 30 minute slot. No hint of what it is about.

Haven't slept and am dealing with the stress of it.

Im Good at my job but it is a job where complaint about employees are common due to the nature of the work.

the email just said can we meet with you for 30 minutes of Monday lunchtime. I have a full day and this is my lunchtime (which is not paid).

I don’t know what it is about?

this is triggering for me - as my family background this is the sort of thing my parents did to me - we need to see you in 3 weeks but not say why and then rant at me about something they perceived I was doing wrong - we are no contact now.

i have so far

I don’t think I have anything in my lunchtime although it is a busy day. Can I ask the nature of the meeting and what it is regarding?

but … one of the bosses who has asked to see me doesn’t like me but she’s not my line manager (other people have commented on her tone towards me but I ignore it and get on the professional job) but she normally has nothing to do with me

In your shoes i would rather not have it in my lunch break - it is unpaid and if your day is otherwise full you need that time. This is something that i would raise after the meeting depending what it was about. But then, i am old and established in my job.

Confirm the meeting and ask if there are documents you need to review beforehand or if there is something to prepare.

good luck.

Bumblebeeinatree · 26/04/2024 07:15

Ask, where are we going for lunch and who's paying. Cheeky people.

Can you bump into one of them 'accidentally' and ask? Might be easier than an email.

Or how about

I should be able to fit a short meeting into my lunch break on Monday, can I ask what it is about, so that I can come prepared?

nonottoday · 26/04/2024 07:37

Hi X, yes, free on Monday. Is there anything I can help with now? Or anything I need to prepare?

This should prompt them to give more detail.

I think it's unlikely to be a disciplinary type meeting - 30 minutes isn't long enough for that and would be a real cheek to do it in your lunch break!

It might be an opportunity!

cryinglaughing · 26/04/2024 07:40

Hi X, yes I can make the meeting Monday, can I ask what is regarding?

Thanks
Cheese

MrsMoastyToasty · 26/04/2024 07:45

Hi,
please can you tell me if it is essential that the meeting is held at 12.00? I will need to reschedule my (unpaid ) lunch break if that is the case.

I would also appreciate an idea of what the meeting is about so that I can prepare.

SevenSeasOfRhye · 26/04/2024 07:47

supercalafragilisticexpealidocious · 26/04/2024 06:56

I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour and even if you do get a lunch hour surely just take it at a slightly different time. If you're on minimum wage though you can ignore that comment- in those circumstances a lunch hour is sacred I'm sure. But I do remember lots of raised eyebrows for someone who started a new job then blocked out a lunch hour in her diary every day at the same time. Definitely not very professional.

Anyway- I think it's fine to ask and I agree you should know in advance. Can you just send an email like this:

"Dear x and x

Thanks for the meeting request- Looking forward to meeting on Monday. Do we have an agenda for the meeting so that I can prepare in advance?

Many thanks,

X"

This is perfect and I agree with the advice about whether to mention your lunch break.

RachelGreensHair · 26/04/2024 07:48

supercalafragilisticexpealidocious · 26/04/2024 06:56

I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour and even if you do get a lunch hour surely just take it at a slightly different time. If you're on minimum wage though you can ignore that comment- in those circumstances a lunch hour is sacred I'm sure. But I do remember lots of raised eyebrows for someone who started a new job then blocked out a lunch hour in her diary every day at the same time. Definitely not very professional.

Anyway- I think it's fine to ask and I agree you should know in advance. Can you just send an email like this:

"Dear x and x

Thanks for the meeting request- Looking forward to meeting on Monday. Do we have an agenda for the meeting so that I can prepare in advance?

Many thanks,

X"

Why is having yout lunch break unprofessional?

PurpleChrayn · 26/04/2024 07:55

Why on earth would it be unprofessional to take a lunch break? Being a martyr to your job is pathetic.

Doingmybest12 · 26/04/2024 07:55

I think it's great to see people blocking out a lunch hour. I think it appears highly organised and professional. But If they then aren't flexible when push comes to shove and are precious about every single lunch hour that's when I roll my eyes.

Soontobe60 · 26/04/2024 07:56

supercalafragilisticexpealidocious · 26/04/2024 06:56

I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour and even if you do get a lunch hour surely just take it at a slightly different time. If you're on minimum wage though you can ignore that comment- in those circumstances a lunch hour is sacred I'm sure. But I do remember lots of raised eyebrows for someone who started a new job then blocked out a lunch hour in her diary every day at the same time. Definitely not very professional.

Anyway- I think it's fine to ask and I agree you should know in advance. Can you just send an email like this:

"Dear x and x

Thanks for the meeting request- Looking forward to meeting on Monday. Do we have an agenda for the meeting so that I can prepare in advance?

Many thanks,

X"

How sad that you think expecting to have to work during an unpaid lunch break is ‘professional’. Personally, I think it’s very unprofessional for a line manager to expect staff to not have a protected lunch break.

Dewdilly · 26/04/2024 07:59

Blocking out your lunch break is unprofessional?!

It’s the opposite. It shows someone is organised and professional-as long as they are flexible and can move it when requested.

If you don’t take your lunch break at my place of work, it’ll be flagged.

supercalafragilisticexpealidocious · 26/04/2024 07:59

I don't think it's worth me arguing about this with people. If you work in a highly paid and relatively senior role you don't have ring fenced lunch breaks (and this conversation would be self evident to you). It's just not how it works. You're entitled to get lunch, but you don't get a sacred hour every day. I would expect that for lower paid workers or people who work a 9-5 but not for others. Genuinely not being denigrating about the latter type of job (I've done both) but it's only in the latter type of job that you get a full lunch hour that's ring fenced every day.

CamaMass · 26/04/2024 08:00

Why is having yout lunch break unprofessional?*

I don't think it's taking a lunch break the poster was referring to that's unprofessional. It's the reluctance to manage your diary/reschedule things to make room for meeting.rather than say "sorry 1pm is lunchtime"

supercalafragilisticexpealidocious · 26/04/2024 08:00

Dewdilly · 26/04/2024 07:59

Blocking out your lunch break is unprofessional?!

It’s the opposite. It shows someone is organised and professional-as long as they are flexible and can move it when requested.

If you don’t take your lunch break at my place of work, it’ll be flagged.

But the OP isn't being flexible. She's getting upset that her lunch hour needs to be moved on one day to allow for a meeting. That's not professional at all.

itsgettingweird · 26/04/2024 08:02

Could you email and ask if the meeting is likely to last the full half hour and/or overrun. Ask for an agenda so you can prepare.

Then say the timing is fine but you need information in order to be able to move your diary around for time to prepare and to have your lunch break if necessary.

It shows willing, shows engagement but also shows you are professional and run an efficient diary

QuitChewingMyPlectrum · 26/04/2024 08:04

Thank you for your email.
I'd be happy to meet with you at xxx on xxx.
Could you give me some insight into what the meeting is about so I can prepare any information you might need from me.
All the best
Xxxx

Then, tell your line manager and ask can you take your lunch at a different time

NigelHarmansNewWife · 26/04/2024 08:10

2Old2Tango · 26/04/2024 06:51

I wouldn't include the first sentence. I'd say something like "Yes, I can confirm I can spare 30 minutes of my lunch break on Monday to meet up. Please can you advise what the meeting is regarding?"

If you give them 30 minutes will it still leave you time to eat some lunch?

This is verging on the passive aggressive - don't say this. Just keep it polite and professional. And ask what the topic or agenda is.

RachelGreensHair · 26/04/2024 08:10

supercalafragilisticexpealidocious · 26/04/2024 07:59

I don't think it's worth me arguing about this with people. If you work in a highly paid and relatively senior role you don't have ring fenced lunch breaks (and this conversation would be self evident to you). It's just not how it works. You're entitled to get lunch, but you don't get a sacred hour every day. I would expect that for lower paid workers or people who work a 9-5 but not for others. Genuinely not being denigrating about the latter type of job (I've done both) but it's only in the latter type of job that you get a full lunch hour that's ring fenced every day.

So patronising, I do work in a senior role in a pressurised sector, I have a whole team I manage, I actively encourage them to take their lunch breaks, to get away from their desk, to have shorter meetings, to log off early if it's been a long day - your kind of attitude is slowly dying out in a lot of workplaces and I'm glad about that.

tigger1001 · 26/04/2024 08:12

supercalafragilisticexpealidocious · 26/04/2024 06:56

I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour and even if you do get a lunch hour surely just take it at a slightly different time. If you're on minimum wage though you can ignore that comment- in those circumstances a lunch hour is sacred I'm sure. But I do remember lots of raised eyebrows for someone who started a new job then blocked out a lunch hour in her diary every day at the same time. Definitely not very professional.

Anyway- I think it's fine to ask and I agree you should know in advance. Can you just send an email like this:

"Dear x and x

Thanks for the meeting request- Looking forward to meeting on Monday. Do we have an agenda for the meeting so that I can prepare in advance?

Many thanks,

X"

I couldn't disagree more with your comments about it not being professional to take a lunch break.

Ignoring the fact that a break is actually a legal requirement if working more than 6 hours, it is incredibly important to take a break away from your desk. The people blocking out the time in their diaries are actually showing that they have positive boundaries in place.

In this scenario it's not the employees taking their break that are unprofessional, but the employers who encourage a toxic work environment by encouraging people to work through their lunch.

I work in a professional job. And while we all occasionally work into our lunch, the time is taken elsewhere, and it is NEVER expected. And my bosses would never dream of scheduling a work meeting during a lunch break - that's incredibly unprofessional.

Its ok, and in fact beneficial to have boundaries in place.

Hillrunning · 26/04/2024 08:15

For goodness sake, everyone get over the lunchtime aspect. Yes, you shouldn't have to work through and unpaid lunch and yes sometimes schedules call for it. 30 minutes of one lunch break is not going to harm the OP. It doesn't need to form any part of the response.

Also, do not tell you line manager until you are clear on the reason for the meeting.

WalkingThroughTreacle · 26/04/2024 08:16

"I don't know what your job is but please don't mention your lunch hour if you're a serious or professional person. Sometimes you don't get a full lunch hour....."

I see it differently. As a serious and professional person, I consider the welfare of those I'm responsible for my first priority. It doesn't matter if we are firefighting, my team get their breaks and holidays. If I had to meet with someone, and could only do it during what is normally their scheduled break, I would first check that they hadn't scheduled any important personal appointment and would make it clear they were to take their break once our meeting concluded.