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Original poster

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

67 replies

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

OP posts:
Scarletttulips · 26/04/2024 08:19

Maybe they are considering you for something positive? Maybe a line manager is leaving and they can’t say?
it may not be a negative meeting.

BingoMarieHeeler · 26/04/2024 08:19

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.

Oh god not that one. Bitter AF! And comes off petty which isnt a good start if it turns out to be a positive meeting.

“Hi X, happy to attend the meeting on Monday. Can I ask what it is regarding, so I can prepare if necessary.” as others have said. Far more professional.

Maddy70 · 26/04/2024 08:20

Hi, I have a very busy day and that is my lunchbreak in which i intend to use to eat and prepare for my busy afternoon Happy to meet at 9.20 as that seems to be the only time i can accomdate?

This is a worrying email for me to receive without context. Please can you advise me what it is about?

Gasp0deTheW0nderD0g · 26/04/2024 08:21

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.

Agreed on all points. Most people work better if they get regular breaks. Fresh air, a change of scene, food, hydration and exercise are all good for mental as well as physical health, so employers should be encouraging their staff to take their breaks.

Chillilounger · 26/04/2024 08:22

Don't mention lunch breaks it makes you sound like you're having a pop. Just ask for an agenda.

TraitorsGate · 26/04/2024 08:22

Hi, thanks for your email, i look forward to meeting with you on Monday, if possible please could you email me a copy of the Agenda and let me know if you wish me to bring any documenation in preparation of our meeting.

Gasp0deTheW0nderD0g · 26/04/2024 08:24

Maddy70 · 26/04/2024 08:20

Hi, I have a very busy day and that is my lunchbreak in which i intend to use to eat and prepare for my busy afternoon Happy to meet at 9.20 as that seems to be the only time i can accomdate?

This is a worrying email for me to receive without context. Please can you advise me what it is about?

I don't think this wording would go down at all well. It sounds passive aggressive.

I'd keep it very simple. 'Yes, I can meet at that time, but please note that I have another meeting starting at 1pm. Could I please ask what the meeting will be about so I can prepare as necessary? Thanks.'

LittleBearPad · 26/04/2024 08:27

Do not mention your lunch break. Just adapt your day around the meeting. They don’t need to know its your planned lunch hour.

“Yes, that’s fine. Can you let me know if there’s anything I need to prepare in advance?” will be fine.

papadontpreach2me · 26/04/2024 08:27

Maddy70 · 26/04/2024 08:20

Hi, I have a very busy day and that is my lunchbreak in which i intend to use to eat and prepare for my busy afternoon Happy to meet at 9.20 as that seems to be the only time i can accomdate?

This is a worrying email for me to receive without context. Please can you advise me what it is about?

Don't send this op

SevenSeasOfRhye · 26/04/2024 08:32

supercalafragilisticexpealidocious · 26/04/2024 08:00

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.

Show quote history

Yes - I don't think anyone is saying not to take a lunch break, just not to make a song and dance about moving a meeting to fit it in (if you are in a senior role).

We are encouraged to use the automation in Outlook to schedule a lunch hour, but you'd normally just move it manually if there was a meeting clash unless there was a strong reason not to such as having booked an appointment in that time.

SBHon · 26/04/2024 08:33

How senior are you? I wouldn’t be giving up my lunch break if I was on lower pay.

RaininSummer · 26/04/2024 08:34

Ask what is about and if, as it is scheduled at your lunch break, you can bring your sandwich and drink otherwise you will not get to eat. Your bosses seem very thoughtless as they should be finding time for you to meet outside of your break. Most people need to eat and refresh themselves at lunchtime if it us the sort of job where you cant eat outside of breaks.

SBHon · 26/04/2024 08:36

supercalafragilisticexpealidocious · 26/04/2024 08:00

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.

Show quote history

Not moved. Her day is full so if there’s no other time to have a break then it’s being taken.

Spinet · 26/04/2024 08:45

A meeting in your unpaid lunch hour that they've told you about with a weekend in between to worry about it? This is very bad practice.

No need to tug your forelock. You're good at your job and an adult. Do they know it's your lunch break? If they definitely do I wouldn't mention it but if they don't I would. A short 'yes, it's in the calendar. May I ask what it's about?' would do.

MinervaMcGonagallsCat · 26/04/2024 08:46

Hi xxx

To help me prepare for this meeting please can you let me know the subject matter / agenda.

Best wishes yyyy

LlynTegid · 26/04/2024 08:47

Offer to have the meeting today perhaps- say you are available at certain times?

NoWordForFluffy · 26/04/2024 08:50

supercalafragilisticexpealidocious · 26/04/2024 08:00

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.

Show quote history

I got the impression it's a fixed lunch break at a set time and can't be moved. She's fully entitled to her full unpaid hour.

determinedtomakethiswork · 26/04/2024 08:59

Is that usual in your company for management to have a meeting with someone without their line manager present?

maudelovesharold · 26/04/2024 09:14

If having the meeting at that particular time means the op misses her lunch break altogether, I would be definitely speak to the line manager about that, and negotiate a different break time. If she can take it later/earlier anyway, then it’s not a problem. In the email to the people who have requested the meeting, I wouldn’t mention lunch at all. Asking for the agenda, to prepare, sounds fine.

EarringsandLipstick · 26/04/2024 09:23

Obviously work place cultures & norms differ.

In my workplace (university, professional services team) meeting at lunchtime is really frowned on - it would almost never happen, although as a manager, I & another colleague of the same level might choose to.

Our lunch break times are flexible so no-one would miss their break.

If OP is going to miss her break, that's not acceptable.

A possible approach is to change her lunch break with her LM's agreement, then confirm availability with SM, asking, what the meeting relates to?

I wouldn't be asking how I can prepare or if there's anything they'd like me to do. They've shown poor professional behaviour, OP shouldn't be going out of her way to support this.

AmaryllisChorus · 26/04/2024 09:26

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.

I know. I despair of the subservient attitude so many people pride themselves on, thinking it equates to professionalism.

Cheeesus · 26/04/2024 09:30

I think either mention the lunch properly or don’t.

If you will physically not get a chance to eat a sandwich then say so. So, could we limit it to 20 mins or make it a different time so I can have ten minutes to eat my lunch? And then, yes, anything along the lines of ‘can you let me know what it’s about’, as suggested. I think yours is saying twice, the nature and what it is regarding. You don’t need both so just cut one out.

BingoMarieHeeler · 26/04/2024 09:31

AmaryllisChorus · 26/04/2024 09:26

I know. I despair of the subservient attitude so many people pride themselves on, thinking it equates to professionalism.

Show quote history

Well hopefully people work in workplaces where they’re trusted to take breaks when they want and still get their work done. Therefore mentioning ‘but that’s my lunch break!!!’ just looks a bit whiney.

AmaryllisChorus · 26/04/2024 09:35

If Monday is a very busy day for you, can you reschedule something from the afternoon to next day, so you still get a proper lunch break, which you may need after a stressful meeting?

Meanwhile, please don't catastrophise. Use CBT techniques to keep your thoughts level. Whether it is a complaint about you or not, you may as well not feel anxious and lousy in the run up. Try to practise being calm, listening carefully, and replying to any complaints with a professional, measured tone. 'I've been here X years; complaints are common due to the nature of work. This is the first I've had. My view of the situation differs from the complainant in that ...' etc.

If they spring something on you, stay calm and say, 'I'll need some time to recall that incident accurately. My recollection doesn't match with the complainant's but obviously they and you have had time to reflect on this prior to raising it, and I would like the same.' Then say no more until you are ready. If you need to, suggest you put your recollection in writing to them and reschedule the meeting for a later time.

If it's a complaint or criticism you feel may have some justification, then just be mature and positive and treat it like a learning/training meeting. Say you appreciate them bringing this to your attention. You definitely want to improve on this and you'd welcome clear guidelines or training to meet the standards they ask for.

AmaryllisChorus · 26/04/2024 09:36

BingoMarieHeeler · 26/04/2024 09:31

Well hopefully people work in workplaces where they’re trusted to take breaks when they want and still get their work done. Therefore mentioning ‘but that’s my lunch break!!!’ just looks a bit whiney.

Show quote history

The issue here is someone being asked to what might be a disciplinary meeting, not on work time. Such meetings should be planned in paid work time. It is not whiney to expect this level of professionalism from your employer.