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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:

Brefugee · 26/04/2024 09:38

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.

where i work we are strongly encouraged to block our calender over lunch and to indicate that we are out of the building.

I'm salaried, so it is no skin off my nose if i have a short lunch break or not, nobody would bat an eyelid if i said "i am not available at that time, my calendar is blocked" and suggest an alternative date/time. There is no need to mention lunch break, my calendar blocker just says "blocker" and that is it.

If they then come back to me, preferably in a call or face to face, and explain why it must be that time and no other, i will reconsider if it is vital to the company or me. If not, meh. Nope.

Sammysquiz · 26/04/2024 09:49

It’s quite shit of them not to tell you what it’s about. They would be aware that telling a junior colleague that two senior members of staff want to meet with them would cause concern. Not so bad if it was later the same day, but it’s obvious you’d be worrying about it over the weekend.

Keep it simple ‘please can you let me know what the meeting is concerning’ is fine.

barnefri · 26/04/2024 09:56

AmaryllisChorus · 26/04/2024 09:36

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.

Show quote history

It can’t be a disciplinary meeting… if it were, they would have had to tell her it was, and offer the right to be accompanied. And there would have been an investigatory meeting preceding it.

it is possible that it’s an investigatory meeting, but for that you should let the employee know that and offer them the option to be accompanied (though that’s not mandatory).

Given that they’ve not given an indication of the purpose, it’s more likely that they’re investigating something (not the OP) where the OP might be a witness or able to provide information about something. If they’ve invited others in the same manner, it’s to prevent employees getting together and colluding on an agreed story.

For a one-off meeting with senior people, I wouldn’t be getting het up about a planned lunch hour, as long as I did get a chance to eat some lunch. Their diaries might be really busy and they’re squeezing in meetings where they can. Some of the proposed responses on this thread are bizarre.

OP, in your shoes, I’d just go. If, in the very unlikely event you go and they say it’s a disciplinary meeting, just say you’re not willing to proceed without accompaniment. If they did proceed after that, everything they do and every decision they make would be on a shoogly peg.

AmaryllisChorus · 26/04/2024 10:41

@barnefri - yes, you're right. I meant investigatory prior to disciplinary.

NigelHarmansNewWife · 26/04/2024 11:55

It's entirely possible something may be sprung on the OP so it is sensible to ask what it is. It's should be anything disciplinary without that being advised, but very many people don't understand what proper procedures are, etc. Wise to ask for more info.

Amx · 26/04/2024 12:06

Yes I can make that time, I've booked it in. What is the meeting regarding?

Thank you,

isthesolution · 26/04/2024 12:29

I wouldn't give up my lunch break for a meeting. I'd happily rearrange my lunch break for a meeting though. They are entirely different things.

I'd email back at say 'yes I can be free at x time. Is there anything I need to prepare/bring'

I'd probably go into the meeting with a lot of answer like 'I'll have to think about that and get back to you' 'I'll certainly consider that' and so on. Don't be put in the spot. I'd also say at the very beginning 'does anyone object to me recording the meeting as it allows me to fully focus on what you are saying rather than note taking'

Original poster

TheCheeseTray · 26/04/2024 17:41

I sent an email saying - yes I believe I am free what it is regarding?

has a reply to say they would tell me in the meeting just that it was to have a discussion
…. very useful!!

but my nice line manager gave me a heads up. It is a complaint - it when to line manager first and he responded saying he had checked it and it all looked absolutely fine and well organised etc and then the person who complained has kicked off to his line manager. He was told not to discuss it with me or tell me what was happening. In fact now I know what it is about I can take the evidence to the meeting or at least take my computer laptop and have it ready to prove I did do it and it’s all there.

ironically I was about to email the person whose complaint it was (I haven’t seen the complaint) they had a meeting booked last week and cancelled within an hour of the meeting. They followed up asking someone else to email me and ask me for some more details and this person had just emailed me to say ‘Mr so and so can’t make the meeting at 5 pm. He says can you give him an update when you have a chance no urgency ‘ along with another 10 people that he wanted updates from - that was last Friday and I’ve been busy until today (no available slots) but at lunchtime (again unpaid) I had drafted a huge update - line manager checked it and I sent it off. 8 people missing the meeting last week and 5 people asked for updates (all individualised for their area) and I’d done 4 (each one takes 20 minutes) and his was the 5 th and I don’t get time in the week as I’m booked solid. Workload is a real issue and interesting I emailed one of the managers that wants to see me on Monday 6 weeks ago about my work load about how I was working a 50 hour week in week (more work at home) and only contracted for 40 and why was I having to cover others on top of my workload when my working week face to face is already 40 hours (that is not added to what I do before and after work) I emailed her 6 weeks ago and still have no reply.

so if she has a go at me for waiting a week - I’ll point out my email l about my health and well being and contracted time 6 weeks ago she hasn’t responded to and see what she says ….. but perhaps not best to be defensive and I’ll just make notes

OP posts:

cryinglaughing · 26/04/2024 17:45

From your update, it sounds like you are in a strong position.
And do mention your email from 6 weeks back, at least you have evidenced that you are drowning in work.

cansu · 26/04/2024 17:46

I would probably say that I would be happy to meet but will need 15 mins to eat lunch first. If the meeting will take the full thirty minutes then it would be better to schedule at another time. I would also add could you please send me a brief outline of the agenda so I can make sure I am prepared.

whattimeisourflight · 26/04/2024 17:53

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.

You can't be serious!

Helpfullright · 26/04/2024 17:54

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.

I earn over 120k and take a fixed lunch, as does our whole business. It’s called caring about your employees.

Original poster

TheCheeseTray · 26/04/2024 18:46

I normally would get an hour unpaid but actually we are expected to give at least 30 minutes up at least once a week. But meetings are shoehorned in before work, lunch and after school etc and it had got worse over the last 12 months. Often I am expected to cover an absent colleague at least once a week during my lunchtime, this week I lost all lunchtimes - or at least 30 minutes taken about each one. Hence my email about work load …..

OP posts:

Original poster

TheCheeseTray · 26/04/2024 18:48

at 9 am on Monday I’m in hospital having an appointment as a recently x ray showed an enlarged heart. I expect to be in by 11 am but yes, no helpful to have a meeting to look forward to straight after

OP posts:

haveaniceday321 · 26/04/2024 19:04

Good luck op you seem to know what you will say and how you haven't done anything wrong. I would though to protect your line manager take your laptop like you said that has the evidence on bit printed out evidence as they will know your line manager have you the heads up when they were told not to

haveaniceday321 · 26/04/2024 19:09

haveaniceday321 · 26/04/2024 19:04

*not printed out evidence

DilemmaDelilah · 26/04/2024 20:22

If you don't want to attend in your lunch break then I would say that you are sorry but you have a previous appointment (and make sure you leave the office for lunch). I also wouldn't say I was looking forward to meeting them. I would just say that you are happy to meet but have a previous appointment at that time. Please would they arrange an alternative time and date, and could they let you know what the meeting is regarding?

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