When NOT to use a Meeting Note

You knew when your teacher was serious....

I mentioned previously that there are times when an emailed note is not appropriate as a form of communication. The rule of thumb, if there are commercial or legal commitments involved it's not enough. The note is essentially a one way communication, an update. What's the difference between a simple email and putting the same content into a document? The tone set, the detail and the confirmation.

When you send a document you are immediately setting the tone that the reader should take this seriously. You will be more formal, very often use a template that looks official when printed. You will also find that you naturally add more detail. Finally, you must ask for some form of confirmation, a call to action, that can be referred to later. e.g. "Please confirm we should go ahead" or "if this is acceptable please issue a PO", etc.

The key to all this is that you have removed ambiguity with detail and you are asking them to confirm they understand. Topped off with an audit trail in case there is "confusion" later.