A meeting appointment request letter is a formal document written to an individual or a group of individuals requesting a meeting. The letter is written in a formal tone and sent to each individual’s address. For the letter to be termed as standard, it should have the name, address, and signature of the person writing it.
Moreover, a meeting appointment request letter can also be written to potential customers or business individuals to create a discussion on the sale of products or assess the level of satisfaction for a service or sale done. An individual can be requested for a meeting to discuss various business ideas or provide a possible solution to an ongoing challenge.
How to Write a Meeting Appointment Request Letter
A meeting appointment request letter can be written in different formats according to the number of people targeted. The following are some of the subdivisions of how the letter can be written:
Writing for an individual
Writing a meeting appointment request letter to an individual is focused on either starting a partnership or enhancing an already existing business partnership. The following details should be included in an individual’s meeting appointment request letter;
The sender’s information
It is a crucial detail that should never be left out while writing a meeting appointment request letter. It should include the senders’ names, addresses, and contact details. This information helps the person who receives the letter to identify the person who is requesting a meeting. Additionally, once the receiver gets this letter and has any queries, it will be easier for them to contact the sender since the contact details and address is available.
The date of request
The date of request is essential when writing an appointment request letter as it helps to show when the letter was written. It is vital for effective records management and tracking of documents for an individual. The date is written after writing the personal address. For example, June 27th, 2021, can be when the appointment request letter was written.
The reason for the meeting
The reason should be added when writing an appointment request letter as it shows the latter’s purpose. There are low chances for the person being invited for the appointment to turn up Without this detail. Additionally, this information helps an individual to prepare for the meeting by doing the required research in line with the meeting purpose. For example, a reason for an appointment can be written as “the purpose of this meeting is to set up a business plan for the supply of food products which seem to have a large gap within Brooklyn.”
Suggested date and time for the meeting
These are essential when writing an appointment request letter as it helps the person to whom the letter is sent to set the date and time aside from their schedule for the appointment. Date and time are essential as it helps in reducing inconveniences for the other party. For example, the letter should indicate: “the suggested date for the appointment is July 19th, 2021″. With this information, both parties will set a reminder on their dairies for the appointment.
The place or location where the meeting is scheduled to happen should be indicated in the appointment request letter. This is an important detail as it helps in reducing inconveniences that might be caused by the lack of a definite meeting location since the different parties are in other areas. For example, the location can be written as: “the meeting will be held up at Brooklyn restaurant, on 156th street Brooklyn New York”.
Length of meeting
The details regarding the length of the meeting should be indicated on the appointment request letter to show the expected time the meeting is planned to take. It is an important detail as it helps in the personal planning of the individual invited, and they can set up other events after the meeting. For example, it should indicate in the letter; “the meeting is set to take 30 minutes for a lengthy discussion of all aspects of the business. The starting time will be 10 am and ends at midday, is the time appropriate for you? We are also open for 2 pm -2:30 pm”.
The client’s benefits
The client’s benefits should be indicated in the appointment request letter as it helps create interest in the client to help them accept the invitation to the meeting. The details should be brief and professional to avoid the letter being too lengthy. An example of a client’s benefit can be: “the benefit of the collaboration is that you will get 50% shares of the business that we are going to set up”.
On-arrival notice is an essential aspect of an appointment request letter as it is a confidential document meant for one person. At the top of the letter, it can be indicated “private and confidential.” This helps keep the copy-safe, and only the targeted candidate is allowed to read the contents of the letter’s contents
These are important as they help build the bond and trust between the two parties for future growth. For example, “we will follow up in a week to give you more details of the concerns that you have raised and possibly set up another meeting to finalize the deal.”
Closing the meeting appointment request letter with the signature is essential as it shows the writer’s professionalism. It also helps in the personalization of the document and allows the persons to whom the letter is being sent to accept the invitation.
Writing for multiple people
Writing a meeting appointment request letter for multiple people is done when a meeting needs different people from different departments or sectors. If the different people do not know each other, then the letters can be written as individual letters to each one of them. These details should be included in the appointment request letter.
Personal details of 1st individual
The name and contact of the 1st person should be written at the top of the letter address side to show the name and address of the first invited individual. This information helps the other party know how many people will be in the meeting and which department or organization they represent.
Personal details of 2nd individual
The name and contact of 2nd person are written on the appointment request letter after the first person’s details. It shows the second party who will be attending the meeting. Addresses are written in a professional format in a block form just below the first address.
All details in a line
All details are included in a line when writing a meeting appointment request letter, especially for a married couple attending the meeting together. This is also applicable for persons who are working in the same organization.
Carbon copy CC notation
CC is used when writing to different people in various locations who do not know each other. The carbon copy notation “CC” is added so that one can write separate letters for each one of them.
Meeting Appointment Request Email
A meeting appointment request email is similar to a meeting appointment request letter, but there is a difference in that the email contains a subject line and a professional signature, which are discussed below:
The subject line
The subject line shows the details of an email, and the receiver gets to see this information before reading the content of the email. It should be brief but clearly describing what the email entails. The text shows slightly below the name of the sender.
A professional email signature
The signature is added at the bottom of the meeting appointment request email to show professionalism. The signature entails the companies details, contact information, and the writer’s signature. The writer should also ensure that they provide a link for the receiving party to confirm their appointment acceptance.
Tips for Writing an Appointment Request Letter
When writing a meeting appointment request letter, various aspects need to be put into prior consideration.
Below are some of the elements to be considered:
Gather information about your client
Before writing a meeting appointment request letter, it is important to gather all the client’s details. This helps one learn the challenges the party is going through and possible actions which can be put into place to resolve the challenges and generate income for the client.
It is also crucial for the targeted person to know the purpose of the email even before opening it. The letterhead can be used for this purpose. It should be catchy, short, and professional. Moreover, a letterhead helps a client to be able to search for the email easily without having to go through all their emails through “keyword search.”
Use proper fonts
Using proper fonts can help to make the work look professional and presentable. Suitable fonts also help in the identification of critical points in the letter making it easily understandable.
Format text in blocks
The text in a meeting appointment request letter is aligned to the left side of the letter with single spacing. From one paragraph to the next, double spacing is used to show the difference in the paragraphs and also increase the presentation of the work.
Clearly mention the reason for writing the letter
Stating the reason for writing the letter helps to allow the reader to get the purpose of the letter quickly and also save their time. This creates interest in the reader and gives the writer a better chance of getting a reply or agreement from the reader.
Keep it brief
Keep the meeting appointment request letter brief and straight to the point. This makes the request letter look professional. Additionally, it helps the reader grasp the main points with ease.
Use short sentences
Using short sentences makes it easier for the writer of the letter to align all the points needed for the meeting request. They also show professionalism and help in saving time for the reader.
Include a request for action
Allow the recipient to respond to the meeting request by including a request for action. This can be done on the email by adding a response link whereby the recipient licks to confirm attendance. Contact details should be added for the recipient to approve the request on the appointment request letter.
Keep a conversational yet professional tone.
It is crucial to ensure that there is a flow of ideas by making the letter enjoyable for the reader. Keeping a conversational tone also makes it easier for the reader to understand the meeting’s details and aims to create interest for them to attend. This leads to a positive response.
Add contact information
To enhance ease in response from the recipient, the writer should add his contact information. Contact information also shows the authenticity of the letter/email hence creating a better chance for the recipient to accept the invitation.
Double-check your grammar
Ensure that the letter does not have grammatical errors that might alter the meaning of the content. The correct grammatical presentation shows professionalism, and the writer can use tools like Grammarly to ensure that all mistakes get corrected before sending the letter.
Attach valuable documents
Attaching valuable documents helps the reader get more details concerning the meeting. Documents such as fliers can be used to show detailed descriptions of an organization and the products or services they offer.
Sample Letters & Examples
Formal Request Letter Template for Appointment
City, State, Zip Code
Dear Mr./Ms./Dr./Mrs. First name Last name,
I am writing to request for an appointment with you on (date) at (time) in (place). I am a member of Human Right Champions (HMC) in (your town or city) and I would like to discuss your responsibilities Senator of (city) and the way you may contribute to championing for human rights in (state). (Name and job title) will also be attending the meeting. You may come along with other members of the Senate, friends, or representatives to the meeting. I realize that you are a busy person and I would like you to please confirm that you will attend the meeting between (time) and (time). For more information contact me at (phone number) or email at (email address). I will call your office line before (date) to confirm the details of the meeting. Thank you for considering my request to meet and I am looking forward to hearing from you.
Sample Formal Request Letter for Meeting Appointment
Chief Executive Officer
World Health Organization
1010 Surveillance Street
New York, NY 10233
September 10, 2018
Dear Mr. Bush
I am writing this letter to meet with you on October 22nd, 2018 at 8.00 am. According to the current health dynamics in Africa, my team suggested that I contact you to discuss the measures to put in place to control the spread of diseases. Being the WHO representative in Africa I assume that you are aware of the health challenges the people in your continent are facing. My hope is to obtain in-depth information about the disease situation in your continent for us to come up with strategic ways to combat them. I will be in Nairobi, Kenya from 15th to 26th October, attending the World’s AIDS day conference and I hope you will be available to meet with me. Thank you so much for considering meeting with me. I will call your office to confirm the meeting place. For more information you can contact me at + 4447897707 or [email protected] I am looking forward to hearing form you.
Request Letter for Meeting Appointment with Client (Template)
City, State, Zip Code
Dear Mr. /Mrs. First name Last name,
I am (name) the (title) of (company) and since you are one of our loyal clients I would like to thank you by inviting you to 50th anniversary as a successful organization which will be held on (date) from (time) at (place). I would like you to celebrate our success with us on (date). We are looking forward to meeting with you. Thank you for considering meeting with our team on (date).
Sample Request Letter for Meeting Appointment with Client
Sales Director of Toyota Company
321 Surveillance Street
Florida, FL 10233
September 22, 2018
Dear Mr. Smith,
I am the sales director of Toyota Company. I met you for a short time during the worldwide motor vehicle conference last month and I am writing to request a meeting appointment with one of our representatives on 17th October this year. Kelly Bush one of our sales representatives is going to be in Florida between 14th and 24th October and we request that you meet with him on 17th as that is the only day he will be available. The meeting will last for about one hour sometime between 8 am – 2 pm. Kelly has performed a thorough research about your business contract and he would like to discuss with you the benefits you would obtain by trading with us. For more information please contact me at +14444000005 or by email at [email protected] I will contact your office before 17th to confirm the details of the meeting. I would also like you to confirm if it will be possible for you or your representative to meet Kelly on 17th in Florida. Thank you so much for considering meeting with our sales representative. We are looking forward to hearing from you.
Sample Request Letter for Meeting Appointment with Boss
Dear Mr. Reed,
If your schedule permits, I would like to schedule a meeting appointment with you at your earliest convenience. I am interested in discussing my progress at this company as well as some other relevant and urgent issues. Would this Monday at 3 PM work for you? If not, please let me know when would suit your schedule best. I very much appreciate you taking the time.
Meeting Request Letter with Boss (Template)
Dear (insert boss name here),
I am writing to request a meeting appointment with you at your earliest convenience. I would like to discuss (insert issues here). I know you are very busy, but I would very much appreciate you taking the time to meet with me. Are you available at (insert time here)? If not, please let me know when would be a good time for you. I appreciate you making some space in your busy schedule for me.
(insert employee name here)
Sample Doctor Appointment Request Letter
Dear Dr. Smith,
I am writing this letter to request an appointment with you regarding some health concerns I have been struggling with recently. In particular, I have been struggling with frequent dizziness and chest pains, and your services have been recommended to me by my colleagues.
I have consulted with my regular physician regarding these symptoms, but since you specialize in cardiovascular issues, I wanted to consult with you to get a second opinion. If you have the time, I would really appreciate a consultation with you to get your professional opinion on my symptoms. I know you are very busy, but if you are available to schedule an appointment with me, I would be very grateful.
Doctor Appointment Request Letter Template
Dear (insert doctor name),
I am writing this letter to request an appointment with your office regarding some concerning health problems I have recently been experiencing. I have been struggling with (insert symptoms here), and you came highly recommended by (insert reference here).
While I have consulted with my primary care doctor about these symptoms, it is still very important to me to get a second opinion about this potentially serious problem. I know you are incredibly busy, but since you specialize in these issues, I would like to consult with you regarding my symptoms. If you have the time, I would very much appreciate your office scheduling an appointment with me.
Request Letter for Job Appointment (Template)
To (Full Names)
(State, city, zip code)
From (Full names)
Dear Mr. /Ms. (last name)
I am writing a letter to request for a position (post) in (company). As duly advertised in (site) dated (date) I would like you to consider me as (post) in your organization. I graduated from (college) with (qualification) in (course) on (date and year). I have been working at (organization) as a (post) for the past (number of years or months). Given the chance, I will apply my skills to improve the growth of your firm. Having checked your qualification demands, I believe I am qualified for the post. I am looking forward to hearing from you. Thank you so much for your time.
Sample Meeting Request Letter for Job Appointment
To Susan Mars
Human resource management
321 Rock Street
Atlanta, CA 32228
25th October 2018
From Ms. Jane Ray
322 Rock Street
Atlanta, CA 32230
Dear Mrs. Susan Mars
My name is Jane Ray and I am writing this letter to request for a position as a sales representative at Nivea Limited. Following your advertisement in New York Times dated 23rd October 2018 for a job vacancy in the sales distribution sector, I would like you to consider me for the post. I am a former student of Harvard University who graduated in 2015 with of Master’s Degree in business management. I have been working for Crystal Automobiles for the past two years. I have attached my Curriculum Vitae, certificates and other necessary documents for your consideration. I consider that an opportunity of meeting with you would be good as I am thrilled to join your firm. During the meeting appointment, I will be able to explain my interest and personality. I will be privileged to work as a sales representative for your company. I am looking forward to meeting you.
Ms. Jane Ray.
Sample Appointment Request Letter for Business Meeting
Dear Mr. Jones,
I work as Director of Sales for ABC Corporation, and we’ve met at several industry networking events. One of our sales representatives will be traveling to your area during the last week of June, and we’re very interested in scheduling an hour-long meeting with you on any of those days. We’ve been following your business and have a sales proposition that we believe would be mutually beneficial that we’d like to present to you. Are you or one of your associates available for such a meeting? I will be in touch over the next few days to follow up and set up a time that’s convenient for you. Please don’t hesitate to ask if you have any questions.
Request Letter for Business Meeting (Template)
Addressee Title and Company
Addressee Company City, State, and Zip
Dear (insert name here),
I work at (company) as (title), and we’ve met at (insert details here). One of our associates will be visiting (insert city here) on (insert dates here), and we’d love to schedule a meeting with you to discuss a mutually beneficial sales proposition. We’ve been researching your business and we believe our services would be a good fit for you. Are you or someone from your organization available for a meeting? We will follow up shortly to discuss potential dates and times and address any questions you may have.
Sample Business Appointment Request Letter
This sample letter is the response of a business organization to a request by another company to do a particular task for them. The business company replying in the context received the news from a former client. The business is now expressing interest in the offer and is requesting a meeting to discuss further the details. The business in question is already established and has a catalog of products that they deal with. The company interested in their services wants to hire the business organization to do a specific task for them. They learned of the business through a third party who is the former client of the business organization. Information about the business such as the address and contact is provided.
Sample Letter to Request a Congressional Appointment
This sample letter is a request for a meeting or appointment with a member of congress. In this context, the request is coming from the head of an insurance organization. The leader starts by stating that they request an appointment with the Congressman or a representative of the Congressman. The reason for the appointment is stated in the second statement of the letter. A further description of the sender can be added before giving more details about the and the purpose of the appointment. The details of the appointment are provided clearly and briefly. The letter is short and comprehensive. It has just enough information to clearly describe the issue at hand expressing its importance.
Sample Appointment Request for Congress Meeting
In this sample letter, the sender is requesting a meeting with the congressman to discuss healthcare issues. The sender in this case is a member of the American College of Chest Physicians. The purpose of the letter is declared in the first sentence of the body of the letter. Here the name of the specific Congressman or representative has mentioned together with the date and time that the sender is willing to meet with the recipient. More details about the sender such as their state and occupation are provided. The next part is to describe the purpose of the intended meeting. In our case, the physician would want to discuss the wellbeing of his or her patients and how to improve his ability to care for his patients. After this more information on how to contact the sender is provided.
Sample Letter to Company Requesting an Appointment
This sample letter simulates a situation where an organization would like to request an appointment with a company. The letter describes an organization named Skills USA which has members in various institutions. Here the members of the organization in a particular school would like to visit a company. In the letter, the company has already accepted the request for the visit and the organization is expressing gratitude. They also give more details about their visit. The number of students, accompanying staff, the equipment they will require, their intended audience, and the materials they will bring with them. After that, they provide more information on their organization and their purpose for the appointment.
Sample Doctor Appointment Request via Letter
This sample letter is a doctor’s appointment letter request. It is written in a friendlier tone with the patient explaining his or her personal problems to the doctor. There is no sender information provided in the letter assuming that the doctor is already familiar with the sender. The sender starts by stating the purpose of the letter. Here the sender has been suffering from chest pains and is not satisfied with the treatment he has been receiving. He and his regular physician have both agreed that it is better to get the opinion of another professional. The sender explains his symptoms in the letter and explains his concern. He acknowledges that the doctor is busy and thank him for his time.
Appointment Request Letter Format
This sample is a general appointment request letter. It has no information about the sender. The letter does not start by stating the purpose right away. It starts with explaining that there are meetings undergoing in various states that have more or less the same purpose as the one the physician is requesting. The physician then expresses the purpose of the meeting and starts explaining the details of the agendas to be discussed. The physician who is a member of the American College of Physicians gives a detailed description of what he or she wants to discuss during the meeting. This sample is quite long in comparison to others. This is because of the many agendas specified by the physician. In the end, the physician proposes a meeting time and date.
Sample Job Appointment Request Letter
This sample letter is a request for a job appointment. Here the sender has just left the learning institution and is looking for his or her first job. This job is to be the stepping stone to starting a professional career. It is short and to the point. The sender expresses interest in the company he or she wants to work for. No qualifications have been mentioned and the sender clearly asks for the company’s guidance as the sender starts learning how to survive in the corporate world. The sender requests time from the company to discuss what his or her field of expertise entails. No information about the sender or receiver is provided in the letter. It is short and to the point. It has a friendlier tone and looks less official.
Meeting Appointment Request Letter
The last sample represents an office situation where the sender would want to schedule a meeting to discuss the continuance of a program that has been going on. Some information is added to the letter such as; date, scheduler, office of the sender, and address. The letter has a more professional feel. It starts with praising the TRIO programs that are taking place in the district and how well they have been performing. The sender then states that the purpose of the meeting is to ensure the continuance of these programs. The letter also states the expected audience and the caller of the meeting. At the end of the letter, there is some additional information about the sender including contact information.
A meeting appointment request letter or email is sent to a recipient who is targeted to attend a meeting to discuss different aspects. It should be short, professional, and grammatically correct while highlighting the purpose of the meeting to allow the reader to get a clear description and the benefit they will get from attending the meeting. Contact details should always be available to enable further consultation from the recipient in the case of ambiguity.