Business Appointment Letter (12 Samples & Writing Tips)

A business appointment letter is a letter that is written to seek an appointment for the business purpose. Basically, it is a letter that guarantees an employee’s job in a particular company. A company gives the letter to a newly selected employee.

It is important to write an appointment letter with professionalism. There are many situations where you need a business appointment letter AS IT IS WELL KNOWN.

When do you need a business appointment letter?

An appointment letter can be used for many reasons. The format and elements will remain same. However, you can a writer for the following situations by following the structure.

  • To appoint a new employee
  • To invite a person to your office
  • To request a person for meeting
  • To thank you a person
  • To appoint any high-level executive officer

Business Appointment Letter of Analyst

This is a letter written by the company to appoint a new employee. The new person should be a person who possesses knowledge in analysis. Typically, the letter is an offer letter, whereby the new employee can accept or reject. The letter should state clearly the salary, allowances, and other benefits therein. If you are writing this letter, it is important to be professional. Use kind words to convince the recipient. You should be brief and direct to the point.

free business appointment letter


Business Appointment Letter of Association

The letter is written by associate members to appoint a new member. Actually, appointment means to offer someone an opportunity. Therefore, the person can accept or reject the offer. Just like any other letter, you should be brief. Members of an association can offer a chance to a new member, who can be of benefit to the association. The letter should be professional. The use of kind words is very important.

formal business appointment letter


Business Consultant Appointment Sample

Generally, companies sometimes need consultancy services to better their business. Therefore, this letter is written addressed to a consultancy agency or individual. This consultancy letter should be professional. You should state all the roles clearly to eliminate doubt. Be brief in your letter. All the dates and figures like salary should be clear. An employer should seek consultancy services form an expert. Terms and condition should also be clear.

download business appointment letter


Sample of Business Development Appointment

The letter is written to a business management or person, by the business consultant. The purpose of this meeting is to book or arrange for an appointment. The agenda of the appointment should be clearly discussed in the letter. The appointment is for matters concerning the development of the business. The letter should be professional and containing kind words. The venue, time, and date of the meeting should also be discussed in this letter. Additionally, the contacts of the consultant should be in the letter, in case of further clarification.

printable business appointment letter


Standard Director Appointment Letter Format

The format of the letter should be official with both addresses. The salutation of the letter is important. The letter is addressed to a prospective employer. Since the letter is used to employ a high executive individual, It should be brief and clear. In the letter, there should be details of the duty and responsibilities as a director. Use kind words to convince the recipient. Dates and time should be stated clearly as well to avoid any doubt. Avoid a lot of information, which will not be necessary.

business apointment letter free print


Sample of Chairman Business Appointment Letter

Occasionally, business committee member holds meetings to appoint the interested candidate to the position of a chairperson. The letter is official and should have both addresses and contacts. The letter should contain all the details concerning the roles and responsibilities of the chairperson. The date and time to start working should be stated clearly to eliminate any doubt. The letter should also specify the period or duration as a chairperson. Since it is an executive letter, you should be brief.

free printable business appointment letter


Business Meeting Appointment Letter Format

The letter should have both addresses and contacts. The letter should be official and brief. Use kind words in your letter stating the agenda of the meeting. You should demonstrate in your letter the reason for the meeting. Nevertheless, the meeting should be concerning business development. Time, date, and venue should be well discussed. The entire letters are official and avoid unnecessary information.

business appointment letter format


Business Appointment Letter for Partner

Generally, business partners should keep in touch always. Letter writing is another way of keeping in touch. The main purpose of the letter is for business development. The language of the letter should be business matters and kind. When writing this letter, avoid unrealistic demands. Dates and time should be clearly discussed if need be. Make sure there are contacts in case of any further clarification.

editable business appointment letter


Sample of Business Representative Appointment Letter

The company writes the letter to the agent who will be representing the company on business matters. This is an official letter containing both addresses. The nature of the letter should be brief and clear to eliminate all the doubt. Be professional in your letter and use the kind word to convince the recipient.

free edit business appointment letter


Business Appointment Letter for Rescheduling

This letter is written to cancel or reschedule a meeting that was intended to take place. Typically, the letter is official and should have the reasons why the meeting was rescheduled. A future meeting date is discussed in the letter. The date and time should be included in the letter. You should be brief to the point. Always use good and kind words to convince the recipient. Avoid unrealistic demands.

fake business appointment letter


Basic Contents of a Business Appointment Letter

A business appointment letter has many elements. You need to include all the elements to make it a professional letter. In addition, you need to give the information that needed.

  • Date: It is important to mention a specific date when your reader will meet you. You need to give exact date and time for the appointment of the meeting.
  • The Purpose for The Meeting: You need to include the reason for the meeting. Why do you want to meet with the person? The reader should have a specific reason to meet with you.
  • Contact Details: You should always include your contact details. Therefore, the reader can use the contact information to confirm the appointment. You can give your name, address, phone number and email address.

These are the basic elements of the appointment letter. If you want to write a business letter, you should always include the above three points.

Don’t you want to write an appointment letter? You can use our business appointment letter examples and download it. We are offering the examples free to use.
You can get the appointment letter examples in MS word and PDF format. You can also edit the information where needed. Therefore, it will save your time to type a letter and send to another party.

Dos & Don’t (Writing Tips)

  • Be Specific & Clear: You need to be specific when writing an appointment letter. You need to write in precise way and clear all confusion.
  • Be Professional: Your appointment letter will present your professionalism. So, you need to write it according to the format and follow a protocol.
  • Follow a Sample if Needed: If you don’t have any idea how to write a business appointment letter, you can manage a sample. We have many examples that you need download and use as sample.
  • Don’t use Informal Words: It is a formal letter to another party. So, you should not use any informal or rough words. You should give respect to another party.


Now you have the business appointment letter examples and other information to write yourself. So, you can see the example and write an effective letter for an appointment. Make sure you follow our examples’ format to keep it professional.

About This Article

Mary Erickson
Authored by:
Business Writing | PhD in Communication and Society
Mary Erickson is an expert in business writing and currently serves as a Visiting Assistant Professor at Western Washington University. She completed her doctoral studies at the University of Oregon, obtaining a PhD in Communication and Society in 2011. Mary is an active member of prestigious academic organizations, including the Modern Language Association, the National Communication Association, and the Society for Cinema and Media Studies. With her deep knowledge and extensive experience in the field, Mary is dedicated to advancing the understanding and practice of effective business writing.

Was this helpful?

Great! Tell us more about your experience

Not Up to Par? Help Us Fix It!

Keep Reading

Thank You for Your Feedback!

Your Voice, Our Progress. Your feedback matters a lot to us.