Request for Meeting Appointment Letter (12+ Samples & Templates)

Business Meeting Appointment

A meeting appointment letter is a letter written by individuals or institutions to specify meeting related items such as meeting cancellation or a possible meeting. This letter puts more emphasis on the importance of the meeting as compared to emails or text messages. Furthermore, it shows professionalism since the writer is able to put across the reasons for calling he particular meeting. 

Formal Meeting Request Letter Samples

The Managing Director,

XYZ Association.

Subject: Request for Meeting Appointment

Dear Sir/Madam,

Hope this letter finds you in the best of your health. As per our telephone discussion yesterday regarding the business partnership, I would like to schedule a meeting for appointment according to your convenience. I would like to discuss the partnership clauses in detail.

Working with your company and team members would be an honor. XYZ Association as a partner with our company can be a huge success in future.

Please make sure that the meeting is within this week as I am flying to ABC Country next week on a business trip. Let me know the date and time of the meeting.

Best Regards,


Insert Name here.
Insert title here,
Insert name of association here.

Sample Formal Meeting Request Letter #2

XYZ Company,

Subject: Appointment for a meeting

Dear Sir/Madam,

With due respect, it is to say that I, (Insert name here) represent (insert company name here). Our company has not been properly launched in the market as we are beginners. However, we have the best supply of fruits and vegetables. We are sourcing from the best farms in the area. We have an ample supply of different kinds of fruits and vegetables in the market. There are many companies offering us to be their supplier.

Our company would like to offer you to be your official supplier. I am confident that we would not disappoint you. We have the best market rates, which I would like to, discuss with you in a meeting.

Kindly select a date and time as per your convenience and write back to me. You may also call my assistant to discuss further.

Thank you so much for your valuable time.


Insert name here.
Insert date here.

Sample Request Letter for Meeting Appointment with Manager


Product Sales Manager
XYZ Company

Subject: Appointment for Meeting

Respected Sir,

I would like to introduce myself, my name is (Insert Name here) and I am (Insert designation here) at (Insert Name of company here) Company, which has been your supplier for the last five years.

Our company has been giving you rates, which are much below the actual market price. We were expecting an increase this year but, the rates are not revised yet.

I would like to schedule a meeting to discuss the matter in further detail as there are many companies offering us a much higher rate than the market price. Please suggest a date and time, which is as per your schedule.

I would be highly appreciated. Thank you very much for your valuable time.

Yours Sincerely

XYZ (Name of Sender)

This particular Request Letter for Meeting Appointment with Manager can assist an individual to customize the letter as per their needs and requirements.

Sample Meeting Appointment with Manager Letter #2

XYZ Company,

Subject: Appointment for Meeting

Respected Sir,

With due respect it is to say that I, (Insert name here) represent (Insert name of company here) and would like to schedule a meeting as per your schedule to discuss the following matter:

Insert Topic of Discussion here, for example, we know your company is finding it difficult to find the right material for construction of buildings.

Our company has a solution for your problem. We have been operating in this sector for the past 10 years and would like to provide you the required material.

Kindly schedule an appointment for meeting and write back to me about the date and time. You may also call my assistant for getting more information and further guidance.

Thank you so much for your time.

Yours Sincerely,
Insert name here.
Insert date here.

Sample Formal Request Letter for Meeting Appointment

(Your Name)
(Your Address)
(Your Contact Information)


(Recipients Name)
(Recipients Address)
(Recipients Contact Information)

(RE: Request a Meeting)

(Dear Recipient Name: )

This letter is in response to your departments call for input regarding the new office management proposal. I am writing to request a meeting with yourself and your team in regards to this proposal, and offer my requested input.

I will be in town on business, from (Date) to (Date), during such time I’ll be more than happy to meet with you and your staff, to make the contributions you requested. Three members of my team will be accompanying me to the meeting: Jason Bartel, Kelly Amis, and Fred Connelly.

I look forward to hearing from you. If you have any questions or concerns, please feel free to contact me at (Personal Contact Information), at your earliest convenience.

(Your Signature)

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Format of Meeting Request or Appointment Letters

A professional appointment meeting letter needs to have the following elements:

The return address:

Also known as the writer’s address, it should be placed at the beginning of the letter to the top left margin or the top right margin. This include the name or institution writing the letter,physical address, town/ city and its postal code. All this should be written on separate lines ending with commas(,) after which one should skip a line to write the date. In this section one should not include their telephone number.

The receiver’s address

This should be placed at the left margin just below the return address. This may include the name, department of the institution and title of the receiver, adding their address in full.One should not add the date after this address.


As it is in many letters, salutation is a formal way of greeting a person.This is “Dear Mr” or “Dear Mrs” followed by the name of the person, ie: “Dear Mr Blake”. this should be completed with a comma(,). It is advisable not to use “Dear Mr” or “Dear Mrs” separately unless you are aware of the gender of the receiver.

The main body

The body of the letter comes next and this contains the reasons for writing the letter. This may be in three to five paragraphs, containing five to six lines each. The paragraphs can be either block or indented format.

The body of a meeting appointment letter should contain the venue of the meeting,a concise and brief description of the reason of meeting, the date of the appointment, suggested meeting duration, date of possible follow up meeting and what the people attending may gain from the meeting. To gain a reader’s attention easily one may consider using phrase such as; “Please note that”, “Please consider” etc


One may close with “Yours Sincerely”. This is written at the bottom left of the page after which you leave a space for a signature followed by the writer’s name. 

Some writing tips of appointment letters are as below;

  • The length of the letter should not exceed one page.
  • The language used in the letter should be simple and not use any broken words in the language being used.
  • The letter should have no errors as one should check for grammatical errors, spelling mistakes and punctuation errors.
  • The letters should be typed to avoid dirty work presented through handwritten letters.
  • Although it is modern to send letters via email, it is more official to print and present the letters physically.
  • One should use a standard piece of paper in their country/ region and for proper delivery one should consider using a manila envelope to ensure the letter arrives intact.

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