A request letter for business meeting appointment is a written communication done by an individual, employee or an officer who wants to get an appointment from a manager, CEO or any other executive body. This written communication requests the persons concerned to allow the sender to get an appointment time. The letter usually explains in detail of why such an appointment is necessary on the date mentioned. Request letter for business meeting appointment is formal and have the advantage of adding importance to the pending issue.
How to Compose this Request Letter
A request letter for business meeting appointment follows a format used to write business letters. It should have a simple language, be easy to read and contain no slang. The letter should begin with the sender’s official names, address and the date the letter was written. The names of the receiver, his title and address should follow. All these details should be at the left side of the paper.
An official salutation should follow. A simple salutation like “Dear Sir” is enough. After the salutation, one can start the letter so that the receiver can know his or her intention. The first sentence of the letter should begin with an introductory statement. It is important to state whom you are and how you have to know the receiver. For example, you can begin by saying, “I am the customer service representative at CISCO, and I met you at the Technology Conference last week.” An appointment request letter should not be long, but it should give the details of why you want an appointment. It should highlight the place where you plan to have the meeting, a brief description of reasons for the appointment, the projected amount of time the appointment will take, suggested dates, request for follow-up after the appointment and what the receiver will gain from the appointment.
The letter should then conclude with a polite valediction such as “Yours Sincerely” or “Best Regards.” The signature of the sender should follow below the valediction. The name and title of the sender should be located below the signature. If you do not have a title, then just write your name.
Sample Request Letter for Business Meeting Appointment
John Mark
125 Kimberley Road
Los Angeles, California 5022
June 20, 2018
William Ward
Director of Sales
CISCO, AZ 5004
Dear Mr. William Ward,
I am the customer service representative at CISCO, and I met you at the Technology Conference last week. I will be in Los Angeles from July 1st to July 11th and would like to have a meeting with you on any of those days. I understand you are a busy person, so I will take only 40 minutes of your time, preferably between 8:00 a.m. and 3:00 p.m. I have a mutually beneficial business proposition I would like to discuss with you. I am requesting you give me a chance to present this proposition in any of those days. I will contact you in a few days to discuss more on this matter.
Yours Sincerely,
[Signature]
John Mark
Sample# 2
