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Asking for meeting confirmation

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Asking for meeting confirmation
April 12, 2019 1st Anniversary Wishes No comments

since the writer is able to put across the reasons for calling he particular meeting. Formal Meeting Request Letter Samples; Sample Request Letter for Meeting Confirmation Meeting Appointment Letter; Sample of Meeting Appointment.

When you make a request or give an invitation, your word choice can make the difference between getting and not getting what you want. Today you’ll learn how to ask for a meeting by mail or email and get “yes.”

Via GIPHY

1. What is an appointment request letter?
2. When and why should you write an appointment request letter?
3. What should your appointment request letter include?
4. How to format an official appointment request letter
5. Tips to write a good appointment request letter
6. How to write an appointment request letter for multiple people
7. How to write an appointment request email
8. Mistakes to avoid in an appointment letter

What is an appointment request letter?

It is a formal letter people write to ask an individual or a group of individuals to meet with them. They may need to arrange meetings with a manager, supervisor, client or business partner.

Image courtesy of template.net

When and why should you write an appointment request letter?

An appointment request email is typically written to get people to meet with you to discuss a business opportunity or other important issues.

What should your appointment request letter include?

Whether you already know a client, or it's your first email to him/her, you should include a reason after the salutation.

“We talked with you on the phone yesterday and agreed to supply shampoo to your salon”;

“We’d like to offer you our hair care products, because…”

Even if you are sure that the client knows the address of your office and you are going to hold this meeting in the same place, make sure you stated where the meeting will be held.

“If this sounds interesting to you, we can meet on July 20, at 11 am in our office (address) and discuss our further cooperation.”

Indicate the date and time of the appointment.

“Does Monday, July 20 at 11 am work for you? Alternatively, we are available Monday, July 20 at 4 pm or Tuesday, July 21 at 10 am.”

Tell a recipient how long the meeting will take. This demonstrates that you are sensitive to his/her time and want to make it easy for him/her to plan the day.

“Are you available for a 15-minute meeting on May 12, at 9:30 am in our office”;

“We ask for 20 minutes of your time for a brief presentation.”

  • HOW YOUR CLIENT WILL BENEFIT FROM THE APPOINTMENT

When writing an appointment request letter to a client, help him/her understand the benefits.

“We have performed comprehensive research on your company, and we believe we have a mutually beneficial business offer for you.”;

“Would you be interested in a 15-minute phone conversation to see how much we can cut your expenses?”

  • Request a follow-up after the meeting

To continue to build trust and move your relationship with clients along, you need to keep in touch with them.

“We will get back to you in a few days to answer all the questions you may have and to possibly arrange another short appointment.”

How to format an official appointment request letter

Writing an efficient, polished request letter for an appointment with a client can be an easy-to-follow task when you adhere to some common rules.So what does a good appointment letter look like? What should you add to make it shine?

A branded blank shows the recipient that your company is established and professional. It inspires more trust than a letter/an email from a faceless company.

  • ADD THE SENDER'S INFORMATION

This information indicates who the letter is coming from (e.g., Mike Bradshaw, ABC company). Type your name and address in the top right-hand corner of the page. If you request the meeting via email, you can skip this part. To ensure the recipient will potentially open your email, answer yourself the question: “Which company would you prefer to reply back? The one who contacts you from [email protected] or the one who uses a non-branded email address like [email protected]?”

It is important to put the date on the letterhead, especially when you request a response. You can also skip this part if you send an email, not a physical letter.

If the letter is personal, you can indicate that by writing “PERSONAL” or “CONFIDENTIAL.” Type in all uppercase.

What are the most appropriate fonts and font sizes to use for an appointment letter? Keep in mind that your message should be easy to read and clear. Give preference to the fonts that are large enough so that the recipient doesn't have to squint or zoom in to read your letter. Do not select too big font size because it can make your message too long. Ideally, your text should fit well on a single page. Recommended fonts are Arial, Times New Roman, Verdana, Cambria, Calibri, and Courier New.  Select a 14- or 16-point font size for headings and a 10- or 12-point font size for the entire letter. Avoid writing in all capital letters. This can make your message hard to read and may sound impolite.

Image courtesy of businessinsider

  • Format your text in blocks

When writing a business letter, it is preferable to align the entire text to the left and use single-spaced lines. Use a double space between paragraphs.

Email is considered to be one of the official channels for business communication. Even if you've prepared your appointment request letter on the official blank, consider sending it by email and attaching the document.


Avoid closing your appointment request letter/email with a simple “Dennis Kraft, ABC company,” “Kind regards,” and “Sincerely.” Instead, choose a more professional ending such as an email signature. Nicely designed signature will make your email more personal and highlight your expertise. Your signature should contain your name, position and contact information. You can also add additional call-to-action with the link to accept your invitation.  Check these examples of the ideal professional email signatures.

 

Tips to write a good appointment request letter

  • Research information about your client

When it comes to writing an appointment request letter to a client, it is crucial to know who you are writing to. So before you begin an engagement, try to answer the following questions: “What's your prospect’s business or industry?”, “What things people in this industry are struggling with?”, “What is your client talking about on social media?”, etc.

  • CLEARLY STATE THE REASON OF WRITING THE REQUEST LETTER

When writing a request letter for an appointment with a client, explain why you are requesting this meeting. Do not speak too much about what you want. Instead, concentrate on the recipient and highlight the benefits he/she can get from the conversation with you.

Your letter should be brief and to the point. In case you don't know this client yet and would like to schedule the first meeting with him/her to introduce your product or services, do not try to give all the details in the first letter. Give the benefit and find out if he/she is interested. If you get "yes" for an answer, provide more details.

Write short and easy-to-read sentences, no longer than 25-30 words. Avoid using slang and too many terminologies.

  • Use verbs as a hidden CTA (call to action)

Always include a request for action in your letter. “To get answers to your questions, please…”, “Let’s schedule a quick 5-10 minute call to discuss [add the customer's pain point here].”

  • BE FRIENDLY BUT REMAIN PROFESSIONAL

Think who you are more likely to listen to, a university lecturer giving a boring speech or a media person who is animatedly telling a story? We guess you’d choose to listen to the person who talks more conversationally. In business writing, you shouldn't be overly formal. Try to keep your tone conversational yet professional. Now let's compare these two examples. Which one do you like best?

“Your email will be answered within 1-3 business days.”

“I’ll answer your email within 1-3 days.”

Image courtesy of Freepik

The second sentence sounds more informal and personal. Also, remember that a good conversation includes questions. They can make your recipient feel like you’re having a conversation with him/her.

  • ADD YOUR CONTACT INFORMATION

It is crucial to provide your client with an option to answer you back. Of course, you can write something like: “If you have any questions, please contact me at [add your telephone number] or email me at [add your email address].” But your email will look more professional if you choose to add an email signature with your contact information, social media links, and even your photo.

  • DOUBLE CHECK YOUR GRAMMAR

A proper request letter for a meeting appointment with a client requires not only an appropriate tone but also strong grammar. No doubt, the safest way to achieve perfect grammar in your business correspondence is to learn all the rules and practice them regularly. Besides, you may need to use grammar-checking tools like Grammarly, Ginger, White Smoke, and others. They will highlight your mistakes and suggest corrections.

You may want to add a brochure, samples, etc. to your letter/email. Don't forget to mention these attachments. While the word “attached” is appropriate for emails, “enclosed” is used for physical mails. However, phrases like “Please find attached” and “Please find enclosed” may sound stuffy and old-fashioned. Are there any alternatives? Yes!

Phrases below sound more natural and informal, aren't they?

“I have attached a company brochure for you.”

“Please have a look at the attached sketches.”

“Please refer to the enclosed report for more details.”

How to write an appointment request letter for multiple people

When you want to address a business email or letter to multiple recipients, consider their relationships. If the recipients know each other, you can address them alphabetically by their last names (if there are less than three people). Be sure to include the names of all individuals in the recipient’s address section and to the salutation line. First, write the name and address of the first individual. On the next line, add the street address, city, state, etc. Below add the name and address of the second individual.

Image courtesy of template.net

How to write an appointment request email

It's always an excellent idea to look at examples before writing an appointment requesting letter to a client. Below is a sample request email to ask for an appointment.

To: [email protected]

Subject: Meeting: ABC software custom features review

Dear Dr. Martin,

I am a business development manager for the ABC company. Our CEO Mr. Koch met you at the RSNA conference in Chicago last December. As we agreed, our team prepared a special version of our software for your clinic. Would it be possible for you to meet with Mr. Koch and me in our office for about 30 minutes sometime between March 21-25?

Also, please have a look at the attached report. Does it suit your requirements now?

We are looking forward to hearing from you.

[Add a professional email signature with your contact data here]

As we can see from the example, our letter asking for an appointment with a client has:

  • A relevant subject line that introduces the topic
  • A polite opening (e.g., “Dear Dr. Martin”)
  • A clear reason for the meeting and a benefit (“We prepared the software version you asked for.”)
  • Suggested date plus an option for the client to offer any convenient time
  • Estimated duration of the meeting
  • A report that demonstrates improvements important for the client
  • A polite closing (“We are looking forward to hearing from you.”)
  • A professional email signature

Mistakes to avoid in an appointment letter

Image courtesy of Freepik

People often make some mistakes when writing their appointment request letters. Here are some DON’Ts that you should avoid:

  • Do not write too much. Remember that your letter/email shouldn't exceed one page in length.
  • Do not misspell recipients' names. That goes without saying that you must double-check if you wrote them correctly.
  • Do not send letters full of misspelled words and typos. This is just unprofessional. Be sure to proofread each letter and email if you want to make a good impression.
  • Do not focus too much on yourself. When writing an appointment request email, it’s crucial to explain WHY a client should devote time to you and what he/she can get from this meeting.
  • Do not offer a very small meeting window. Try to have an entire day or even a few days for a client to choose from.
  • Do not be impatient. Sometimes you may need to get in touch with a client more than one time to get a response. However, be patient and allow at least one business day before you send a follow-up.

Conclusion

Often appointment request letters are the first contact a person makes with a prospect. Hence, it becomes critical to get the tone of the letter right to make a good first impression. It’s equally important to be able to make an appointment with someone who already knows you and get a “yes” for an answer.

To write a successful letter for request appointment with a client, keep in mind to:

  • Offer value to the invitee
  • Explain the context of the meeting clearly or even include a brief agenda
  • Ask for a particular amount of time (like 15-20 minutes)
  • Make it convenient for the recipient (by offering multiple availabilities in your schedule for the invitees to select from)
  • Show that you truly appreciate the time the recipient is going to take to meet with you.

If you send the appointment request letter to a married couple or multiple recipients who work in the same organization, put both (all) of their names on the first line, then write the address. When your recipients are located in different places or don’t know each other, you can write separate letters to each of them adding the traditional "carbon copy" notation (CC) at the bottom of your letter.

When speaking of emails, insert the names of each person you are addressing in the “To” field (if they know each other). Don't use the CC field if you have no intention to prioritize any person. All of your invitees should be equal.

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It is a formal letter people write to ask an individual or a group of individuals to meet with them. They may need to arrange meetings with a manager, supervisor, .

Make an Appointment EMAIL Sample đź“®What to write to arrange an appointment with someone?

asking for meeting confirmation

What should I write to arrange an appointment with someone? Sample email for meeting invitation.

  • arrange an appointment letter
  • arrange an appointment by email sample
  • make an appointment conversation

Letter:
A letter should always include:

1. Your address, phone number, email and date (on the top right corner)
2. The recipients name and address (underneath your details, on the left)
3.To whom it may concern or Dear Mr./Mrs. Smith or Dear Sir/Madam
4. Reason for writing the letter: I am writing to arrange an appointment with you in the upcoming week.
5. Explain reason for the appointment: The purpose of the appointment is to discuss the promotion in the Sales department, I would like to be considered for this promotion.
6. Ask them to contact you whenever it is convenient for them: If you are interested in discussing the promotion further with me, please tell me a time that is convenient. I am very excited about this new opportunity.
7. Ending: Thank you for your time. I am looking forward to hearing from you and arranging a meeting.
Yours sincerely/faithfully,
____________________.

Sample Letter for Meeting Invitation:

Dear Mr/Mrs Smith,
I would like to arrange an appointment with you to discuss your sons behaviour in the classroom. I feel that a meeting would be extremely beneficial for your sons progress in school.
I am available after school hours from Monday to Friday, please let me know when it is convenient for you to come to the school.
Thank you for your time.
Kind regards,
___________________.

Conversation:

  • Hello Dr. Cullen this is Sarah.
  • Hi Sarah, how can I help you today?
  • I would like to arrange an appointment with you, I would like a consultation.
  • Of course, what day would you like to come to the surgery?
  • I am only available in the morning during the week. Are you available any morning this week?
  • Yes, I am free at 9 A.M. on Wednesday. Is that ok for you?
  • Yes, that is perfect. Thank you.
  • You’re welcome.
  • I’ll see you on Wednesday.
  • Bye.
  • Bye Sarah.
WATCH THE VIDEO ON THEME: How to Get A Meeting with anyone.
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For your hospitality

Interview confirmation email

asking for meeting confirmation

Congratulations! You scored that interview. What should you do next? It’s a good idea to accept and confirm the interview with an email, even if you have spoken to the hiring manager or human resources representative on the phone. That way, you can be certain that you have all the details correct, you know where you’re going, when you should be there, and who you will be meeting with (and you will have a record of your appointment).

A confirming email is also a good opportunity to ask logistical questions (e.g. where is the office located, who exactly will you be speaking with during the interview, do you need to bring anything specific) or to ask any other questions you may have.

Read below for more information on sending an interview acceptance email, and review examples of emails in which the writers accept and confirm a job interview. The first letter is a simple confirmation, and the second example letter asks for clarification on some interview details. The second example also reiterates the job candidate’s interest in the job.

When to Send the Email

Ideally, you'll send this email soon after the notice (often a phone call, or perhaps an email) of the interview. Here's one exception to sending an interview acceptance email: When you receive notice of an interview, hiring managers may mention that they plan to send a confirmation email to you.

Interview Acceptance Email Template

Here are some guidelines to keep in mind for what to include as you are writing your interview confirmation email: 

Subject Line: Include the job title and your name in the email subject line:

Remember, the hiring manager may be setting up several interviews; including your name makes it easier for him or her to keep emails sorted. It's also helpful in case your email is forwarded to other interviewers. 

Why You're Writing: Lead off the email with the reason you're writing. You can start by saying "Thank you for the opportunity..." or "I'm writing to confirm the interview details..." 

Thank You: Be sure to thank the email's recipient for the opportunity to interview. 

Ask What You Should Bring: You should always bring several copies of your resume to your interview. However, some companies may want other documents — social security card, portfolio of work, etc. — on hand during the interview. Others may want you to send a sample of work prior to the meeting.

Include Your Contact Information: Even though the hiring manager has your contact information, make it easy for them to follow-up, if they need to, by including the details in your email signature.

Proofread the Message. Even though this is a simple confirmation of an interview, carefully proofread the message before you click send. All your job search correspondence reflects your professional communication skills, and typos or grammatical errors will be noticed.

Send a Copy to Yourself: It’s always a good idea to copy yourself on the message. That way, you’ll have a copy in your inbox, and you won’t have to search for the message to review the details prior to the interview.

Tips for Formatting Your Message

Sample Interview Confirmation Letters

Below, review a sample email message accepting an interview and confirming the time of the appointment, as well as an example that asks for confirmation of the interview location. Both letters offer to provide any additional information the employer may need.

Letter Accepting an Interview Invitation Example

Subject: Interview Confirmation Account Analyst Position - Sara Potts

Dear Mr. Gunn,

Thank you very much for the invitation to interview for the Account Analyst position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Quincy office.

If I can provide you with any further information prior to the interview, please let me know.

Best Regards,

Sara Potts
sara.b.potts@gmail.com
555-123-1234

Letter Accepting an Interview Invitation and Asking Questions Example

Subject: Interview Confirmation - Bob Steenberg

Dear Ms. Morrison,

It was great speaking with you on the phone earlier today. Thank you very much for the invitation to interview for the Editorial Coordinator position at ABC Company. I'm very much looking forward to our conversation, scheduled for May 6, at 3 PM.

When you have a moment, can you confirm that this interview will take place at the downtown location of ABC Company?

I believe that my editorial experience in the technical publishing field makes me an ideal candidate for the position. I look forward to sharing my passion for and skills in editorial work with you.

If I can provide you with any further information prior to the interview, please let me know.

Sincerely,

Bob Steenberg
bobs@gmail.com
555-123-1234

The Bottom Line

When to Confirm the Details: Sending an email to confirm the interview will ensure you have the correct date, time, and location.

When Not to Send a Confirmation: If you get a confirmation email or call from the hiring manager, you're set.

If You Have Questions: It's appropriate to use your email to ask questions you may have about the interview process.

A confirmation email also serves as a reminder to you and the hiring manager and is an excellent opportunity to reiterate your interest in the position. 

There is no need for you to send an email if the hiring manager plans to do so.

Interview Confirmation Job Title - Your Name

In your email, you can ask if there is anything that you should bring on the interview or if there is any information you can share prior to the interview. 

I generally avoid asking someone for a meeting that I don't have context for. I define “context” as a point of reference either you met them at.

Meeting Attendance Confirmation Email

asking for meeting confirmation

How do you write an appointment email?

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use in an email to do this concisely and clearly.

Asking for an appointment

(formal situations)
I would like to arrange an appointment to discuss….
Please would you indicate a suitable time and place to meet?

(neutral)
Would it be possible to meet on (date) at your / our offices to discuss…?

(informal)
Can we meet (up) to talk about…?

Suggesting a time

(neutral)
Would Tuesday suit you?
Would you be available on Tuesday?

(informal)
What about…?
Let’s say…

Agreeing to an appointment

(formal)
Thank you for your email. I would be available to discuss…. on (date) at (time and place).

(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?

Saying a time is not convenient

(formal)
Unfortunately, I will be away on business during the week of July 6 – 11, so I will be unable to meet you then. However, if you were available in the following week, I would be glad to arrange a meeting with you.

I will be out of the office on Wednesday and Thursday, but I will be available on Friday afternoon.

Cancelling an appointment

(formal)
Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.

Would it be possible to arrange another time later in the week?

(neutral)
I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.

Would you be free to meet early next week?

Apologising

(formal)
I apologise for any inconvenience.

(informal)
I’m sorry about cancelling.

Asking for confirmation

(neutral)
Please confirm if this date and time is suitable / convenient for you.

(informal)
Can you let me know if this is OK for you?

Writing to someone you don’t know

If you don’t know the person, you’ll need to give some background information about yourself or your company.

I am… and I would be interested to meet you to discuss…

I would be grateful if you could indicate a convenient time to meet during this week.

I look forward to hearing from you.

Need to change an appointment on the phone?

See our page on making appointments

WATCH THE VIDEO ON THEME: Videomeeting request attendance confirmation

How do I reply formally to an email saying "Kindly confirm the meeting over this When you make the appointment they will ask or youbwill submit an emai or.

asking for meeting confirmation
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