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Sample letter of reply to meeting request

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Sample letter of reply to meeting request
April 24, 2019 1st Anniversary Wishes 3 comments

We invite you to the Annual General Meeting (AGM) of Dialog This letter is not a summary of the proposals contained in the Notice and.

First impressions count, so you better make a good one, especially when requesting a business meeting. Whether you plan to write to a potential business partner, a government official or a client, your choice of words can make all the difference. A poorly written appointment request letter can affect your image – and your brand. Plus, it can ruin your chances of getting a positive reply.

Use an Appropriate Subject Line

When you send an appointment request letter, make sure the subject line highlights your intention to meet the recipient. Keep it short and simple. Here are a few examples:

  • Meeting request
  • Request for meeting appointment
  • Meeting request letter
  • Request to meet on (day of the week)
  • Scheduling a meeting

Depending on your preferences, you can place the subject line above or below the recipient's address. If you wish to contact the recipient online, you may use the same subject line for your email and letter.

Introduce Yourself

Start the letter by introducing yourself. In case you met the recipient at some point, be sure to mention it. Provide a brief description of your organization or its mission if necessary. For example, you could say something like:

Dear Representative (last name)

My name is (your name) and I am contacting you on the behalf of (company name). We have a common interest in... and I would like to discuss more.

If you have a referral, you can start with: (Referral name) mentioned that you were interested in knowing more about our products and services. I would like to invite you to discuss more at our office on (date and time).

State the Meeting's Purpose

Let the recipient know what to expect from the meeting, including how long it will take. Provide a rough schedule and cover the main points. For example, you can say:

Thank you in advance for your consideration of this request. I would appreciate an opportunity to meet you and discuss how we could join forces on future projects.

Our meeting will cover a brief overview of our technology and resources as well as some examples of our work in this area. We are also interested in discussing a potential collaboration that would be mutually beneficial to both parties.

Try to explain what you are looking for and why you're requesting this meeting in the first place. Suggest two or three dates and times and then kindly ask the recipients to confirm their availability.

Your letter could say something like:

Please, suggest a date and time, which is as per your schedule.

Are you available on [date and time]? If not, please contact us at (phone number) or (email address) to schedule a meeting time.

We will follow up shortly to confirm receipt of this letter and set a day and time that is convenient for you.

Use the Proper Format

Business letters have a specific format. Write your name and address in the top right corner of the page. Type the recipient’s contact information in the left corner of the page or below your address.

Leave wide margins and use a branded blank if possible. Keep the letter short and to the point; ideally, it should not exceed one page. Use a formal salutation, such as “Dear Mr. (Recipient’s name)." If you don't know the exact name of the recipient, you may use "Dear Sir or Madam." End the letter with "Sincerely," "Respectfully,""Respectfully yours" or other formal closings, followed by your name.

An appointment request letter should be clear and concise. Cut useless words and unnecessary information. Use an easy-to-read font like Times New Roman or Arial. Remember to proofread the letter before sending it.

About the Author

Andra Picincu is a digital marketing consultant with over 10 years of experience. She works closely with small businesses and large organizations alike to help them grow and increase brand awareness. She holds a BA in Marketing and International Business and a BA in Psychology. Over the past decade, she has turned her passion for marketing and writing into a successful business with an international audience. Current and former clients include The HOTH, Bisnode Sverige, Nutracelle, CLICK - The Coffee Lover's Protein Drink, InstaCuppa, Marketgoo, GoHarvey, Internet Brands, and more. In her daily life, Ms. Picincu provides digital marketing consulting and copywriting services. Her goal is to help businesses understand and reach their target audience in new, creative ways.

Have you received an invitation to a friend's wedding or a work conference in English? Here are some tips and phrases to help you respond appropriately.

Sample letter reply for meeting request outlook

sample letter of reply to meeting request

If your job involves business correspondence, then you certainly write request letters, occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.

As to request for money letters, all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.

Time-saving tip! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then you will be able to insert any sample into the message you are composing or replying to with a mouse click!

All it takes is the Outlook Template Phrases plug-in that you can see in the screenshot on the right. Once you have it installed, you won't have to type the same phrases over and over again.

Just double click the template on the plug-in's pane and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!

Don't hesitate to check it out right now; a fully-functional 15-day evaluation version is available for download.

Well, back to writing business letters, further on in the article you will find:

Business letter format

A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.

  1. Sender's Address. Usually you start by typing your own address. In British English, the sender's address is usually written in the top right corner of the letter. In American English, the sender's address is placed in the top left corner.

    You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.

    If you are writing on stationery with a letterhead, then skip this.

  2. Date. Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).
  3. Reference Line (optional). If your letter is related to some specific information, such as a job reference or invoice number, add it below the date. If you are replying to a letter, refer to it. For example,
    • Re: Invoice # 000987
    • Re: Your letter dated 4/1/2014
  4. On-Arrival Notices (optional). If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.
  5. Inside Address. This is the address of the recipient of your business letter, an individual or a company. It is always best to write to a specific person at the company to which you are writing.

    The standard is 2 lines below the previous item you typed, one to six lines are acceptable.

  6. Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.
  7. Salutation. Use the same name as the inside address, including the title. If you know the person you are writing to and usually address them by the first name, you can type the first name in the salutation, for example: Dear Jane. In all other cases, it is a common practice to address a person with the personal title and last name followed by a comma or colon, for example:
    • Mr. Brown:
    • Dear Dr. Brown:
    • Dear Ms. Smith,

    If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:

    • Ladies
    • Gentlemen
    • Dear Sir
    • Dear Sir or Madam
    • To Whom it May Concern
  8. Subject Line (optional): Leave two or three blank lines after the salutation and type the gist of your letter in uppercase, either alighted left or centered. If you have added the Reference Line (3), the Subject line may be redundant. Here are a few examples:
    • LETTER OF REFERENCE
    • COVER LETTER
    • REQUEST FOR PRODUCT REPLACEMENT
    • JOB INQUIRY
  9. Body. This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.
  10. Closing. As you know, there are a few generally accepted complementary closes. Which one you choose depends on the tone of your letter. For example,
    • Respectfully yours (very formal)
    • Sincerely or Kind regards or Yours truly (most useful closings in business letters)
    • Best regards, Cordially yours (slightly more personal and friendly)

    The closing is typically typed at the same vertical point as the date and one line after the last body paragraph. Capitalize the first word only and leave three or four lines between the closing and the signature block. If the salutation is followed by a colon, add a comma after the closing; otherwise, no punctuation after the closing is required.

  11. Signature. As a rule, a signature comes four blank lines after the Complimentary Close. Type your name below a signature and add a title, if needed.
  12. Enclosures. This line tells the recipient what other documents, such as a resume, are enclosed with your letter. The common styles follow below:
    • Encl.
    • Attach.
    • Enclosures: 2
    • Enclosures (2)
  13. Typist Initials (optional). This component is used to indicate the person who typed the letter for you. If you typed the letter yourself, omit this. Usually the identification initials include three of your initials in uppercase, then two or three of the typist's in lowercase. For example, JAM/dmc, JAM:cm. But this component is quite rarely used these days, in very formal business letters.

    Below you can see a properly formatted sample donation letter. It's always easier to understand from examples, isn't it?

10 tips to write persuasive request letters

Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.

  1. Know your addressee. Before you start composing you request letter, ask yourself these questions. Who is my reader and how exactly can they help me? Are they decision makers or will they just pass along my request to a senior officer? Both the style and contents of your request letter will depend on the reader's position.
  2. Do not be verbose. Be clear, brief and to the point. A rule of a thumb is this - don't use two words when one would suffice. Just remember the famous quote by Mark Twain - "I didn't have time to write a short letter, so I wrote a long one instead". A person in his position could afford that, and… he was not requesting anything : )
  3. Make your letter easy to read. When writing a request letter, don't digress and don't confuse your reader by drifting off your main point. Avoid long, crammed sentences and paragraphs because they are intimidating and hard to digest. Use simple, declarative sentences instead and break long sentences with commas, colons and semicolons. Start a new paragraph when you change a thought or idea.

    Here's a very poor example of a cover letter:
    "In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."

    And this is a good one:
    "I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."

    Remember, if your request letter looks easy to read, it has a better chance to be read!

  4. Add call to action. Put action in your request letters wherever is possible. The easiest way is to use action verbs and the active voice rather than passive.
  5. Convince but do not demand. Do not treat your addressees as if they owe you something. Instead, catch the reader's attention by mentioning common ground and emphasize the benefits of acting.
  6. Do not be burdensome. Give readers all the information needed and tell what exactly you want them to do. Simplify the job for the person to respond - include contact information, direct phone numbers, give links or attach files, whatever is appropriate
  7. Write in a friendly way and appeal to the reader's feelings. Though you are writing a business letter, don't be superfluously businesslike. Friendly letters make friends, so write your request letters in a friendly way as if you are talking to your real friend or an old acquaintance. We are all humans, and it may be a good idea to appeal to humanity, generosity, or sympathy of your correspondent.
  8. Remain polite and professional. Even if you are writing an order cancellation request or complaint letter, remain polite and courteous, simply state the issue(s), provide all relevant information and be sure to avoid threats and calumny.
  9. Mind your grammar! Rephrasing a well-known saying - "grammar counts for first impressions". Poor grammar like poor manners may spoil everything, so be sure to proofread all business letters you send.
  10. Review before sending. When you have finished composing the letter, read it aloud. If your key point is not crystal clear, write it over. It's better to invest some time in re-writing and get a response, than make it fast and have your letter thrown away in a bin straight away.

And finally, if you've got a response to your request letter or the desired action is taken, don't forget to thank the person. Here you can find sample thank you letters for all occasions.

Samples of request letters

Below you will find a few examples of request letters for different occasions.

Sample letter of recommendation request

Dear Mr. Brown:

I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.

Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.

I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.

Attached, you will find a copy of my most recent résumé. Please feel free to contact me if you need any additional information. I look forward to hearing from you, and I thank you in advance for your time.

Request for information

Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.

Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.

Thank you for your assistance. We are looking forward to hearing from you.

Request for character reference

<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.

Please rest assured that your response will be treated with confidentiality. Thank you in advance.

Donation request

I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.

You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.

Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.

Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.

To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.

Thank you in advance.

Requesting a favor

I am writing you to ask you for a favor that I hope you could do for me.

In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.

The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.

Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.

I hope that you will give me a positive response. Thank you in advance.

Request for product return / replacement

On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>

Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.

I look forward to receiving your satisfactory proposals for settlement of my claim within seven days of the date of this letter.

*****

And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!

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Sample letter to accept meeting request

sample letter of reply to meeting request

Good etiquette dictates that when accepting an invitation, a note announcing your acceptance should be written, especially if the event is formal. This note should be handwritten, formal and gracious in tone, and must be sent within a few days of receiving the invitation. If a RSVP card is provided, a few succinct lines can be written on the other side of the card, otherwise, you can use your own stationary, or purchase a set from local office supply store. Do not use printer paper!

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As with all social writings, the acceptance letter must have correct grammar and spelling, and be punctuated correctly. It is essential to keep the content short and sweet. Here's a quick guide to help you write a great note to accept an invitation.

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A: Acceptance Letter to a Lunch Meeting Invitation

Dear Ms. Prince,

In reply to your lunch meeting invitation received May 29, 2013, I would be delighted to meet with you on Friday, May 31st. I will be ready at 10:00 A.M to be picked up in front of my house.

I look forward to joining you and your group for what promises to be a productive and enjoyable lunch.

Sincerely,

Professor Ian Blight

B. Acceptance Letter to a Wedding Invitation

Dear Mr. and Mrs. Smith,

It is with great pleasure that I received your invitation to the wedding of your son, Roger to Catherine Myers, on January 30, 2014, at the Saint Alphonsus Church.

We are looking forward to being a part of this beautiful celebration of the happy couple.

Please advise if a wedding gift registry is available.

Yours,

David and Elizabeth Fulton

Example Letter to Accept a Birthday Party Invitation

Here is a sample letter for accepting a birthday party invitation. You can also write about a fun memory you both share to make the letter more personal.

Dear Mike,

Thank you so much for inviting me to your birthday party. I'd like to take this opportunity to accept the invitation. I look forward to catching up, and celebrating your birthday with you!

Yours truly,

Jake

Example Letter to Accept and RSVP an Invitation to a Business Meeting

Here is one example. Note that your response should sound professional.

Mr, Moore,

Thank you for the invitation to meet with you in your office on _____ (date) at _____ (time). I am writing you to accept your invitation and look forward to hearing your thoughts on _____ (subject of meeting).

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Sincerely,

Jane Doe

I want to send an email of accepting an invitation as the chief guest?

How to accept an invitation as the chief guest?

In your letter, you first have to express your appreciation for the invitation. Then, accept the invitation. You can also reiterate some of the information that was included in the original invitation to show the host that you understand the event. It's also important to ask if there's anything you need to prepare before you show up to the event.

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Letters like this do not have to be lengthy; you just want to make sure that you understand what is required of you for the event and what you can expect when you arrive.

See more questions like this: Hi, actually we are going to go to another country for a meeting and the host declared: " We will arrange the transportation and accommodation accordingly. " Now how can I accept it by email?

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Do you think that can help me now?

You have received an invitation to a birthday party. Write a letter (120-180 words) accepting the invitation and suggesting that you organize the music"

Dear Anne,

I was thrilled to get your birthday party invitation. I would love to attend the event. I would also like to offer my services as a music organizer since I have some experience in that area (and know all your favorite music!). Please get in touch if you would be interested in my help organizing the music.

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Your friend,

Sammie (555) 555-5555 [email protected]

There is an invite to our general secretary, I need to accept the letter and accept our participation in the event?

Acceptance letter for an invitation.

To write a proper acceptance letter, make sure you cover the following points:

  • Your appreciation of the invitation.
  • Your understanding of the event.
  • Your acceptance and confirmation of attendance to the event.
  • Ask if anything needs to be prepared prior to the event.

The letter does not have to be long. As long as you confirm that you are indeed attending, your letter is good enough to send.

Well I'm looking for more examples from native speakers -- not only invitations but also postcards, short notes, messages?

Hope you can help me, please? Thank you. More samples of different types of letters.

Keep in mind that letters, especially those for invitations, should never be too long. All you need to do is state the purpose of the letter and include the corresponding details. You also have to indicate what type of response you are expecting from the person you are writing to. Most letters are expected to be that way unless it's a very personal letter.

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See more questions like this: Three paragraphed acceptance/refusal of attendance for a birthday party letter sample

Good Morning I just want to reply to a message from my friend inviting me for her daughter's birthday 3 years old. A simple way to confirm our attendance?

I just want to reply to a message from my friend inviting me for her daughter's birthday 3 years old. A simple way to confirm our attendance.

Hi (Friend's name),

I got your invitation for (daughter's name)'s birthday party, and I would be glad to attend. I can't believe she's 3 already! Seems like just yesterday you were bringing her home. I will definitely be at (location) on (date).

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See you then!

(Your name)

Simple Text Message informing guests of their seat/table number?

I wish to write a text message to the guest accepting the invitation to our company's anniversary dinner and inform them their seat/table no.

Text messages have a 160 character limit, so your response should be particularly short and to the point. Here is one possibility:

Thanks for your confirmation for the anniversary dinner on (date). You will be seated at table #, seat #. See you there!

How do you write a letter given this scenario: You work for the Dean of the School of Business at UVU. You received the following letter from a local high school teacher, Karen Swenson. Send her a "yes" reply?

Do you offer tours of the business school on the UVU campus? If so, may I arrange a tour for 45 members of the Future Business Leaders of America at our high school for some afternoon the first week in December? This tour will be one of several the chapter is making to compare colleges in the area.

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So that I can better prepare our FBLA members, please explain in your reply the advantages of attending UVU.

We will appreciate hearing from you in the next week so that we can complete our schedule.

Yes, you would send her a "yes" reply with details of what a campus visit to your institution would entail. You can leave the date and time open so that she may choose what works best for her, or try to give her at least three dates and times that you have open in the schedule.

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Hi, I got an SMS from another organization for induction program at their organization?

I just want to reply to the SMS professionally

Many company SMS programs do not receive responses back via SMS. You should reply with a formal letter using the format above for accepting an invitation.

Acknowledgement of one day trip?

I have an invitation of one day trip arranged by office HR. How can I acknowledge my confirmation for the trip?

If there are R.S.V.P. details, you should use those details to thank them for the invite and make them aware you will be attending. You also could send an email to the H.R. department as well, using the format above in the body of your email.

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How to postpone the proposed time of the appointment?

I received the invitation for a job interview in the morning, but I am only available in the afternoon.

Dear (Their Name),

Can we possibly delay the interview to later in the afternoon? I have a previous engagement at the time that you have suggested, and unavailable. I am free after 1 p.m. so please let me know if you can also reschedule during that time.

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Sincerely,

Your Name

Although you are requesting that the time is changed because of a previous engagement, this reschedule may take you out of the running for the position. No employer wants to be told they are not a priority, including future employers. It would be best for you to reschedule your morning appointment if you really want this job opportunity.

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Hello, sure I need wording for an invitation my boss received saying thank you for the invite, and that my staff will check my availability?

We receive lots of invites for events and want to send our thank you letters for inviting, and that my staff will check my availability

Thank them for considering to invite and then give a date such as we will check our availability and let you know by (Date). Just be sure to not put a date that is past the response date of an invitation.

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Need help on how to write effective emails on any topic?

I am facing problems writing emails to my manager with regard to any issues or process.They say grammatically incorrect and wrong punctuation.

Use a program like Grammarly which you can add as an extension to your browser. It will help with punctuation and grammar errors that you make. It even gives options of the correct phrasing or punctuation.

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Write an email accepting the invitation to a birthday party and suggesting that you organize the music?

120-180 words I need but I'm not too good in English and I can't write it. I have problems because I need 120-180 words to access a birthday party. I have tried: I don't know I was in school for 8 hours. I think it was caused by: You could write for me the email

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How to invite my senior colleagues by email to joint in a proposal discussions?

I have proposals assessment committee I want to invite my colleagues to this committee by email, please instruct me how should I write a professional email to them

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How do I write a rsvp old man or I will beat the cheese out of you papi sanko ooooo?

Yo how do I write rsvp I'm a tenth grader and I'm sad so help me papi sanko o my freaking gosh this thing won't let me submit my question what the freak man I just want to ask you a question

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Comments

How to write business letters to convince your recipient to respond or act or meeting requests, request for information or referral, favor letter or.

Sample Letter Reply For Quotation Request

sample letter of reply to meeting request

Wondering how to write an invitation to become a board member? Below you'll find a sample advisory board invitation letter you can use to recruit people to serve on your small business's board. 

The following is a sample of how an invitation to become a board member letter should be structured with directions for writing the content - feel free to customize it as required and use it to invite people to serve on your own small business advisory board.

Sample Advisory Board Letter (for fictional company Consider It Done)

Your company letterhead

(Prospective Board Member's Name and Address)

Dear (Board Member's Name):

(Introduction - short and direct)

(Pitch - What are the benefits to this advisory board member?)

(*Don't forget to customize this section of the business invitation letter for the particular person you're inviting.)
(*Use bullet points if you have more than two benefits.)

As one of the pioneers of the Virtual Assistant (VA) Industry, being a member of Consider It Done's Advisory Board provides you with a stellar opportunity to continue to shape the VA industry. My company, Consider It Done Ltd., needs a new direction. A person with your experience and insight would be the perfect person to help me determine whether my company should break new ground or whether there's still value to be gleaned from the traditional territory.

I will certainly cover any expenses you incur from attending advisory board meetings and also offer a $500 honorarium to be paid directly to you or to a charity of your choice.

(Overview of the Company - Describe what your company does.)

Operating since 2005, Consider It Done Ltd. provides a spectrum of business services to clients, ranging from data-processing through graphics design. First started as a one-woman operation run from a basement, Consider It Done Ltd. now has three full-time employees and a host of part-time contract workers. We continue to focus on filling our clients' needs completely and fully; our company motto is "We'll do it right".

(Advisory board's mandate and focus - What are the advisory board’s goals?)

(Details - What are the responsibilities of board members?)

The Board will meet three times this year, each meeting consisting of a dinner following a ​two-hour discussion. There may also be some follow-up questions/discussions by email. Because of the nature of the matters to be discussed, members will need to sign a confidentiality agreement.

(Close and thank you)

Thank you for taking the time to read this letter and to consider being a part of Consider It Done Ltd.'s Advisory Board. I will be in touch with you soon but in the meantime, I’m available to discuss any questions you may have. You can reach me by phone at (phone number) or via email at (email address).

Follow Up Your Board Invitation Letter

Do remember to follow up on this advisory board letter as you said you would! Allow at least a week to pass before you call or text the prospective board member as people (especially the kind of people you want on your board) are so busy.

Call instead of emailing if possible to begin with as email is much easier to ignore than a phone call.

And continue to follow up as necessary. It may take more than one call or email to reach your prospective recruit, or the person may ask you to call back in a certain period of time after they've had a chance to think it over.

Planning Your First Advisory Board Meeting

Once you've recruited members for your advisory board the next step is to have your first board meeting. For more information on how to plan your initial meeting with your new advisory board members see: Sample First Meeting Agenda for an Advisory Board.

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A typical sample invitations letter will contain information about the host, the time, It will also specify how one would accept the invitation. . when you're writing an invitation letter for business meetings is the subject line.

sample letter of reply to meeting request
Written by Bram
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