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Appointment request sample

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Appointment request sample
October 25, 2018 Anniversary Wishes 5 comments

Check out a sample letter for missing work because of a doctor's appointment, plus ideas of phrasing to use when notifying your boss in an email.


Dr. Patrick James
Organic Chemistry

Date (Date on which letter is written)


Smith Gomes
Student (Institute of Research)

Sub: Requesting for an appointment

Dear Mr. James,

Firstly I would like to congratulate you on launching of your new laboratory in New Jersey for research on Organic Compounds. I am also currently studying Bio Chemistry and you are always an idol for me in this field. Our university is organizing a conference for the students to discuss on a particular organic compound with detailed functioning of them.

I would be really grateful to you if you could give me your precious time and provide me some relevant information on organic compounds. I am confident your information will benefit me a lot in my studies as well as in the conference.

I hope to get a positive response from you.

Thanking you,

Yours sincerely,


Smith Gomes

With this appointment request form sample that was created to online arrange a meeting with your customers, your customers can request an appointment.


appointment request sample

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.”


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.”


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.


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.


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].”


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.


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.


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.


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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Request a Meeting with Elected Officials

appointment request sample

Sample Format for Meeting Appointment . Request for Meeting Appointment Letter and E-mail is also provided. If any Employee, Individual, Officer needs to get an appointment from any other Manager, Director, CEO, Executive body he/she needs to write a request letter or e-mail first in order to get appointment time. It also reflects the ethics. Essential thing for working individuals. Online appointments for fixing a meeting is another dynamic of time saving and electronic in touch. It can be used for dealing the time for appointment solely. Formats are given below.

Sample Request for Meeting

The Food and Beverages Company,

Subject: Request for a meeting

Respected Sir,

It is stated that I represent the Barcelona Food Colors Associates, a company that provides the best and the healthiest alternative food colors to industries the world over, we have not yet been introduced and I would like to hold a meeting with you in this regard. Our company has been rated among the top ten in the region and no side-effects or complaints have been made regarding our products. I have come to know that your company requires food colors that are approved by relevant authorities and are also vegan.

Our company may have the solution to your predicament. You may write to me and schedule the meeting at your convenience or call my assistant for further guidance. We at Barcelona Food Colors Associates shall look forward to doing business with you.

Yours Truly,
Mr. George Reggie
27th May, 2014.

Request for Meeting Appointment

Dear Sir,

This is the manager of corporate bank writing this letter for the appointment of meeting. We have looked into the details of your company and we are looking forward in dealing with the package you have offered. This is the letter for settling of the appointment. Please let us know when you are available next weekend so we can have a proper meeting and discussion on the progress of both of the companies. Our bank is glad to work with your mobile company and believe that with the provided scheme, it can break the internet and people will be benefited from it very much.

Warm Regards,


Appointment for Meeting

Product Sales Manager
Nestle dairy Products

Subject: Appointment for Meeting

Respected Sir,

I am Mr. Caritas James and supplying fresh dairy milk to your company from last two years from my farm. I am providing milk to you at rate of 2 dollars per kg. As you know all companies has revised their rates of dairy products I would like to request you to revise for rate of per kg with me too. You know I am giving you pure milk of Australian cows at very low price.
Please schedule my meeting with your relevant department so I can freely discuss my matter. I expect you will consider my request and give me market rate for my milk. Otherwise I will discontinue my contract with you because I have good offers from other companies. I am attaching that letters with this letter.

Best Regards,

Yours Sincerely
Mr. Caritas James

Request for Meeting Appointment Sample

The CEO,
Forensic Center

Subject: Request for Meeting Appointment

Respected Sir,

With high spirits and humble in attire I beg your pardon for approaching you through email and at such an odd time. I hope you will not mind my air of approaching you but highly esteemed sir I am in real problem and could not manage to come at your office as you are heck busy in your work and could not spare time for personal meeting.

I had sent you my C.V and had a good introduction with your manager but I wanted to have a meeting time to be fixed by you for a responsible job in Forensic Centre. I am fully eligible for the seat and wanted you to spare some time for me in regard of job.

Thanking in anticipation.

Yours Sincerely,
Yazdan Shah
October 16,2015

Request Letter for Meeting Appointment Sample

The Managing Director,
Falcon’s Association.

Subject: Letter for Meeting Appointment

Dear Sir,

I hope to find you in a good health. I was good experience and exchange of ideas on our telephonic conversation yesterday regarding the partnership of business. Working with you and your team would be beneficial for both of us. Joining Falcon’s Association as our Business Partners would be a huge plan for future. We discussed regarding all the requirements and plans but I consider that being more format a chance of meeting would be worthwhile.

The entire plan along with terms and conditions is thoroughly planned to be executed and before doing it so a formal meeting is necessary. Please go through your schedule and provide me with the detail that when we can accomplish this task. Make sure the meeting to be held within this week. We hope that this working tenure will prove to be good asset for all of us. Waiting for your response.

With Best Regards,


James Kin.
Kin’s Association.

Short Meeting Request Letter

Dear Sir,

I am Hina Chaudhry to request a short  meeting with you to discuss some official issues. Please let me confirm your available days and timings and I will adjust accordingly. Meeting is utmost priority of business. I hope you are getting my point.

I appreciate your consideration and hope to see you soon. Thanks for your time.

Yours Truly,


Email Meeting Request Letter

Dear Abdul Raheem Sahib,

Hope you are doing well. I am Uzma Rana Manager marketing, with reference to our discussions regarding fix bank deposits for sponsorship of blind students at Rehman Foundation. I wanted to have a short meeting with you for further proceedings in this regards.

Thanking you again for your concern and coordination.

Best Regards,

Request for Meeting Appointment

Dear Mr. Khan,
Shoukat Khanam Welfare Trust.

Dear Sir,

Hope you are enjoying good health. I am really grateful from the bottom of my heart for showing your willingness to accommodate Kinnaird’s students for community service work. Regarding the community service volunteerism, I would like to put forward a request; we are having an average number of 800 students this year who have to serve community for 100 hours in summers and we have to allocate them to different welfare organizations including your prestigious organization. In this regard a tentative plan we made is that this time we will be sending our students in 3 groups and in different time slots. A rough structure of plan is like :

  1. Each group will consist of maximum 20 students.
  2. The first group will work from 1st June till 26th June 2015.
  3. The second group will work from 29th June till 24th July 2015.
  4. And the third group will work from 27th July till 24th August 2015.
  5. Every student will work 5 days a week i.e. Monday to Friday, and 5 hours a day, so that they will be able to complete their community service requirement within 20 working days

Therefore you are requested to arrange any particular time for meeting. So that we can get to know about the further plan and can discuss more thoroughly. Your help and cooperation in this regard will be highly obliged.

If you come up with any better idea, please feel free to suggest.

Waiting to hear a positive response from you.

Best Regards,
Community Service Coordinator.
Kinnaird College.

Sample Request for Meeting Appointment E-mail

Dear Anila Azmat,

Hope to find you hale and hearty. As per our discussion regarding fund raising campaign. I consider arranging a meeting would be a better idea. So that I may convey & discuss more effectively. We do have ticket books, envelops, boxes and other ways for the execution of plan.

Please suggest some time in the coming week when we can meet and discuss the things and inform me about the suitable date at least two days before so that I can make necessary arrangements for my transportation. Moreover please try to adjust the meeting between 9 am-1 pm. Furthermore, I’ll call you for more assistance.

Your cooperation will be highly appreciated.


Sana Khan.
Manager Marketing.

Meeting Email for Attending Workshop

Subject: Behavior Problems in Children

Dear Ms. Saba,

Hope you are well. Lahore Children’s Centre is hosting a Workshop on ‘Behavioral Problems in Children’. A write-up of the content, speaker’s profile and details is provided in the attachment. The registration for the workshop is closing on Tuesday, March 17th, 2015. We would like to arrange a short meeting with youradministration regarding importance of workshop and participants who are interested to join the workshop with their signature and registration invoice.

This workshop would help teachers/Female Employees to understand the underlying reasons for aggressive behaviors. Teachers will also learn different strategies that they can use to deeper insights ? higher outcomes reduce behavioral problems in students and help them in dealing with anxiety and stress at school.


Tooba Jahangir
Practice Manager

Request for Meeting Time

Dear Mr. James Green,

Hope to find you good. Thank you very much for your generous contribution towards our cause.

As per our discussion in LUMS dated 13-2-2015, I would like to arrange a meeting in 2nd week of March regarding Financial Issues in our organization and I hope you will surely spare some time from your busy schedule and let me confirm the meeting date. Currently, I am going abroad and in first week of March, I will be back. Your cooperation in this regard will be highly obliged.

Waiting to hear a positive response from you.

Best Regards,

Taylor Stephen.

Vice President
Care Foundation.

Sample Detailed Meeting Appointment Letter

To Whom It May Concern

I am Jahan Khan President of National Honor Society. The newly elected chapter of our NHS has made one of its prime missions to help and serve the community. The NHS promotes services leaderships and character. Our students are striving by make these values the values of their daily lives. We strive to build and foster a productive effective learning environment designed to fulfill the highest potential of each student both academically and socially.

We would like to create a long term relationship with your institute. Our students could assist you in raising funds,collecting donations, organizing workshops or seminars. The scope is very wide and our students motivation is even wider.

We would like if your Marketing manager or senior communication coordinator spare some time for detailed meeting  and NHS President Jahan Khan will be able to explain you in details the motivations of his visit and I am looking forward to positive response on your side.

Yours Truly

Romuald Delater

School Coordinator

Sample Meeting Appointment for Job

The Hiring Manager,
Falcon’s Association.

Subject: Meeting Appointment for Job

Dear Sir,

I hope to find you hearty enough. I ‘Jimmy Kin’ have applied for the vacancy of Communication Officer in your prestigious organization. I have provided my Curriculum Vitae and other testimonials before and I received call and It was told that I have to wait till meeting appointment letter. Currently, I have not got any response from your side.

I fall on the requirement criteria mentioned by you. I consider that a chance of meeting would be good enough as I am eager to join your organization and by meeting I will be able to further elaborate my personality. I shall be looking forward to you.


Eva James.

Sample Meeting Appointment Email

Dear Raheel Ahmed Sahib,           ASSALAM-0-ALAIKUM

Hope this finds you in the best of health. I am extremely grateful to you for supporting  the cause of special children of Roshni Association.  We are pleased to acknowledge receipt of your kind  & generous contribution towards the welfare of these heavenly souls.

Further to our discussions in Pearl Continental  on 15th February 2015, we would like to request you for a meeting, during 1st week March on any convenient day, sparing some time from your very busy schedule. I am currently in Saudi Arabia for performing Umrah returning to Pakistan during 1st Week of March InshaAllah.

May Allah be pleased with you for caring for the welfare of special children.

With Regards,

Farhan Anwar

Vice President

Roshni Association

Short Email for Meeting Appointment

Hope you are doing  good. This is president of the Irtiqa society of SICAS. We recently had some Rising Sun representatives visit our school and leave some materials such as ticket books standees envelops documentary etc. I am unable to contact the specific people therefore I would like to notify them that we have begun their fundraising campaign from the past Monday and it would   be appreciated if they contact me on my cell number and arrange a propermeeting for further assistance. I have great ideas for your organization, kindly visit SICAS in order to be given the feedback. Thank you.

Your Sincerely,

Muneeb Ahmed

Sample Email for Lawyer Meeting Appointment

Mr A.K Awan
1331, Fane Road, CDE

Dear Sir,

I shall like to consult you at your office in connection with a case that, I want to institute against a party not paying back my loan.
I shall be obliged if you will inform me about the meeting time and day when I may consult you. Expecting to get an early reply.

Yours Faithfully,
Rehan Associates
Phone No: 043-45672345

Email Request for Doctor Meeting Appointment

Dr.Nusrullah Khan
Model Town Lahore.

Dear Sir,

With reference of Dr Qadeer Khan, I shall like to consult you at your clinic concerning a stomach ailment(disease).
I shall be grateful if you will inform me at the earliest by telephone or by post the meeting time and day when I can consult you.

Yours Faithfully,
Rehan Raja
Phone No: 042-3456789

Easy Format of Letter for Meeting Appointment

Mrs. Saneha Singh
HR Manager,
ABC Limited.

Subject: Request for Meeting Appointment

Dear Madam,

Hope to find you hale and hearty. I am writing to inform you that as per our telephonic conversation I had emailed you my resume and documents for apprenticeship. As you have confirmed me now, moving on to next step I think so that a meeting would be worthwhile so that I may discuss all the things including timings, schedules and project details. Whenever, you feel easy give me the time of meeting. I shall be highly beholden for this.

Thanking you in anticipation.


Meghna Parek

Meeting Request letter for New Business Project

The Managing Director,
Rhodes and Schwarz Company,
West Avenue, Germany.

Subject: Meeting Request for New Business Project

Dear Sir,

I am the Sales Director of National Arms Company and I met you at the Business Conference or Event last month. A representative of our sales team, Mr. Skinner,will be in Ontario between 15 th February and 27 th February and would like to meet you on any of those days for 20 minutes if possible between 10am – 12pm.

The person entitled has done research on your company and believes he has a reciprocally beneficial business scheme he would like to thrash out with you as new venture between us.

Would it be fitting for you, or someone you entrust, to meet Mr. Skinner on one of these days? I will call you in a few days to discuss any details or questions you may have and arrange a substitute time if essential.

Yours Sincerely,
Mr. Caesar King,
7 th February, 2016

Sample Request of meeting Via Email

In this world of electronic media dates of meeting are fixed via email and it is the easiest way to approach anyone for any purpose.

Sample Request of meeting Via Email

To: aced [email protected]

My dear Anaya Singh.

How are you my dearest friend? I hope you will be fine. I am your friend, no doubt but I am your co-partner in business arcade as well. The purpose of writing this letter is too fold: one is my invitation to you for my birthday party and the second is to decide certain policies. For the upcoming products of our company. Officially, I am inviting you for this meeting on Monday 15 th august 2017 at 4:00 pm sharp. Don’t forget to bring my present for the birthday (on
serious notes). Looking forward to your arrival and can’t want to see you after such a long time! Love you loads and miss you.
Ms. Sahsma Rai,
2 nd August, 2017


Appointment Letterseasy formatFormal LetterMeetingMeeting Appointmentpersonal meeting.Request Letter

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Request for Meeting Appointment Sample

appointment request sample

When you have an upcoming doctor's appointment, or especially if you know you have a series of upcoming appointments, informing your supervisor and keeping him or her in the loop about the timing preserves a positive professional relationship, and ensures your work and that of your colleagues stays on schedule.

This situation may arise if you have an ongoing illness or condition requiring many medical appointments or perhaps symptoms that require several trips to obtain a diagnosis. Other situations include ongoing medical appointments for physical therapy or for mental health treatment with a therapist or psychiatrist.

To make things easier, you can put your appointment details in writing so that your boss has a document as a reminder and for future reference. Construct your letter in a respectful, straightforward fashion and include all of the relevant details your boss needs to know. If you find yourself stuck and not sure how to word your message, use the following examples to get started.

Phrases to Use in Your Letter

These examples of phrasing can alert your supervisor to the issue while helping to maintain your privacy.

  • I haven't been feeling well lately, and my doctor booked a few appointments to try to get to the bottom of whatever this is. I've tried to schedule these appointments early to avoid missing much work, but that hasn't always been possible. Here is the list of my appointment dates and times: [insert appointment dates and times].
  • I am overdue for several medical appointments and I just wanted to let you know in advance that I will be out of the office or starting late because of these appointments. I will let you know about each specific date as soon as I schedule it; given the waiting list at my doctor’s and dentist’s offices, I suspect that I’ll be able to provide you with at least two weeks’ notice before each appointment.
  • I have a weekly medical appointment on Wednesdays at noon for the next six weeks, and I will need to take an extended lunch break to accommodate it. I will certainly stay later at the end of the day to complete my work, if necessary.
  • I will be absent from Monday through Wednesday of next week due to doctor's appointments for health reasons. I’ve already spoken to Jim, who has agreed to cover for me during this time. No need to worry and I anticipate being fine and in top working order upon my return.

Notifying Your Supervisor About a Doctor's Appointment

  • Give as Much Advance Notice as Possible: If at all possible, send one email that includes the dates and times of your appointments rather than multiple emails as information becomes available.
  • Suggest How You Will Handle Coverage for Your Work: Whether you will make up the work yourself, assign someone to cover your work or shift, or whether you want your supervisor to handle the arrangements.
  • Don't Provide Detailed Information About Your Medical Issues: Your boss cares, but the less they know about your HIPAA information, the better. If you want to see a therapist to work on mental health issues, you do not need to specify this to your employer. It’s fine to describe these visits simply as “medical” appointments.

Here's a general message example for when you need to provide an email notification that you will be missing work (or have already been absent) because of a single doctor’s appointment.

Sample Doctor’s Appointment Email Message (Text Version)

Subject: Your Name – Doctor’s Appointment

Dear [Supervisor's Name]:

Please accept this letter as written notification that I will be unable to attend work on Tuesday, August 3 because of a previously scheduled doctor's appointment. (Note: If an urgent or unplanned doctor's appointment arises for which you can't plan ahead, simply note that unfortunately you were unable to attend work on the given day and apologize that you weren't able to provide advanced notice.)

Please let me know if I can provide any further information or documentation.


Your Name

Sending the Message

Here's how to keep your email message professional. Life happens, and employers realize that at times, for different reasons, employees will be absent. As long as you do not make a habit of absenteeism and, whenever possible, provide advance notice of those times when you anticipate missing work, your occasional absence should not reflect negatively upon your overall work performance.

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appointment request sample
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