#6. ARRANGING A BUSINESS MEETING
Writing a Business Meeting Request
Letter (with Sample)
Writing a Business Meeting Request Letter
To arrange a formal business meeting, or to request a
meeting with
a business person, it is courteous to write a business meeting request letter.
If the meeting is with people in the sender’s own office, he or she may be
tempted to send an email or text message to request a meeting. However, formal
letters have the advantage of adding importance to the agenda as well as giving
the platform for explaining some of the reasons for the meeting. It also shows
professionalism and preparation.
Tips the Sender Should Consider!
Business letters requesting a meeting may be sent to a person the sender doesn’t know, someone they met once at a conference or party or to their own boss or colleagues. Some tips the sender should consider that may help them achieve success with their letter are:
• Researching the company and person to whom the letter is addressed
• Clearly stating the purpose of the meeting
• Enclosing some documents that may help should such as a bio of the sender, a brochure about the sender’s company
• Mentioning specific previous successes in the same field
• Including testimonials form satisfied customers on the same topic as the meeting request agenda
The letter should follow business-letter format. It should be written in simple language with no slang. Some reasons for requesting a meeting are for:
• Networking
• Presenting a business plan
• Making a sales pitch
• Talking to the boss
• Scheduling an interview
• Meeting a government official
• Meeting colleagues
Several Reasons for Requesting a MeetingThere are several reasons for requesting a meeting to meet colleagues such as to discuss the progress of a project, to meet people from a different company with whom there is collaboration or simply because there is an issue that needs discussion.
A letter to request a meeting doesn’t need to be long, but it does need to give the vital information. It should state:\
• Place of meeting
• Reason for the meeting in brief
• Potential dates for meeting
• Request for follow-up after the meeting
• Suggested length of the meeting
• Possible times for the meeting
• What the person or company would gain from the meeting
Here is a sample business meeting request letter for meeting someone who is not in the same company or office of the sender. As with all business communications, the letter should be sent by certified mail, so the sender has proof of when it was sent and received. If there are any official documents enclosed, they should be copies and not originals. A brochure may also be enclosed if the meeting is for a business proposition or sale.
Sample Business Meeting Request Letter
Sender’s Name
Sender’s Address
City, State, Zip Code
DATE
Receiver’s Name
Receiver's Title
Receiver’s Address City, State, Zip Code
Dear Name of Receiver,
I am the Sales Director of Name of Company, and I met you at the Name of Conference or Event last month. A representative of our sales team, Name of Person, will be in Los Angeles between DATE and DATE and would like to meet you on any of those days for 30 minutes if possible between 9am – 12pm.
He has done research on your company and believes he has a mutually beneficial business proposition he would like to discuss with you.
Would it be convenient for you, or someone you delegate, to meet NAME on one of these days? I will call you in a few days to discuss any details or questions you may have and arrange an alternative time if required.
Sincerely,
Sender’s signature
Sender’s Name printed
Sender’s Title
Tips the Sender Should Consider!
Business letters requesting a meeting may be sent to a person the sender doesn’t know, someone they met once at a conference or party or to their own boss or colleagues. Some tips the sender should consider that may help them achieve success with their letter are:
• Researching the company and person to whom the letter is addressed
• Clearly stating the purpose of the meeting
• Enclosing some documents that may help should such as a bio of the sender, a brochure about the sender’s company
• Mentioning specific previous successes in the same field
• Including testimonials form satisfied customers on the same topic as the meeting request agenda
The letter should follow business-letter format. It should be written in simple language with no slang. Some reasons for requesting a meeting are for:
• Networking
• Presenting a business plan
• Making a sales pitch
• Talking to the boss
• Scheduling an interview
• Meeting a government official
• Meeting colleagues
Several Reasons for Requesting a MeetingThere are several reasons for requesting a meeting to meet colleagues such as to discuss the progress of a project, to meet people from a different company with whom there is collaboration or simply because there is an issue that needs discussion.
A letter to request a meeting doesn’t need to be long, but it does need to give the vital information. It should state:\
• Place of meeting
• Reason for the meeting in brief
• Potential dates for meeting
• Request for follow-up after the meeting
• Suggested length of the meeting
• Possible times for the meeting
• What the person or company would gain from the meeting
Here is a sample business meeting request letter for meeting someone who is not in the same company or office of the sender. As with all business communications, the letter should be sent by certified mail, so the sender has proof of when it was sent and received. If there are any official documents enclosed, they should be copies and not originals. A brochure may also be enclosed if the meeting is for a business proposition or sale.
Sample Business Meeting Request Letter
Sender’s Name
Sender’s Address
City, State, Zip Code
DATE
Receiver’s Name
Receiver's Title
Receiver’s Address City, State, Zip Code
Dear Name of Receiver,
I am the Sales Director of Name of Company, and I met you at the Name of Conference or Event last month. A representative of our sales team, Name of Person, will be in Los Angeles between DATE and DATE and would like to meet you on any of those days for 30 minutes if possible between 9am – 12pm.
He has done research on your company and believes he has a mutually beneficial business proposition he would like to discuss with you.
Would it be convenient for you, or someone you delegate, to meet NAME on one of these days? I will call you in a few days to discuss any details or questions you may have and arrange an alternative time if required.
Sincerely,
Sender’s signature
Sender’s Name printed
Sender’s Title
Email
There
are a number of ways you can write a professional email to request a meeting
from your colleagues, depending on how close you are to them or what your
relationship to them is. However, for whatever reason you're writing to them to
request a meeting, you can follow the simple guideline below:
Dear
Colleagues,
How
are you today? I hope you are doing well. I'm writing to you today to invite
you to a meeting that I'd like to have to discuss some issues in our company
that need addressing.
The
meeting will be at 6:00PM tomorrow in the cafeteria of Building 1. I hope to
see you all there.
Thanks,
Your
name
MEMO
ARRANGING A MEETING
Dear Mr.
Schneider,
We very much
need to have a meeting. Would next Tuesday at 11 am at our company offices be
convenient for you? Please let me know as soon as you can.
Regards,
Claude Tessier.
POSTPONING A MEETING
Dear Mr
McTavish,
I am afraid I am
now unable to attend next Wednesday's meeting. Would it be possible to postpone
the meeting until the same time on Friday?
Very sorry for
this inconvenience.
Regards,
Ralph O'Hara.
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