When you have an important issue to bring to the attention to your colleague at work, you can either walk up to their office or desk and initiate a conversation with them, or you can go the more formal and respectable channel of requesting for an appointment in order to discuss the issue at length.
An appointment request letter is, as the name suggests a letter sent to an individual [either a work college or any other person such as a company supplier, business associate etc], requesting for an appointment with them and detailing why such an appointment is necessary on the mentioned date.
How to Write a Meeting Appointment Request Letter
An appointment letter is a formal letter that can be written to a person you know or one that you do not know. The letter may be written for different appointment booking but the guidelines to write this letter are the same. Here is how you can best do it:
- Introduce yourself – Introduction is very important in this letter. It will help the recipient understand who you are and how you know them. In a case where you are writing to a friend, there is no need for a long introduction.
- Describe your skills and experience – This section of the letter must be kept brief. It may not be easy to do so but you should mention some of the important aspect about your skills. Best ay to do this is to attach a copy of Resume for reference.
- Explain what you are looking for – This is important part of the letter. Provide a polite but contrite statement that will explain what the meeting is for or rather why you want to meet. If you are requesting for a job, do not state that you need help to find a job; this would be best done through a job application. You can just state that you want to learn more about an industry.
- Keep the letter short and professional – To keep it short, be precise and straight to the point about why you are writing. Write it in a polite manner and proof read the letter to keep it professional. This kind of letter should not go beyond a page.
Appointment Request Letter Examples and Templates
Appointment Request Letter for Business
Request Letter for Meeting Appointment with Client
Appointment Request Letter Format
Face to Face Appointment Request Letter
Request Letter for Meeting Appointment With Boss
Letter to Company Requesting an Appointment Format
Appointment Request Letter for Doctor
Sample of Appointment Request Letter
Letter Faculty Request for Secondary Appointment Example
Appointment Request Letter for Meeting
Appointment Request Letter
House Appointment Request Letter Format
Letter to the School Principal Requesting a Job Appointment
Sales Appointment Request Email
Email marketing is one of the most common methods of online sales and a sales appointment request email is an email written asking for an opportunity to showcase your products or services to a client or potential client.The email, just like the samples we have discussed above needs to be brief and to the point. Avoid going on and on about how great your offers are; but instead focus on why the recipient needs to spare time to have an appointment with you on the mentioned date.
Sample Letter to Request A Meeting With The CEO
Dear [Enter Their Name]
I wish to request for an appointment with you on a matter of considerable urgency. As you are aware, the government is planning to roll out the new curriculum and stakeholders like us would have to move with speed to ensure we adapt to the new changes.
I am proposing the 5th of November 2018 as a prime date for discussing the matter but I am open to any other date of your suggestion. All in all, I believe you will find it necessary to have the appointment granted.
[Enter Your Name]
Sample Meeting Request Letter To Potential Client
Dear [Enter Their Name]
Pursuant to our telephone conversation, I would like to request a meeting with you on the 11th of September 2018 so we can discuss all the issues raised and see if we can come to a compromise.
I believe the meeting will help to present my case directly to you so that you can also have a better understanding of the quality and nature of our services.
[Enter Your Name]
Appointment Request Letter to Teacher/Principal for Meeting
Green Park School
Subject: Request for a Meeting
My son Raymond is a student in your class (Grade 7B). I have noted that his performance has really dropped, and he has lost interest in
his studies. I am therefore requesting for a meeting which will be focused on discussing about this specific matter.
I would want Raymond to be in the meeting too so that he can contribute in the resolutions we will make to help him improve in his studies as well as gain back his interest in his studies. I look forward for this meeting as soon as possible.
Letter to Request Meeting with the Manager
Subject: Request for a Meeting
I am kindly requesting for a meeting with you soon. I will really appreciate if you will be able to schedule the meeting before the end of this week.
I want to discuss with you some of the important observations I have made in the front office department. These observations are important
in improving the services to our clients. I look forward to hear from you.
Letter for Meeting Invitation
Dear Mr. Jameson,
My name is Alex of Amazing Real Estate Company which is the leading real estate company especially for rent to own mortgage plans.
I am kindly requesting for a meeting with you in the course of this month to tell you more about rent to own mortgage plan that you were
interested in. I have put all the necessary items together and have a variety of suggestions that will help you make the best decision about this subject.
I look forward to a day soon.
Letter Requesting for Face to Face Meeting
124 123 south road
Dear Mr. Dickson,
I am a student at state technical college. I will be graduating in the end of this month. My greatest interest is in the installation of CCTV cameras as well as the security surveillance with CCTV.
CCC security is among the leading security companies and it is my desire to meet up with you so that we can discuss more about this
method of security system. I believe that I will be able to learn so much more if I had a sitting with you.
I will be available from day one of December and I hope I can be able to meet you before Mid-December. I look forward to this meeting which
I believe will transform my career.
I thank you so much for your time and hope to hear from you soon. You can reach me on my mobile number any time to schedule the date. My number is 1115678.
How to Request a Meeting or Appointment Via Email
The best way to request a meeting is through an email. Most managers are busy and may not be able to open all the letters that are piled up in the office. However, they never fail to go through the emails because this is done at any convenience. Here are some tips that will help you request a meeting through an email.
Give a highlight of the letter in the subject line
This is a simple and direct way that will let the recipient know what the letter is for. It will entice the recipient to read through the rest of the letter. Some of the best subject lines for this purpose are:
- Request for a meeting
- Request for scheduling a meeting
- Request for one on one meeting
Request a meeting
After writing the subject line, you now need to write a line requesting for the meeting. the request should give the reason why you want to meet. Some of the lines that you can use for this are:
- I would like to request a meeting with you to discuss my leave days
- I am kindly requesting for a meeting with you on Thursday to discuss about a marketing idea that I have.
- I am kindly requesting if you can schedule a meeting before the end of this week to discuss about getting more staff in the department
You are not commanding the recipient on a date that you must meet. You should suggest a date but let the recipient know you are also comfortable in a date that is at the recipient’s convenience. If the matter is urgent, you can suggest a date within a week or 3 days. Here are some statements you can use:
- I would like to have a meeting with you on Friday afternoon if it is okay with you, if not, please let me know another time that is best on Friday.
- I am kindly requesting if we can have the meeting before the end of this week.
- Kindly let me know the best time that we can meet between Monday and Thursday
Ask for Reply
After requesting for a meeting and suggesting the dates on which you want to meet, it is important to request for a response to your mail that will confirm the meeting. Examples of the statement that you can use are:
- I look forward to hearing from you soon about the day of the meeting
- Please let me know by the end of the day on when the meeting will be held
- I will appreciate a response before the end of the day
The tone of the letter should remain formal and professional. This applies even in cases where the agenda of the meeting is about your disagreement with the recipient. Be polite and respectful in your letter.
One on One Meeting Request Email
I am writing to request a sitting with you on Wednesday 2.00pm. This meeting is purposed to discuss the marketing issue that is still pending because we have not come into an agreement yet.
The matter is urgent especially because of the upcoming event that needs to be advertised. I have prepared all the supporting documents
and I hope yours are ready as well.
Email for Meeting Request with Supervisor
I am writing to request a meeting appointment with you concerning my leave days. I know the work schedule is a bit tight to get some free time for this, but I hope you can spare an hour on Friday afternoon so that we can settle this issue.
I appreciate you making some space in your busy schedule for me.
Letter for Patient to Schedule Appointment
Subject: Appointment Letter for Patient
I am writing to confirm your hospital appointment that is to be held at (Hospital Name) on (Date and time). I would like to remind you that it will be good for you to bring someone with you after the appointment.
You are not supposed to have eaten anything at least 3 hours before the appointment for the reasons of the tests that will be performed on
you. I look forward to seeing you then.