Meeting Appointment Request Letter

Meetings are parts and parcels of any organization. If not in the form of a seminar, then it might be as a bonding session or while making important decisions for a firm. As part of planning for these meetings, you will inevitably have to draft and send out the meeting appointment request letter.

This letter informs the addressee of an impending meeting and the total sum details thereof. These include but are not limited to the time when the meeting is to take place, the venue of the meeting, the agenda, the interlocutors, and other matters of common interests.

Knowing how to draft a letter of this kind is certainly a great thing to do. How else can you appreciate it let alone be able to use it well if and when need be? We have devoted the entire length and breadth of this article to explore the letter in its entirety.

How to write a Meeting Appointment Request Letter

Below are the steps to follow and the tips to adhere to while drafting a letter of this kind:

  • Make use of the most suitable format – Start by choosing the most suitable format for the letter. A letter of this kind is ideally drafted in the professional format. Use the informal format only if the event which you want to sensitize the addressee about is not official.
  • Commence with a salutation – Move ahead to write a salutation. The salutation is a way in which you address the person whom you intend to invite for the meeting. As is the case with the format, the salutation has to be official not unless the meeting is informal similarly.
  • Follow it up with an introductory paragraph – Get now to the core of the business. Here, write an introductory paragraph that spells out your intentions in a nutshell. The introduction has to be brief, concise, but to the point. ‘Leave no stone unturned.’
  • Reveal the finer details of the letter – This is where you now lay bare the finer details of the meeting request. It is here that you write the finer details that pertain to the meeting, like the context, purpose, venue, panelists, and other interlocutors. Be brief and to the point as possible.
  • Round it up with a concluding paragraph – As is the norm with all official letters, you have to round this one off with a concluding paragraph similarly. This paragraph has to be a summary of the meeting as a whole and the other details that pertain to it.
  • Maintain politeness and courtesy – Throughout your letter writing exercise, you should maintain some politeness. Use only words that demonstrate courtesy while at the same time passing the information you have to the addressee in an understandable manner.

Meeting Appointment Request Letter Format

Below is a fillable format for your appointment letter:






City, State Zip Code

Re: Meeting Appointment Request Letter

Respected Mr. /Ms. Last Name:

This is to kindly notify you of an impending meeting of __________ (identify the nature of the investors who are slated to participate in the meeting).

We plan to hold the meeting at ____ (identify the exact venue or location of the meeting. If virtually, state so categorically).

It shall kick off at ____ (spell out the start time) and persist through to _ (spell out the end time) on ________ (specify the date in the mm/dd/yyyy format).

Please make appropriate arrangements to be in attendance.


Signature (hard copy letter)

{Full Name}

Sample Meeting Appointment Request Letter

Thursday, July 23, 2039,

Forte Fruits Inc.

4021 S Federal Boulevard,

Englewood, CO 80110,

United States

To Whom It May Concern,

RE: Meeting appointment request letter for financial investments

This is to kindly notify you of an impending meeting of all the investors who have pooled their money towards the establishment of the fruit processing factory in Denver, Colorado.

Due to the ongoing COVID-19 pandemic, the meeting shall take place exclusively virtually. We shall use the Zoom Video-conferencing platform to carry out the meeting.

It shall kick-off at 9:00 AM (Eastern Time) and persist through to 12:00 noon (Eastern Time) on Thursday, July 30th, 2039. The meeting ID is 111098.

Please make appropriate arrangements to be in attendance.


Jackson Corte,

Events Coordinator – Forte Fruits Inc.

Meeting Request Letter (Examples and Templates)

Reading some samples will give you a head start in writing your letter. The samples and templates are available in MS Word format for your supreme convenience.

Meeting request letter (Word Template)

Meeting Request Letter (Word Template)

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Are you a business person who wants to invite others for a task force or investment forum? This letter will yet again do you the necessary good.


Our look into the meeting appointment request letter comes to an end there. We now beseech you to take over from where we have concluded. You can never gamble at all with the kind of letter you draft and send out to your addressees. The repercussions of doing so are somewhat too dire to contemplate.

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