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Meeting letter: How to request a meeting (with sample)

A meeting request letter confirms a meeting between two parties. An individual, business or an organization can write such a letter to convene a meeting. The main aim of writing the letter is to schedule a meeting. In the letter, you must inform the attendees of the time, venue and agenda of the meeting.

If you have never written a meeting letter before, you might miss out the crucial details or miss the format of the letter. In such a case refer to a template or sample.

How to write a meeting request letter

When writing a meeting request letter, you must consider a few aspects such as, if the other party knows the venue, their availability and if you know them well. Below essential tips that will help you as you write the letter.

Introduction

Start the letter by informing the reader who you are. If you are writing on behave of your company or organization, let the reader be aware. If you are writing the letter to colleagues or people who know you, an introduction may not be necessary.

Indicate the purpose of the meeting

Since meeting request letters are written for different purposes, make the reader understand why you need to meet them. In a few words highlight the agenda of the meeting. The agenda of the meeting must be convincing enough for the recipient to dedicate time for the meeting.

Confirm their availability

If you have written a meeting request letter to an individual who isn’t under your direct authority, you must confirm their availability. Propose a date and time and let the recipient respond on whether they will be available in the proposed time.

Ask the recipient to confirm receipt and attendance

When writing a meeting request letter, you need to ask the receiver to confirm receipt of the letter and if they will attend the meeting. These details when planning for a meeting to know how many people will participate in the meeting.

Meeting request letter format

To…………

…………

…………

Subject: Request for a meeting appointment

Dear (recipient’s name)

My name is (names). I write this letter on behave of (company/ organizations name). I request you to honor an invitation to attend an official meeting to discuss (agenda of the meeting).

The meeting is planned to take place on (date) at (time). The venue of the meeting will be (venue).

Kindly confirm receipt of this letter and if you will attend the meeting.

Thanking you in advance as I wait for an affirmative reply.

Sincerely,

(Your name)

(Position)

(Company/ organization)

Sample meeting letter/email

Jimmy TomsTechnical Manager

Absolut Technologies

586 Boulevard Street

Boston, Massachusetts 5989

21st March 2019

Paul Trevor

Akins Laboratories Ltd

581 Germany Lane

Boston, Massachusetts 5988

Subject: Request for a meeting appointment

Dear Mr. Trevor,

My name is Jimmy Toms writing on behave of Absolut Technologies. We thank you for the award of a tender to install a new lab management system in your facility.

Following this development, I request you to schedule a meeting at your premise next week. The meeting will highlight the steps we will follow in introducing the new management system and what it will require for the exercise.

Let me know in advance the specific day and time to organize my team.

Thank you for choosing to work with us.

Yours faithfully,

Jimmy Toms

Technical manager

Absolut Technologies

Types of meeting letter

Parent-Teacher meeting letter

Parent-teacher meeting letter is a document that written to schedule a meeting between teacher and parent. The meeting is convened to address matters concerning the welfare of students. In the letter include;
  • Date and time of the meeting
  • The exact reason for the meeting
  • A polite tone

Meeting Thank-you Letter

When you receive help from an individual or organization, it’s essential to write a letter to request a meeting to thank the individual(s). The letter should bear this information;
  • Your name and contacts
  • Why you appreciate the person/ organization
  • Time and venue of the meeting

Meeting confirmation letter

The letter confirms a meeting that had already been planned. The letter will confirm the date, time and venue of the proposed meeting. In the letter these details should feature;
  • Date, time of the meeting
  • Topics to discuss
  • Venue

Letter for meeting schedule

A letter for meeting schedule is written by the convener to inform the participants of the agenda of the meeting. The letters should be distributed to the participants before the meeting to enable them to prepare for what will be discussed in the meeting. When writing the letter, include these details;
  • Time and venue of the meeting
  • Agenda of the meeting
  • Order of priority