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
- Date and time of the meeting
- The exact reason for the meeting
- A polite tone
Meeting Thank-you Letter
- Your name and contacts
- Why you appreciate the person/ organization
- Time and venue of the meeting
Meeting confirmation letter
- Date, time of the meeting
- Topics to discuss
- Venue
Letter for meeting schedule
- Time and venue of the meeting
- Agenda of the meeting
- Order of priority