An appointment request letter is an official letter written to set up a meet with business partners, managers, supervisors, or officers in an organization(s).
An appointment request letter should only be written when there is a need to discuss business arrangements, the performance of an organization, solicit for collaborations, and other official issues. It serves as a medium of hinting to the recipient about the proposition, what to expect, the meeting time, and location.
The first thing to consider before sending an appointment request letter to a potential client is the availability of both parties i.e. the sender and the recipient of the letter. You can do this by putting a call through to the secretary of the organization to know the best time to set up an appointment. Research the correct job title, name of the client, and the position occupied within the organization properly. To improve the feasibility of the appointment, you may suggest discussing it over lunch.
Writing the Letter
Requesting an appointment via an appointment request letter is a common office practice. Whether you are sending this letter to set up an interview, follow up on a lead, or explore a business interview, the ability to request an appointment correctly is a skill that can help you throughout your career.
An appointment request letter should:
Start with an introduction
The best way of going about the introduction section, especially if you are writing on behalf of your boss is to include your name and role in the organization. You can also add details on the individual who suggested the meeting or provide the recipient’s contact information in your appointment request letter.
State the aim for the meeting
You should be precise and convincing, stating how the business opportunity will be of mutual benefit and arousing the reader’s interest simultaneously.
This is one way of going about it:
“We have executed comprehensive research on your salon and we believe our hair care products would be of immense benefit to your salon”
“Would you be interested in a 15-minute phone conversation to see how much we can mitigate your expenses?”
Propose, date, and time
It is advisable to propose a timeframe or ask the recipient to pick a date in line with his schedule Since you already have an idea of when the invitee should be less busy, you are sure of getting what you want. However, remain flexible in your tone by saying something like:
“Does Tuesday, October 10, 3 PM work for you? You can suggest another day if Tuesday does not look feasible”
You also need to make the recipient of the appointment request letter understand that you respect their time and do not want to disrupt their plan in any way by pointing out how brief the meeting would be. A good example is:
“All we need is 20 minutes of your time for a brief presentation”
Suggest a location for the meeting
A touch of flexibility is also important when suggesting a location. it is preferable to choose a popular place. It could be a restaurant, hotel, or office. Since you are meeting with the client for the first time, you can approach it this way:
“I suggest we meet at our head office (insert the address) on the 10th of October to discuss how our hair care product is a better option?”
Always attach directions and a map to the appointment request letter too.
Request a follow-up after the meeting
Always request a follow-up in the appointment request letter. This is your key to staying in touch, building trust, and showing a degree of seriousness. Something like:
“We will get back to you within 3 days to answer every question you may have and possibly arrange another appointment”.
Increasing the odds of acceptance
Three major factors influence the acceptance of your appointment request.
- A good aim (of the meeting)
- A good time
- A good location
When these three parameters are accurately spelled in your appointment request letter, acceptance is more or less guaranteed!
How to Format an Official Appointment Request Letter
Writing an effective appointment request letter can be a very simple process if you obey the rules that apply. What makes an appointment request letter efficient?
Use a branded blank
A branded blank speaks volumes and reassures the recipient that your organization is established and professional.
Include the sender’s information
There is a need to address where the appointment request letter is coming from. This is the part where you include your name and address in the appointment request letter. If you are requesting an appointment via email, ensure it is from a branded email address. A branded email takes this format [email protected], unlike [email protected] which is unbranded.
The letterhead should also include a date if you are looking forward to a response. This part is optional if you are sending an email.
On-arrival notification presents your appointment request letter as either PERSONAL or CONFIDENTIAL such that once the recipient sees it, he knows how to classify your letter. Also, this should be typed in uppercase.
Add a signature
Ending your appointment request letter with a generic ‘sincerely or your name’ is not professional enough. Instead, send it with a signature. This signature should include your name, rank, and contact information.
Sample Letters & Examples
Here are a few sample letters and examples for you to understand the sentence structure and tone of the letter:
Official or formal appointment request letter sample
My name is Ashley and I am contacting you on behalf of our Covaz Limited, which is [describe company operations].
I would appreciate it if we can meet at a mutually convenient time to talk about [aim of the meeting].
Thank you for your time. I am looking forward to a positive response.
Sample letter to arrange a meeting with a client
My name is Mike and I am contacting you on behalf of Midas Avenue; a global manufacturer of [describe the company’s activities].
I would like to request a meeting with someone from the [marketing department] to discuss [topic or topics].
Anytime between [date and time 1] and [date and time 2] is okay but I am open to a convenient date and time of your choice.
Thank you for your consideration. I look forward to meeting you soon.
Scheduling an appointment with a client sample letter
My name is Cesar from Blimps Global; an international [input the company’s description].
I would like you to point me in the direction of someone from the branding department to meet and discuss a potential [insert the subject matter].
I would appreciate it if you can provide a name and a means of contact with the ideal candidate.
Thank you for your time.
Formal meeting appointment request letter sample
My name is Baldwin, from Tesco Communications. Mr. Emerson gave me your email address because he believes you are the right person to discuss [topic of the meeting] with.
I would suggest we meet at your earliest availability to ponder and explore the different ways our organization can help yours in terms of (the aim of the meeting).
Will you be available on [include a date and time]? If not, please provide me with a date that works for you.
Thank you for your time and consideration.
Appointment request letter sample
My name is Anderson from Taxon, I would like to use this opportunity to request that you accept my invitation to an official appointment to discuss [state the aim of the meeting]. These ideas would be of mutual benefit to both our organizations (hint the recipient about one or two mutual benefits].
If you would be interested in this potential partnership, kindly disclose when you will be available. I promise to adjust my schedule to discuss the project further with you.
Letter requesting a meeting with a government official
My name is Timothy and I contacting you on behalf of Rovers Logistics.
[Describe your organization’s activities and why you would like to meet the recipient within a paragraph].
I was wondering if you could find time out of your busy schedule to meet with me. I would like to discuss [indicate one or two benefits] and entertain a few questions. Kindly indicate when would be a convenient date and time for an appointment and I shall make the necessary preparations.
Thank you for your time and consideration. I look forward to a positive response.
One-on-one meeting with the manager, boss, or CEO
I would like to know if we can meet to discuss [state the purpose of the meeting]. I apologize if you are getting the email on short notice. The urgency of the proposal made it so. How about we meet on Sunday, June 15, at 2 PM?
If the time and date do not suit your schedule, kindly state when it is convenient to meet.
Thank you for your consideration.
Sample letter requesting a meeting with employees
You are invited to join the annual executive meeting held on the 13th of November at the New York headquarter. We will be evaluating this year’s accomplishments and how we can improve upon our shortcomings for the coming year.
Your presence would be of great significance. I look forward to seeing you.
Business lunch invitation letter sample
My name is Jeremy Lawson and I am contacting you on behalf of Techland Inc
Kindly accept my invitation to discuss [aim of the meeting] over lunch. Does Barton restaurant on the 3rd of August, 2 PM sound nice? If you prefer a different location or date, I am okay with it.
It would mean so much if you honor this invitation.
Follow-up appointment request letter sample
Did you receive my meeting invite last week [3rd of May to be precise]?
If you did not, I would like us to meet on the 15th of June, 2 PM to discuss [aim of the meeting]. Let me know if the date or time aligns with your schedule. I’m open to a date and time that works for you as well.
A response from you would mean so much. Thank you for your time.
Sample letter to company confirming appointment
City, State, and Zip
Thank you for agreeing to meet with students from [name of institution] on [state the time and date].
3 to 4 representatives alongside an instructor [name of instructor] have been chosen for this visit. All we ask for is 20 minutes of your time to watch our presentation and answer a few questions about your organization [state the name of the organization], what you do, and how it impacts our community. Kindly invite others who are interested in meeting us. Especially people in the management, education, and training departments.
We would appreciate it if you can provide us with a conference room with a monitor and DVD so we can show you our recorded presentation.
As you may know, [Name of the institution] is [give a brief description of your institution]. We command a total of 16,000 members, 3000 instructors, and administrators.
You can reach us via [insert a phone number or email address] if you have any questions.
Mistakes to Avoid in Your Letter
Are there mistakes to avoid when requesting an appointment?
Let’s take a look at some of them:
- Wrong spellings and punctuation; Always proofread your content before clicking the ‘ button.
- Do not make the letter all about yourself; Prove to the client that reading your message is no waste of time.
- Do not offer an unrealistic meeting timeframe; Be flexible and make things easy for the recipient.
- Do not be impatient with your follow-up letters; It is advisable to wait for 2 or 3 days before sending a follow-up.
You can download more appointment request letter templates here. Just copy any of the above structures and paste them into an email space, insert the right information in the required section, and proofread the end product before sending.
Last Minute Tips
To propose a business arrangement, discuss collaboration, or sell your brand to an organization, there is a need for that first meeting. Here are a few tips for writing a polished appointment request letter.
Run a background check
You need to have an idea of the industry your prospect’s company belongs to, common challenges faced by the industry, his or her interest, to name just a few.
Be specific about the subject of the request letter
There are no two ways about this other than to be lucid as regards why you want to meet with the recipient. Emphasize the benefits your client stands to get if he or she accepts the request.
Keep it short
An appointment request letter should be brief and specific. Do not try to divulge or compress all the details in the first letter. If he is interested in the little you shared, he would reach out and provide you with a positive response.
Use short sentences
Make use of short sentences (a maximum of 20-30 words) and avoid the use of or extraneous terminologies. It is an official document!
Call the recipient to action
Always include a call-to-action in your appointment request letter. In the form of “To get answers to your questions, please or Let’s schedule a quick 10-minute phone conversation to discuss [add the customer’s pain point here].”
Be friendly but remain professional
To keep the recipient interested in every bit of information you wish to disseminate, you must employ a conversational and professional tone. Ask necessary questions to help improve the chemistry.
Proofread your letter
It is not just about the right tone. A conversational and professional tone with bad grammar and punctuation can be a huge turn-off for a potential client. This is why proofreading is important. Tools like Grammarly, White Smoke, and more can make this process seamless.
Attach useful documents
Attach relevant documents if it is via email and don’t forget to mention them. You can address this issue by using any of these:
“Below is a company brochure for you”
“Kindly refer to the enclosed document for more information”
Use proper fonts
When it comes to choosing a font size, there is no golden rule. What matters is how easy to read and clear your message is. For emphasis’s sake, I would advise you to choose a large enough font. One that keeps your message within a page.
Recommended fonts include Arial, Times New Roman, Verdana, Cambria, Calibri, and Courier New, etc. Opt for a 14- or 16-point font size for headers and a 10- or 12-point font size for other contents.
Format your texts in blocks
The usual practice for a business letter is to align the entire text to the left and use single-spaced lines. Use double space between paragraphs.
Three Possible Results
After sending the appointment request letter, there are three possibilities:
Appointment Request Accepted: What to Do?
Here are a few things you must do if your request for an appointment is accepted:
- Message the recipient and thank him or her for accepting to meet with you.
- If you are requesting the meeting on behalf of a superior, inform both parties that the meeting has been successfully scheduled.
- Plan for the big day and make proper arrangements before the meeting date.
Appointment Request Rejected: What to Do?
This can be in two ways. Rejection is based on reasons you can improve upon and rejections are based on reasons you cannot do anything about.
If the problem is the location, time, or the offer is not interesting enough, you can work on a better offer.
However, if the recipient feels he or she has had enough offers and would not want to add you to the list, the best you can do is thank him or her for their time.
Received No Reply: What to Do?
Any of these four things might be involved in a case where you don’t receive a response to an appointment request letter;
- The recipient did not get your appointment invitation in the first place.
- The timing was not convenient.
- The location was not convenient
- The reason for the meeting did not fully appeal to the potential client.
Do not panic, all you need to do is send a follow-up letter addressing any of the issues involved better. In other words, you should:
- Ask the recipient whether they received the initial invite request.
- Ask the recipient to select a date, time, and location of their choice.
- Refine the importance of the meeting.
90% of the time, an appointment request letter is your shot at making a good first impression. Hence, it is crucial to get the tone right when initiating contact. Since you already have everything thing you will be needing to land an appointment, the right thing to do is to wish you the best in your next appointment request letter.