First impressions count, so you better make a good one, especially when requesting a business meeting. Whether you plan to write to a potential business partner, a government official or a client, your choice of words can make all the difference. A poorly written appointment request letter can affect your image – and your brand. Plus, it can ruin your chances of getting a positive reply.

Use an Appropriate Subject Line

When you send an appointment request letter, make sure the subject line highlights your intention to meet the recipient. Keep it short and simple. Here are a few examples:

  • Meeting request
  • Request for meeting appointment
  • Meeting request letter
  • Request to meet on (day of the week)
  • Scheduling a meeting

Depending on your preferences, you can place the subject line above or below the recipient's address. If you wish to contact the recipient online, you may use the same subject line for your email and letter.

Introduce Yourself

Start the letter by introducing yourself. In case you met the recipient at some point, be sure to mention it. Provide a brief description of your organization or its mission if necessary. For example, you could say something like:

Dear Representative (last name)

My name is (your name) and I am contacting you on the behalf of (company name). We have a common interest in... and I would like to discuss more.

If you have a referral, you can start with: (Referral name) mentioned that you were interested in knowing more about our products and services. I would like to invite you to discuss more at our office on (date and time).

State the Meeting's Purpose

Let the recipient know what to expect from the meeting, including how long it will take. Provide a rough schedule and cover the main points. For example, you can say:

Thank you in advance for your consideration of this request. I would appreciate an opportunity to meet you and discuss how we could join forces on future projects.

Our meeting will cover a brief overview of our technology and resources as well as some examples of our work in this area. We are also interested in discussing a potential collaboration that would be mutually beneficial to both parties.

Try to explain what you are looking for and why you're requesting this meeting in the first place. Suggest two or three dates and times and then kindly ask the recipients to confirm their availability.

Your letter could say something like:

Please, suggest a date and time, which is as per your schedule.

Are you available on [date and time]? If not, please contact us at (phone number) or (email address) to schedule a meeting time.

We will follow up shortly to confirm receipt of this letter and set a day and time that is convenient for you.

Use the Proper Format

Business letters have a specific format. Write your name and address in the top right corner of the page. Type the recipient’s contact information in the left corner of the page or below your address.

Leave wide margins and use a branded blank if possible. Keep the letter short and to the point; ideally, it should not exceed one page. Use a formal salutation, such as “Dear Mr. (Recipient’s name)." If you don't know the exact name of the recipient, you may use "Dear Sir or Madam." End the letter with "Sincerely," "Respectfully," "Respectfully yours" or other formal closings, followed by your name.

An appointment request letter should be clear and concise. Cut useless words and unnecessary information. Use an easy-to-read font like Times New Roman or Arial. Remember to proofread the letter before sending it.