Though interoffice communication can often be accomplished face-to-face, sometimes creating a clear and recognisable paper trail is important, particularly if you are attempting to generate a record for promotion. While simply stopping by your superior's office, calling on the phone or e-mailing is fast and efficient, it lacks the permanence and record of sending a formal letter. Writing your boss a letter requesting a meeting not only displays your professionalism, it also generates a paper trail which may be useful at a later time.
Type your name, business address and office number on the top right of the page. Type the date, your superior's name and business address below your information on the left side of the page.
Open the letter with a standard greeting. For example, "Dear Mrs. Caroline Moore."
Indicate your desire to meet with your boss in the opening line of the letter.
Describe the reason you want to meet with your boss.
List several dates and times for a possible meeting time. Strike a balance between providing a limited number of meeting times, one or two, and an overwhelming number of meeting times. Choose three to four possible meeting times and set aside an hour for each of these times.
Close the body of the letter by thanking your boss for their time and consideration.
Finish the letter with "Sincerely" or "Respectfully," then sign and print your name.