How to write a letter to request a meeting

Written by stephania m
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How to write a letter to request a meeting
Use a letter to request a formal meeting. (Jupiterimages/ Images)

Many people in society lead busy lives. Therefore, in order to meet with someone, it is almost imperative that you plan a set time and place for a meeting. For informal meetings, a simple text message or phone call usually works. For formal meetings, you can use a letter to make the request. While this letter does not have to be long, it should address the reason for the meeting, potential meeting dates and times and a request for follow-up.

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  1. 1

    Begin the letter with the date, the recipient's address and a salutation, such as, "Dear Mr. Peterson." If you work in a separate location than the recipient, include your physical address and the recipient's address. The addresses are vitally important if you're mailing the letter, but not needed if you're e-mailing it.

  2. 2

    Start the body of the letter by stating your desire to meet with the person. For instance, you could write, "I am writing this letter to request a meeting with you."

  3. 3

    Indicate the reason you want to meet and the length of time you expect the meeting will take.

  4. 4

    Offer potential dates and times for the meeting by writing a sentence such as, "During the week of March 21, I'm available to meet any day between 9 a.m. and noon."

  5. 5

    Request alternative dates if the potential dates do not work with the person's schedule. You might word it this way: "If these dates do not work with your schedule, please send me alternative dates and times."

  6. 6

    Ask for follow-up to your meeting request. Add your contact information.

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