How to write a letter to request a meeting

Updated April 17, 2017

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.

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.

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."

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

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."

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."

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

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