The writing of business and formal letters often is daunting. It feels as though you are writing a letter in a new language just to make a simple request. Asking someone to meet with you might be more challenging if you have never meet the person. Before starting to write a letter asking for a meeting, jot down, on a separate sheet of paper, the main reasons you want the meeting and how you feel it will be advantageous to you both.
Write the letter in business-letter format. At the top left side of the page, write the recipient's full name, including titles. Underneath, write the business name and address. Then, write the salutation, such as "Dear Robin." Do not write "To Whom It May Concern." The salutation should be followed by a period for formal writing or a comma for a more personal letter.
Introduce yourself, reminding the reader who you are. She might have met you a few times, but introducing yourself again -- giving your name and title, if applicable -- helps to be clear. For instance, you can write, "I'm the co-author of a series of books on tourism safety issues in Western Europe. I have been writing about dangers for students abroad for more than four years and have met with both positive and negative results." Keep the first paragraph to only three to five lines, at most.
State your purpose. In the second paragraph, be direct in asking the recipient for a meeting. Instead of being vague, praising her contributions or business, ask, straight away, for the meeting -- it is more flattering, anyway. For instance, write "I am wondering if you might meet me over coffee next week. I want to discuss your research on tourism and compare notes." You can then give a compliment or an acknowledgement that you know her work. "I have read your work and admire your passion about safe student travel."
State what the recipient might gain from the meeting. Assuming this executive, employee or program assistant is busy and has a lot of responsibilities, address, straightforwardly, how you think the meeting will benefit her. Be genuine and think about why she would give up her time to meet you, a stranger or an acquaintance. You might write, "I understand my request for a meeting comes at a busy time of the financial year; however, I feel our meeting will bring clarity to issues we both research on safe travel and tourism, about which we are both so devoted."
Sign off simply at the end of the letter. For example, write "Looking forward to hearing from you soon" or "Best regards," and add your full name. Include your contact information below your name, such as e-mail, phone number and business address, if applicable.
Write in a formal style but sound natural. For example, when you might naturally write "I'd love to have a meeting with you!" Instead, write "I would be delighted to finally meet you in person and talk about your work." Do not use slang or too high of a vocabulary. You are not trying to impress the recipient; you are inviting him to join you for a meeting.
Tips and warnings
- Write in a formal style but sound natural. For example, when you might naturally write "I'd love to have a meeting with you!" Instead, write "I would be delighted to finally meet you in person and talk about your work."
- Do not use slang or too high of a vocabulary. You are not trying to impress the recipient; you are inviting him to join you for a meeting.