Meeting request letter 2024 (guide + free samples)

A meeting request letter is a simple letter that you write to ask to meet another person or group of people.

This letter usually includes details like why you need the meeting (reasons for the meeting), the proposed date and time it will take place, and the location where it will be held.

Meeting request letters are often used in business or professional settings to schedule meetings between colleagues, clients, or partners.

They can also be used in personal situations, like when you want to set up an appointment with a teacher or coach.

After writing thousands of effective meeting request letters, I have decided to write this post to share my experience regarding meeting request letters.

Here I will share with you

• Importance of meeting request letter
• Common mistakes to avoid when writing meeting request letter
• The best time to send a meeting request letter
• How to write an effective meeting request letter
• meeting request letter samples
• etc.

let’s get started

Read also: Loan request letter

Meeting cancellation notice

Importance of meeting request letter

As someone who works in a professional setting, there are times when I need to schedule a meeting with a colleague, client, or partner to discuss important matters.

However, I can’t always just walk up to them and ask if they’re available to meet.

That’s where a meeting request letter comes in.

By writing a meeting request letter, I can clearly outline the purpose of the meeting, suggest a date and time that works for both of us, and provide any necessary background information.

This makes it easier for the recipient to understand why the meeting is necessary and to come prepared to discuss the relevant topics.

In addition to that, a meeting request letter creates a written record of the meeting invitation and helps to ensure that we are on the same page regarding the details of the meeting.

This is particularly important in a business context where there may be legal or contractual implications.

Key takeaway: A meeting request letter is an effective way to schedule and organize meetings in a professional manner. It will allow you to clearly communicate your intentions and expectations, while also being respectful of the recipient’s time and schedule.

Common mistakes to avoid when writing meeting request letter

Besides the fact that I usually send letters requesting to meet people, I also receive a lot of letters from people requesting to meet with me.

Through both my letters and theirs, I have learned a lot and have been able to identify many mistakes that we make in our meeting request letter.

The best time to send a meeting request letter

In my experience, I have seen that the best time to send a meeting request letter is determined by various factors;

• Availability of participant
• Distance
• Location
• Mode of meeting (online or onsite)
• Urgency
• etc.

Here’s a table that shows the best time to send a meeting request letter in different circumstances:

Circumstance	Best time to send a meeting request letter
Requesting a meeting with a busy executive	Send the request letter 2-3 weeks in advance to allow for their busy schedule
Requesting a meeting with a colleague	Send the request letter at least a week in advance to give them time to plan their schedule
Requesting a meeting with a potential client	Send the request letter 2-3 weeks in advance to allow time for them to review and respond
Requesting a follow-up meeting	Send the request letter within a few days after the initial meeting to ensure that the follow-up takes place in a timely manner
Requesting a meeting for a time-sensitive matter	Send the request letter as soon as possible to ensure that the meeting takes place before the deadline
Requesting a meeting with an international contact	Send the request letter at least a month in advance to allow for time differences and travel arrangements
Requesting a meeting with a government official	Send the request letter at least 4-6 weeks in advance due to their busy schedules and security protocols
Requesting a meeting with a vendor or supplier	Send the request letter 2-3 weeks in advance to allow time for them to prepare and arrange for any necessary materials
Requesting a meeting with a mentor or advisor	Send the request letter at least a week in advance to give them time to prepare and review any materials you’ve provided
Requesting a meeting with a potential investor	Send the request letter 2-3 weeks in advance to allow time for them to review your pitch and schedule the meeting

How to write an effective meeting request letter

The meeting request letter is written in a business letter format (you can just send it as an e-mail)

Start with your address, and date then the recipient’s address.

Here is how you can craft an effective letter;

Identify the Purpose of the Meeting

Before writing your meeting request letter, it’s important to be clear about the purpose of the meeting.

Ask yourself:

• Why do I want to meet with this person?
• What do I hope to achieve from this meeting?

Identifying the topic you want to discuss and the desired outcome of the meeting will help you to be more specific and relevant in your communication.

For example,

if you’re requesting a meeting with a potential client, you may want to discuss their needs and how your product or service can address those needs.

In this case, your desired outcome may be to secure a contract or a commitment to move forward with the next steps.

Or, if you’re requesting a meeting with a mentor or advisor, you may want to discuss your career goals and seek advice on how to achieve them.

Your desired outcome may be to gain valuable insights and guidance that will help you to advance in your career.

Once you’ve identified the purpose of the meeting and the desired outcome, you can tailor your meeting request letter to be more specific and relevant.

This will help to capture the recipient’s attention and increase the likelihood of a positive response.

ICYMI: The findings from the latest research conducted by ZIPPIA are revealing that In the United States alone, an astounding 55 million meetings are held every week. This translates to at least 11 million meetings each day and over 1 billion meetings per year.

With such a staggering number of meetings taking place, it’s clear that people’s schedules are jam-packed, leaving very little time for anything else.

This means that if you want to secure a meeting with someone, you need to have a strong and compelling reason for them to take time out of their busy schedule.

Simply requesting a meeting without a clear purpose or benefit to the recipient is unlikely to be successful.

Be clear and concise

You don’t want to overwhelm the recipient with unnecessary details or waste their time with a lengthy introduction.

Instead, you should aim to introduce yourself and explain the purpose of the meeting in a clear and concise manner.

In your introduction, you should briefly introduce yourself and provide some context for why you are requesting the meeting.

This could be as simple as stating your name, your company or organization, and a sentence or two about your role or area of expertise.

for example;

My name is [Your Name] and I am the [Your Position] at [Your Company or Organization]. As someone who is deeply passionate about [Your Field or Industry], I am reaching out to request a meeting with you to discuss [Purpose of the Meeting].

From there, you can move on to explain the purpose of the meeting in a clear and concise manner.

Explain the benefits

In addition to introducing yourself and explaining the purpose of the meeting, explain why it would be beneficial for the recipient to meet with you.

This could include highlighting what you can offer or how you can help them achieve their goals.

When explaining the potential benefits of the meeting, it’s important to frame it in a way that is relevant and meaningful to the recipient.

For example, you might highlight how your expertise or resources could help them overcome a particular challenge or achieve a specific goal.

You could also emphasize how the meeting could lead to new opportunities or collaborations that could benefit both parties.

To make it clear that the meeting will be valuable for both parties, it can be helpful to outline some specific goals or objectives for the meeting.

For example, you might suggest discussing potential projects or collaborations, sharing insights and expertise, or exploring new ideas and strategies.

By setting clear goals for the meeting, you can help the recipient understand how it fits into their larger goals and objectives, and increase the likelihood of a positive response.

Provide Specific Details

Make sure you provide specific details about the meeting to avoid confusion and ensure that the recipient can plan accordingly.

Be sure to include the date, time, and location of the meeting in your letter.

If the meeting is virtual, include details on how to join the call or video conference.

In addition to providing logistical details, consider including any relevant documents or materials that the recipient may need to prepare for the meeting.

This could include an agenda, background information, or any reports or data that will be discussed.

Providing this information in advance allows the recipient to review and prepare for the meeting, which can lead to a more productive and efficient discussion.

It’s also a good idea to include a brief overview of what will be discussed during the meeting.

This can help the recipient to understand the purpose of the meeting and come prepared with any questions or input they may have.

Offer options

Offering options shows the recipient that you value their time and are willing to work around their schedule.

Consider offering several different options for the meeting, including weekdays and weekends, morning or afternoon time slots, and specific dates that are convenient for both parties.

It’s also important to include the duration of the meeting in your letter.

This helps the recipient to plan their schedule accordingly and avoid any scheduling conflicts.

When offering options for the meeting, it’s a good idea to consider the recipient’s time zone and any other commitments they may have.

For example, if the recipient is in a different time zone, be sure to adjust your proposed meeting times accordingly.

Show your enthusiasm

A simple statement that conveys your appreciation for the recipient’s time and willingness to meet with you can be an effective way to show your enthusiasm.

For example, you might say something like,

“I am excited to have the opportunity to meet with you and discuss [topic].”

This demonstrates your enthusiasm for the meeting and your interest in what the recipient has to say.

You might also express your appreciation for the recipient’s expertise or insight, which can help to establish a positive rapport.

Another way to show enthusiasm is to be proactive in your communication.

Follow up with the recipient to confirm the meeting details and ask if they have any questions or concerns.

This can help to demonstrate your commitment to the meeting and your desire to make it a success.

Meeting request letter template

Dear [Recipient’s Name],

My name is [Your Name] and I am a [Your Role] at [Your Company/Organization]. I am writing to request a meeting with you to discuss [Purpose of the Meeting].

As an expert in [Your Area of Expertise], I believe that our meeting could be mutually beneficial. I am confident that I can offer valuable insights and solutions that can help you achieve your goals.

I propose that we schedule the meeting on [Date] at [Time] at [Location]. However, I understand that you may have a busy schedule, so I am happy to offer alternative dates and times that are convenient for you.

To prepare for the meeting, I have attached [Relevant Documents or Materials]. These materials will help you understand the topics that we will be discussing during the meeting.

During our meeting, we will discuss [Overview of Discussion Topics]. I am excited to share my ideas and learn more about your perspective on these topics.

I am enthusiastic about the opportunity to meet with you and I appreciate your consideration of my request. Please let me know if the proposed meeting time works for you or if we should consider an alternative time.

Thank you for your time and I look forward to hearing from you soon.

Sincerely,
[Your Name]

Meeting request letter sample

Dear Ms. Johnson,

My name is John Smith and I am the Director of Business Development at XYZ Corporation. And with great enthusiasm, I am writing to request a meeting with you to discuss a potential collaboration between our companies.

I propose that we schedule the meeting on June 15th at 2:00 PM at our office located at 123 Main Street. However, I understand that you may have a busy schedule, so I am happy to offer alternative dates and times that are convenient for you.

As an expert in business development and market analysis, I believe that our meeting could be mutually beneficial. I am confident that I can offer valuable insights and solutions that can help you achieve your goals in the industry.

To prepare for the meeting, I have attached a market analysis report that highlights the current trends in the industry. This report will help you understand the topics that we will be discussing during the meeting.

During our meeting, we will discuss

1. potential collaboration opportunities
2. market insights
3. how our companies can benefit from each other’s strengths.

I am excited to share my ideas and learn more about your perspective on these topics.

I am enthusiastic about the opportunity to meet with you and I appreciate your consideration of my request. Please let me know if the proposed meeting time works for you or if we should consider an alternative time.

Thank you for your time and I look forward to hearing from you soon.

Sincerely,
John Smith

Meeting request letter pdf