Writing an Appointment Request Letter to Client (with Sample)
Use this sample appointment request letter as a template for your formal request letter. Last updated on January 17th, 2019
What is a request letter? It’s a formal letter whereby one individual asks another individual or group of individuals to give them a response to a certain request or inquiry. Ideally, letters of request should be polite, brief, and get straight to the point. Request letters are written for a number of reasons including to request an appointment or meeting.
Primarily used in different business situations, request letters are used for a vast number of circumstances, such as asking for a job performance review, soliciting donations, requesting an interview, or asking for a salary raise. • What to Consider
When writing a request letter, it’s crucial to include all the necessary information. Be straightforward but concise, including all the essential details. For instance, if you’re requesting an appointment with someone, point out why you need the appointment along with the details surrounding the suggested time and place. Also, et them know approximately how much of their time you need. Your goal is to get the recipient of the letter to reply with a ‘yes’ to your request, not to ask you a number of follow-up questions that you could have easily addressed in the initial request letter.
In order to organize a proper business meeting or appointment, it’s always polite to write a request letter first. If the appointment is with individuals within your own office, you might be tempted to simply send a text message or email in order to request the appointment.
But, a formal letter has the benefit of expressing a sense of significance as well as establishing a platform for justifying the reasons behind requesting an appointment. It’s also professional.
Achieve a greater chance of success by using the following guidelines:
Clearly state why you’re requesting an appointment.
Research the individual or company to whom you are addressing the letter to.
Mention, if possible, why the appointment will benefit everyone involved.
Enclose key documents that may be important such as a brochure about the company, your bio, or other related materials.
If applicable, include satisfied customer testimonials on the same subject as the appointment request agenda.
A formal request letter should always follow the same format as a business letter. Use simple, direct language without using any slang or incorrect grammar. Here are a few reasons for requesting a meeting or appointment:
Presenting an important business plan
Discussion with a superior
Making a sales pitch
Meeting with other colleagues
Scheduling a business interview
Meeting with a government official
There could be any number of reasons for asking for an appointment, such as meeting with colleagues to go over the progress of a particular project or to meet individuals from a different corporation with whom you need to collaborate with.
Although a request letter doesn’t require writing multiple pages, it does need to provide important information, such as:
Why you’re requesting the appointment
Suggested date, place, and time for the appointment
What will be gained from the appointment
Recommended length for the appointment
Possible request for a follow-up appointment
The following is a sample request letter to ask for an appointment with an individual who doesn’t work in the same office or company as you. Just like any other kind of formal business communication, send the letter by certified mail so you’ll know when exactly it was sent and also received.
If you need to enclose any official documents along with your letter, send copies rather than the originals. If the appointment involves a marketing sale or business proposition, you may want to include a company brochure as well.
Sample Appointment Request Letter Brittany Drake Sales Director of ABC Company 123 Anywhere Road Joslin, CA 91258
John Smith Director of Sales Rock Falls, CA 91236
Dear Mr. John Smith,
I am the primary sales director of ABC Company. I briefly met you at the WorldWide Conference this last April. Susan Belmont, one of our sales team representatives, is going to be in the Rock Falls area between DATE – DATE and is interested in briefly meeting with you on any one of those particular days for about 45 minutes sometime between 10am – 1pm.
Susan has performed extensive research regarding your company and thinks she’s come up with a mutually beneficial proposition for both our businesses that she is eager to discuss with you.
Would it be possible for you, or a person you delegate, to meet Susan Belmont on one of the suggested days? I will contact you in a couple of days in order to answer any of your questions and to possibly arrange this brief appointment.