Business Meeting Letter

Prior to getting into any kind of business dealing or partnership with an organization or businessman, the two parties decide to meet each other for a formal discussion. This is known as a business meeting. A business meeting takes place not only before getting into the contract, but also once the contract is functional, and the two parties are working together; they meet on a regular basis, and discuss new scopes or any other issues. When one of the two parties wishes to invite the other for a meeting, he/she writes a business-meeting letter to summon the other.

The business-meeting letter is written with the purpose of summoning someone to discuss business prospects, or to discuss about the ongoing business with the other party. It is a very formal letter and is written as per the principles of formal letter writing, i.e.:

1. Precise
2. Addressed to the concerned person
3. Formal language
4. Provide the required documents, if any, enclosed/attached with the letter

This letter is usually sent with a pre-stamped envelope, if sent via postal mail, or the reader is requested to revert to the email confirming that he/she would attend the meeting.

The two sample business meeting letters given below would present the two different scenarios in which these letters are written.

1. Sample Business-meeting Letter:

17th October, 2011
Kevin George
Secretary to Marketing Head
Parx Group of Companies
Southwest Street
New York - 65841
Email: kevin.george@parx.com
Ph: 666 454545

To,
Ms. Pearl Shine
Marketing Head
Creative Packaging Ideas Ltd.
Sun Street
New York - 65845

Re: Invitation for a business meeting to discuss the prospects of working together

Dear Mrs. Shine,

I am Kevin George, the secretary of Mr. Daniel, the Marketing Head of Parx Group of Companies. After the recent Innovative Business Ideas meet, where you both met, Mr. Daniel would like to discuss the possibilities of working with your organization in the coming future.

Parx is into manufacturing and marketing of different goods. Mr. Daniel liked the presentation by you, and the various creative ideas that your organization comes up in terms of packaging of goods. Considering your niche in this field, Mr. Daniel would like to meet you and discuss the prospects of entering into a packaging contract with your organization. He has invited you to attend the meeting on 25th October, 2011 at Parx, at 11.00 am.

The Agenda of the meeting will be as follows:

1. Presentation on various goods of Parx
2. Various products/designs of creative packaging
3. What your organization can offer us?
4. A rough estimate of your offer

We expect that this meeting would be mutually beneficial to both the organizations, and would lead to a long-term business relationship. Please revert and confirm your affirmation for the meeting.

2. Sample Business Meeting Letter

Consider that the above-mentioned two organizations are in business, and need to discuss some issues or ideas. They can thus invite the other party for a meeting and the letter for the same will be as given below:

17th October, 2011

Ms. Pearl Shine
Marketing Head
Creative Packaging Ideas Ltd.
Sun Street
New York - 65845
Email: pearl@creativepackaging.com
Ph: 666 232323

To,
Michael Daniel
Parx Group of Companies
Southwest Street
New York - 65841

Re: Invitation for the monthly business meeting

Dear Mr. Daniel,

This is to invite you for the monthly business meeting. The meeting is scheduled for 3rd November, 2011, 1.00 pm at Creative Packaging Ltd.

Parx and Creative Packaging have been working together since 3 years now. It has been an immense pleasure working with Parx, and the two organizations have mutually benefited by this business deal. From time to time, we have tried to fulfill your requirements, and came up with the most creative ideas for packaging your goods that has led to an increase in sales figures. It's almost a year now, and we now believe that we should come up with some more ideas of packaging, that would interest the buyers.

Agenda of the meeting:

1. Presentation on new designs for existing products
2. Cost estimate discussion

We thus, invite you to come to our office and discuss this further. We have some designs ready for the existing products, and would like to get a feedback on the same from you.

Please confirm your affirmation for the meeting.

Regards,

Pearl Shine

Also, you can review meeting request letter example and post meeting letter example for sample letters.