Meeting Request Letter

We as individuals are part of some organizations, educational institutes, community groups, etc. At times, we feel the need to discuss some topics, get some information, convey some information, and reach a consensus on the particular topic of discussion. In such cases, we feel the need to conduct a meeting. A meeting can be formal or informal. The basic aim of a meeting is to discuss some crucial topics, and at times, it is conducted just to maintain a rapport. For informal meeting one might not need to write a meeting request letter. This kind of meeting takes place when the two parties know each other since a long time, and do not follow formal protocols for every part of their work. On the other hand, in case of formal meetings, a meeting request letter is essential if one party wishes to meet the other.

A meeting request letter is written to request the other person to give a particular time and date as per his/her convenience for discussing something important. In professional environment, one cannot just call up the other person and tell him/her that they need to meet. A proper protocol has to be followed and thus a request letter for meeting has to be written.

This letter is a simple formal letter requesting the other person to meet and communicating the reason of the meeting. The agenda of the meeting is not included in this letter. Here, only the reason of meeting is considered. The format of this letter is slightly different as compared to the other formal letters. The sample meeting request letters given below would help you write one, and understand various situations in which you can use this letter.

1. Sample Meeting Request Letter

18th October, 2011

To,
Mr. Bill Clay
Manager
Prop World
Business Tower
102 Street
LA- 32581

Re: Request for meeting

Dear Mr. Clay,

Working as a secretary to Mr. Horn, Manager, ABS Group, I am writing this to request you for a meeting with Mr. Horn. Mr. Horn wishes to meet you to discuss some issues that have come up in the supply and quality of material we have been receiving from you since the past 3 months.

ABS and Prop World have been working together for over two years now. Quality and supply has never been a problem, but since Ms. Bush has left Prop World, we have been facing certain issues. Mr. Horn would thus like to discuss the same with you. He has also requested you to please look in to the matter before the meeting, so that it would be a fair discussion, and things could be fixed in time.

We look forward to hear from you soon regarding the time and date of the meeting. However, Mr. Horn would prefer to meet you at the earliest, probably the next week. Please let us know about it.

Thank you.

Regards,

S. Nick,
Secretary to Mr. Horn,
ABS Group,
Email: s.nick@abs.com
Ph: 45612874 - 020

2. Sample Meeting Request Letter

18th October, 2011

To,
Mr. Joy Brown
HR Manager,
Sintex Communications,
IBF Tower,
California - 65485

Re: Request for meeting

Dear Mr. Brown,

I am Savy Cherian and this is to request you to please make some time and allow me to come and meet you in person. I am currently working as an Asst. Manager HR, with Pinnacle Group, and came to know about the HR Manager position for your subsidiary unit at LA from Ms. Smile.

I have 5 years of experience in this field, and am planning to move to LA now, as my family stays in LA. As soon as I heard about this opportunity, I thought it would be the best for me, as I would get to continue working and stay with my family. Moreover, your subsidiary unit is only a 30 minutes drive from my home in LA.

I would thus like to meet you and discuss this opportunity further. I believe that this opportunity would be mutually beneficial for me and the organization. Please let me know about the time and date of the meeting, as per your convenience.

Thank you

Regards,

Savy Cherian,
Springdale Heights,
Kim Street,
Palm Beach,
California - 65481

The two sample letters given above show that a meeting request letter can be written in different situations. For example -

1. requesting for sales pitching meeting
2. Regular follow up meeting
3. Legal meeting, etc.

Write a request letter that will help you fix a meeting and discuss your issues or concerns. Also, you can refer example of postponed meeting letter and example of reschedule meeting letter for more examples of letters.