[tab name=’Guidelines’]

Example Guidelines: Confirming

Confirming Appointments

Guidelines

• Express appreciation for the person agreeing to meet with you.
• Restate the time, place, and purpose for the meeting. Include any pertinent details or information.
• List what you hope to accomplish from the meeting. Cite specific courses of action to be taken during the meeting if appropriate.
• Close on a note of positive anticipation.

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[tab name=’Example 1′]

Example 1: Sample Letter of Confirming Meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gennamari:

This is to confirm our appointment on Tuesday, April 8 at 10:00 a.m. at the Benston construction site. As we discussed on the phone, I would like to offer some suggestions about how we might streamline the design for the new parking garage.

I am aware of your concerns about deviating from the original plans, however, I think there are several changes we can make without sacrificing the quality of construction. As you know from Bill Stevenson’s report, we will have to make some changes to bring the project in under budget.

I look forward to speaking with you.

Sincerely,
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[tab name=’Example 2′]

Example 2: Confirming Meeting Schedule Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Jan:

I want to confirm that we will meet at the Rockville office on the 20th at 9:30 a.m. I look forward to discussing your plans for the Martinez account, and I know Susan’s team would certainly appreciate some fresh ideas.

When we meet, I would also like to present the proposal Dave and I put together to expedite our on-line ordering system. We think we can solve the instant credit check problem more economically ourselves than if we hired an outside firm. Could you bring the bids you got for it last month so I can look them over?

Sincerely,
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[tab name=’Example 3′]

Example 3: Letter of Confirming meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Gleason:

I look forward to meeting with you next Wednesday at 1:30 p.m. to discuss your parts supply needs.

As I told you on the phone, we can offer a zero defects contract if Gleason’s Vacuum decides to buy housings exclusively from Monarch Plastics. We guarantee our made-to-perfection vacuum parts. The presidents of Handy Vac and Clear Air Vacuum have expressed to me their satisfaction with Monarch parts; I hope you will agree.

Thank you for your time and attention. I look forward to meeting you.

Sincerely,
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[tab name=’Example 4′]

Example 4: Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Woods:

I want to confirm that we are scheduled to meet on Monday at 4:00 p.m. in the conference room at our Northridge location.

There are several points I would like to discuss, including the design for the new lobby of the Smith Building and the budget for the renovations. I am currently holding discussions with several contractors who have submitted reasonable bids. I will bring their offers so you and I can decide who to choose.

I look forward to moving ahead with this project.

Sincerely,
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[tab name=’Example 5′]

Example 5: Sample of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jameson:

This is to confirm our appointment at my office on June 12th at 10:30 a.m. I am pleased to have the opportunity to discuss the possibility of working on your MediTech case. Our firm is experienced in successfully handling complex liability cases of this manner.

I will bring our proposal which outlines the strategies we would like to pursue in this case.

I look forward to meeting you.

Sincerely,
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[tab name=’Example 6′]

Example 6: Example of Confirming Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Bob,

This letter is to confirm our meeting on Friday morning at 9:30 to continue the negotiations for next year’s contract.

I have several matters I would like to cover when we meet: I am concerned that we are still far apart on changes to the benefits package, but I have several ideas that may solve the impasse. Also, Mr. Corcoran asked me to rework the hiring agreement so future employment numbers are more in line with our growth projections. I am confident we are close to agreement on all the other major components.

I hope that we can finalize the contract on Friday.

Sincerely,
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