[tab name=’Guidelines’]

Guidelines : Requesting

Requesting Appointments

Guidelines and Alternate Phrases

• State the purpose of the appointment you’re requesting up front. If you need to “sell” the meeting idea to the other person, be sure to state the purpose in terms of benefits to the other person.
• May we talk? I have a couple of ideas that could save us some money–ideas about how you can ….
• A colleague of mine and yours, Cheryl Andrews, mentioned you and I should get together to discuss our mutual interest in distributing our products in the Pacific Rim. I have some information you may find useful, and I’m sure you, too, can share some insights with me about appropriate markets.
• I need to talk to you about the production costs for the Belaire design. You asked me to keep you informed every step of the way, and I think now is the time to go over several key details about our choice of subcontractors and delivery schedules. We want your opinions on these issues that affect your staff so directly.
• Suggest a meeting place, date, and time, but show concern for the reader’s own schedule by asking for him or her to confirm or to suggest an alternate time, if possible.
• I can be at your office at 10:00 Friday morning if that’s convenient for you. If not, call me with another suggestion.
• If this date is not acceptable, let me know when you’re free, and I’ll arrange my schedule accordingly.
• If this is inconvenient for you, give me a call, and we’ll discuss another possibility for a meeting time.
• If you have an alternate suggestion, let me know. I can meet with you almost any time Thursday or Friday of next week.
• Give all the details for the reader to confirm the appointment.
• Would you mind phoning my secretary to confirm?
• If I don’t hear from you otherwise, I’ll see you in your office on June 5 at 3:00.
• Let the reader know if the appointment is mandatory or optional and how to contact you if there’s a conflict.
• We could, of course, proceed with our plans without your input, but we do want to give you the opportunity to let us know your feelings.
• We do hope you’ll be able to join us.
• Mr. Radaux has requested we get together to discuss these issues before the end of the month.
• Confirm all other details of the appointment, including any preparation that either of you needs to make for the meeting.
• I’ve enclosed an agenda. I’d like your comments particularly on the Hite project.
• Please bring the Boston figures with you to the meeting.
• I’m looking forward to your comments about the contract clause in dispute.
• Could you be ready to present your opinion about the new hiring policy?
• Please review the enclosed report as a basis of our discussion.
• Would you please calculate your expenses for the past nine months with regard to the Byton project? If you can be as exact as possible, we can identify some specific points for further investigation.

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[tab name=’Example 1′]

Example 1 : Business letters to requesting an appointment of meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Alton:

Could we get together to give some serious thought to my career plans and your intentions for my future here at Clayton and Clayton? As I’ve read and studied the new marketing strategies our company has recently adopted, some new ideas have come to mind about how I can contribute to our growth in a couple of innovative ways.

May I suggest Tuesday or Wednesday, April 2 or 3, at 5:00, while I’m in Austin for our new-product training? Our sessions conclude each day at 4:30, and perhaps by that hour of the day your own phone will have stopped ringing. If that’s not convenient for you, I’d be happy to meet you at any nearby restaurant you can suggest for breakfast, during our training-session lunch break, or later for dinner some evening.

I’ll plan to bring an updated résumé so you can see the positions I’ve held and the experience I’ve acquired during my last five years with the company.

Please let me know (ext. 4779) when we can get together to discuss the issues that are vitally important to both of us.

Sincerely,
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[tab name=’Example 2′]

Example 2:Letter Requesting Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Graham:

We at National Galleries have just completed a study of recruiting techniques that I think can provide some new insights into controlling your organization’s personnel costs. I spoke with Frank Smith briefly in your Washington office, who suggested I get in touch with you about these results to see how we could work together to design a new recruitment plan and compensation package.

Our objective will be to walk away from the meeting with some realistic guidelines for recruiting the very best people at competitive salaries.

Will you be available for a meeting the week of August 9? I’ll be in New Orleans then doing some work for another client and would love to take you to dinner Monday or Wednesday evening. If dinner meetings infringe on your family time, I can always arrange to meet you for lunch. I’ll phone you next Thursday to see which day or time will be more convenient. Perhaps, if you’re going to be out of the office that day, you can give your assistant your preferences, and I’ll plan my schedule accordingly.

I do think it will be time well spent for both of us. If you have any recent information you’ve put together internally from your exit interviews, that will be a great starting point for our discussions.

Cordially,
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[tab name=’Example 3′]

Example 3: Example letters of requesting for an appointment

Memorandum

TO:

FROM:

DATE:

SUBJECT: Request for Appointment about Career Plans

Would it be possible for you to see me if I drop by your office sometime Thursday or Friday afternoon? I’d like to follow up on our last month’s conversation about my transfer into the public relations field and about my selection of graduate courses next term. I do want to tailor my education to your objectives for me here at Perrington.

Please phone me at the Service Center (ext. 6897) to arrange a time convenient for you. Thanks so much for your interest in my career plans.
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[tab name=’Example 4′]

Example 4: Sample Letter of Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

We have completed design of the four video packages of your negotiation seminar, and we need about an hour of your time for final review of our plans before we begin production. Also, we hope at this meeting you can give us your final text copy for the accompanying brochure.

Would 8:30 Wednesday, June 10, or 2:00 Thursday, June 11, be more convenient for you and your staff?

I’ll appreciate a call from you as soon as you know which time will best fit your schedule; I’ll then notify the staff members who will be joining in the presentation to mark their calendars accordingly.

We’re eager to begin production and get your videos on the market. Thank you for the opportunity to work with you on this project.

Cordially,
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[tab name=’Example 5′]

Example 5:Request Letter for appointment for meeting

Memorandum

TO:

FROM:

DATE:

SUBJECT: Review of Records on the Binex Agreement

We have scheduled a review of your records associated with the Binex agreement for the week of March 19. If you plan to be out of the office or have other serious conflicts, please contact me at 223-4467 immediately.

Production allocation calculations, product pricing, and operating and maintenance expenditures for calendar year 19– will be reviewed as a “pilot” audit for accuracy and compliance with the contractual agreement. We expect to complete the review within two days.
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[tab name=’Example 6′]

Example 6: Requesting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Geraldine:

Could we get together for lunch about 11:30 August 21 at the Hyatt across the street from your office? I now have available the latest response figures on the last direct-mail campaign and need your comments about mailing list choices for the last five cities.

Please have Mary Kay call my office (ext. 3467) to confirm you will be able to make lunch that day. If not, would you please give me an alternative date?

Regards,
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[tab name=’Example 7′]

Example 7: Business Requesting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Frank:

As we discussed in Baltimore several weeks ago, I would like to stop by your office when I’m in Houston in June to discuss our public relations campaign in the Midwest. I’ll be available all day June 5 and the morning of June 6. Would you let me know where and when would be convenient for you? I’ll be confirming travel arrangements on Friday, so I’d appreciate a call before then.

See you in Houston,
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