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.

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,

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,

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.

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,

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.

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,

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,

Guidelines : postponing/Cancelling

Postponing or Canceling Appointments

Guidelines and Alternate Phrases

• State the postponement or cancellation up front, giving your reasons if possible.
• We find it necessary to postpone the appointment we had originally confirmed with you for the afternoon of July 7. Two of our staff will be out of the country that week.
• I’m sorry to let you know we must cancel the appointment with you for 10:00 a.m. Tuesday, May 27. The figures that would have made our meeting meaningful have now been collected and reviewed by all the appropriate staff. Subsequently, we have decided that we will not be moving ahead with the project as we discussed.
• Cheryl, would you mind if we waited to talk until I can be more definite in my profit projections?
• I’m afraid our meeting date about the Hyde proposal is not going to work out for me. I’ve had to change my schedule and will be away during that week.
• Because I’m new in the organization, I’m finding over and over again my time is still not my own–and it may never be. I’m embarrassed to say I must postpone our June 2 meeting until I learn more about our organization’s strategies and goals for this region.
• I’m in the position of having to curtail some of our activity and spending in the advertising arena for this next quarter. Therefore, I need to cancel our upcoming participation in your video demo session on August 10 and 11.
• Be sure to include full details about the date, time, and place so the reader will know exactly which appointment or meeting you are referencing.
• I’m referring, of course, to the meeting we tentatively scheduled for September 5 at the Hyatt Grand Ballroom.
• So, perhaps you can find something more profitable to do with your hour on Friday, June 5, than discuss fiber optic options with me. I’m sorry for having to cancel so late in the month.
• Because Fred Swanke has no further information at this point, our June 9 meeting in my office would be counterproductive.
• Show your concern about inconveniencing the other person and take the initiative in rescheduling.
• I’m sorry to have to put you off once again. Please bear with me in this long process.
• Thank you for your understanding about this last-minute cancellation. I do want to be able to meet with you later when I can give your request the full attention it deserves.
• Would you forgive me for this inconvenience? We should be able to reschedule before the summer is over. I’ll give you a call.
• Bill, please write me again to let me know when you will next be in Shreveport. I’m sorry you’ll have to change your itinerary at this late date, and I’ll do my very best to arrange my schedule to be available to meet at your convenience during that time.
• I’ll phone you to reschedule as soon as we have the go-ahead.
• When the information arrives, I’ll get back to you.
• I’m sorry to inconvenience you with this sudden change of plans, but I trust you understand my decision under these circumstances.
• I hate to cancel appointments and hope you’ll understand my need to do so this time. Feel free to call again, however, at the end of the year, and we’ll plan to talk in January.
• Thank you for being so accepting of my situation. Will you please phone me again next month about getting together?
• Please give me a call in a couple of months to see if it would be appropriate to set up another meeting then.

Example 1: Sample Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jakawa:

Our company situation has changed since we arranged to meet in my office July 10 for an overview of the legal services your firm can provide our employees involved in the Baytown incident. As you may have read in the papers recently, a new investor group has purchased both of our Houston divisions. Of course, with this change in management, a decision to retain legal counsel for the rumored lawsuits would be unwise.

If you don’t hear from me within the next eight to ten weeks, you can assume the decision has been made to use our internal legal staff for the situations we have discussed.

Thank you for offering to take the time to meet with me about our current difficulties and your professional expertise along those lines. I wish you every success as you and your new firm put down roots in the community.

Sincerely,

Example 2: Example Letter for postponing/Cancelling

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear George:

Will you forgive me for having to postpone our April 2 meeting during the TIB convention? You were so thoughtful to call and suggest a get-together for dinner at the Houstonian, but we find the timing is not going to work out with the client commitments we’ve made during the week. I trust you understand our wanting to take advantage of being in the city for the convention to see our clients in the region.

I’ll phone you the next time I’m in Baltimore and see when you’re available for lunch. Your new strategy for Malaysia is timely, and I’ll be eager to hear more.

Sincerely,

Example 3: Example letters for cancelling appointments

Memorandum

TO:

FROM:

DATE:

SUBJECT: Cancellation of Budget-Controls Discussion

Bart, I need to cancel our budget-controls discussion scheduled for next Tuesday, June 16, in my office. Sometime next week, I’ll phone to arrange another date to get together about this important matter.

I’m sorry for any inconvenience this cancellation may cause, but three key individuals from whom I need to gather information before you and I talk are on a field trip to our Oklahoma plant.

Example 4: Cancel Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bill:

April to June is our very busiest season of the year, and when we set our April 28 appointment, I’d forgotten the attendant deadline pressures.

Could you give me a call later in the year, perhaps in November, to see if we can work out a mutually convenient time for discussing the fiber-optic project you mentioned in your April 4 letter?

Cordially,

Example 5: Business Document for postponing/Cancelling appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Barbara:

Would it be possible to postpone our breakfast meeting on September 8 at the Anatole? I’ve just received an invitation to attend a management seminar in Vienna that week and I am trying to juggle my schedule to make the trip.

If convenient for you, I can make a breakfast meeting a week later, Wednesday, September 15, at the same place. Just let me know how that week looks for you. Planning so far in advance has both its advantages and disadvantages, doesn’t it?

Please forgive me for this urge to get on a plane every time my management there invites me, but I do hope you understand the situation. Thanks.

Cordially,

Example 6: Example of postponing meeting letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Columbine:

We regret to notify you at this late date that the Graphics-Made-Easy seminar you were to attend on March 21 at the Regent Hotel has been canceled due to insufficient enrollment. Although we’ve presented this seminar in-house for the past ten years at many large corporations across the nation, we have discovered we know too little about marketing our seminars through direct mail! And we hope to change that situation soon.

In the meantime, we apologize for your having to reschedule your week because of this seminar cancellation. If it is possible for you to travel out of town, however, we have the same seminar scheduled for March 27 in St. Louis at the Belfast Hotel. I’ve taken the liberty of enclosing more detailed information about that seminar.

Let us know if you would like us to switch your enrollment to the St. Louis class. Otherwise, we’ll be refunding your registration fee by return mail.

Thank you for considering our programs. As you are well aware, excellent graphics spell the difference between an almost-effective proposal and one that wins the contract.

Sincerely,

Guidelines : Declining

Declining Appointments

Guidelines and Alternate Phrases

• Decline the appointment up front in a firm but courteous tone, giving reasons, if possible, for the refusal. Point out why the appointment would not be beneficial to the reader or in the best interest of others.
• Thank you for considering our company in your marketing efforts, but we find we have no need for a new copier at this time. Therefore, I would not want you to waste your time with the demonstration you offered in your December 1 letter.
• The May 2 appointment you suggested will not be convenient for our staff because of a major restructuring we have recently undertaken in our division. We have had to pour all our resources and productive time on just sorting out who does what, where, when, and why.
• Jack, I will be out of the country for an extended time during the winter months. Therefore, the February 10 appointment will not be feasible.
• I don’t think an appointment would be the appropriate way to handle this matter.
• I’m afraid no matter how hard I try, I’m not going to be able to find a free hour for a meeting on the Boyton project. We are gearing up here for our exhibit for a major convention in two weeks, and every moment is precious.
• I’m pleased to say we’ve already selected a vendor that we think can meet our computer needs, and therefore, any further meetings to analyze our tasks would be a waste of your valuable time.
• Since you phoned several weeks ago, our management has changed priorities for the upcoming few months. I’m going to have to postpone my opportunity to learn more about your company until I can focus more time on the subject of retail displays.
• Suggest alternatives to the meeting, if you’re so inclined. Can you handle the situation or issue with a phone call, with a letter, or by referral to another individual or group?
• I’m enclosing a list of the appropriate purchasing agents whom you may wish to contact to discuss your service more fully.
• I suggest perhaps you send me some written information so I can present it to my colleagues. If there’s an interest, then we’ll get back to you later.
• Perhaps Meryl Stanton could tell you more about the situation than I could.
• If you’ll simply send me your information, I’ll be happy to add it to my reading stack and make my way down to it as soon as possible. If you haven’t already given up on me and my inefficiencies of time by that date, I’ll phone you if I have some further interest at that point.
• Have you thought of contacting nonprofit organizations about these services? They would probably have more inclination to attend these forums than those in organizations such as ours.
• Would you leave me on your mailing list, however, to receive further information? If my situation changes, I’ll let you know immediately.
• I’m attaching a list of our Atlanta offices you may find useful in gathering such information. You may use my name and let them know I suggested your call to them.
• Mention your openness to other issues of discussion. Be positive about what you can do, and state any condition under which you will reconsider scheduling an appointment.
• If the budget picture changes, I’ll be in contact with you at that time.
• If we do begin to notice a decline in the performance of our present equipment, we’ll give you a call and see if you can arrange to come by and talk with us further then.
• I’ll keep your name on file in case I hear of others in the organization who might have an interest in your PR ideas.
• If our budget allocations change next year, I’ll be much more receptive to the Carter idea and will give you a call for more information at that time.
• If your vice president is agreeable to discussing a mutual sharing of technology in this area, then, of course, that would be another matter. Let me know if that is the case.
• Should we decide to add staff in the Atlanta office, further discussion might be advantageous to both of us. When and if that’s the case, I’ll be sure to phone you to arrange a time to review your plans and interests then.
• Should the political outlook change, I’ll be in touch.
• If the economic crisis subsides, there may be more interest in your services, especially in our Denver area. Could you phone me again in about six months for an update on where we stand?
• Be courteous, rather than arrogant or punitive, in your refusal. You never know when the situation may change and you’ll need to build on this rapport or contact.
• Thank you for making me aware of your services. It’s always advantageous to stay abreast of new technology.
• Good luck in your ongoing marketing efforts.
• Thank you for writing us about the project.
• We appreciate your letting us know of the opportunity.
• I appreciate your calling the situation to my attention.
• Please feel free to call or write again with other projects that may interest us.
• Thank you for thinking of me.
• I appreciate your bringing this opportunity to my attention.
• You never know from one month to the next what twists and turns the market holds. Let’s both hang on through this industry crisis.
• I wish I could be more positive in my response. I’m sorry we can’t find some mutual project to work on together.
• I wish I had more authority in this area, but I simply can’t make decisions of that magnitude without conferring with others.
• Thanks for your patience and many efforts in contacting me about this venture.
• Best wishes in finding a suitable replacement.
• I wish you every success in finding those organizations and individuals that can use your service. You have an innovative idea.
• I appreciate your effort in phoning, writing, and sending literature on this product line for us to consider.
• Keep us in mind for other projects.

Example 1 : Sample letter for Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Garcia:

Has there been some mistake? I received your letter to confirm our appointment but have no recollection of talking with you about meeting to discuss our financial investments. As a matter of fact, I’m quite pleased with our account executive at Merrill Lynch and have no plans to change brokerage firms.

Thank you, however, for thinking of us in your marketing efforts.

Sincerely,

Example 2: Example of Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitherton:

I received your letter confirming an appointment with me in my office September 5. There must have been some misunderstanding when we spoke on the telephone last week because all appointments regarding the Hitton litigation must be approved by our Senior Vice President, Sarah Marshall.

I understand that Ms. Marshall has been in touch with you about the matter, and I suggest any appointments be made directly with her in the future. Thank you for understanding our position in this situation.

Sincerely,

Example 3: Sample Letter for Declining appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Wayne:

My assistant passed on the message you would be in the city the week of July 10, but I’m afraid a meeting during the summer months would be much too early to be fruitful for either of us. As of yet, we still have not completely staffed our new offices in Kuala Lumpur or Tokyo, and any discussion of training needs there would only be a guess at this point.

After all of our new managers have been hired and have spent six months on the job, they, and we, will have a much better understanding of our needs.

I’ll take the liberty of calling you at that time if we identify deficiencies you can help us remedy. Best wishes in the meantime.

Sincerely,

Example 4: Sample Letter of Declining

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Stone:

I’m afraid I’m not the appropriate person for you to see about our on-line information retrieval services. For the past eight months I have been involved in an altogether different area and would have no say-so in the matter of selecting or changing vendors.

Perhaps you’d like to contact Fred Wyatt in our Dallas office (214-444-3232) to see if he has any need of your services.

Best wishes for your continued success with the new database retrieval services.

Sincerely,

Example 5: Letter of Declining

Memorandum

TO:

FROM:

DATE:

SUBJECT: Requested Appointment about Zinc Oxides

In response to your request to meet and discuss new suppliers for our zinc oxides, I want to let you know Bob Ageet is now handling our purchases of this product. Frankly, I haven’t been involved with actual vendor decisions in the past nine months; therefore I can’t intelligently respond to the price questions and delays you mentioned in your June 2 memo.

Please do feel free, however, to contact Bob about your concerns, and perhaps you and he can clear up any problems and consider new guidelines or controls. If, after your discussions with Bob, there is still some problem with the suppliers, please ask Bob to get in touch with me again.

Thank you for your attention to details such as this.

Example 6 : Declining Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jahns:

Mr. Nettles will be out of town the week of July 30; therefore, after receiving your recent letter to confirm an appointment during that week, I realized there must be some mistake.

I do recall speaking with you by phone a few days ago, and as we discussed then, all appointments are subject to final confirmation by Mr. Nettles himself.

I understand Dianna Flores has been in contact with you about the purchase and suggest that it might be more beneficial to you to set any appointment with her in the future. Perhaps you and she can work out the issues mentioned in your letter to the satisfaction of both our companies.

Sincerely,

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.

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,

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,

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,

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,

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,

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,

Example 1: Sample Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Davidson:

I offer my sincere apologies for missing our meeting on February 12th. I was unavoidably detained by some urgent business. I hope we can reschedule because I believe our bookkeeping software can be a real asset to your accounting department. I will call you this week to arrange an appointment.

Sincerely,

Example 2: Letter of Apologies for Missed Appointment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Kelly:

Please accept my apology for missing our appointment on Monday. Be assured this does not reflect a lack of interest in participating in the Teasdale/Allen project. The project seems to be an exciting one, and I believe I have the architectural expertise to contribute. I will contact you within the week to reschedule.

Sincerely,

Example 3: Apologies for Missed Appointment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lopez:

I am sorry for the inconvenience my absence at our Thursday morning meeting might have caused. My schedule last week was unexpectedly hectic, and I regret I was unable to reach you in time to advise you of my change of plans. I would still like to discuss how our financial services could maximize your savings without having to make high-risk investments. Can we make another appointment for the week of the 11th?

Sincerely,