Arranging appointments – Tutorial
Some useful tips to schedule an appointment
1) Write why you need to have the meeting or other event. Describe what you would like to accomplish so that the other party / parties know your expectations.
2) Write how the business partner will benefit from the appointment.
3) Include the date you would like to meet
4) If other people will be present, you should briefly list the other individuals who will attend.
5) Include information such as where the meeting will take place; how long it will take; any items, documents, etc. that the person(s) should bring to the appointment; etc.
6) Write the date you need a response to confirm that the business partner can attend the meeting.
The Opening
Open the letter by explaining why you need the meeting.
“I would like to discuss…”
“I am planning to inform you about…”
The Middle
Explain how the other party can benefit from the meeting. Include the date and time you would like to meet or suggest a way to arrange the meeting.
“Would it be fine for you…?”
“Can you suggest one or two times…?”
“Could we meet for a business lunch?”
The End
Write more details about the meeting: where it will take place, how long it will take, what is needed, etc. Ask the business partner to confirm his attendance.
“The office is located on…”
“Please confirm…”