Please arrange a meeting. business letter sample

This is done using the following wording: Please confirm participation by phone (number). or Please inform about the number and composition of participants by phone (number) or e-mail (address). If the invitation is sent to an "unfamiliar" organization, then you cannot demand anything from them. It is recommended to use more diplomatic language here: If you are interested in our offer, please contact us by phone (number) or send an e-mail (address). But still, regardless of the level of friendship between the two companies or the degree of formality / informality of the event, some time before it starts, you need to call everyone to whom the letter of invitation was sent and clarify their participation. This is done, including when the company is "confirmed" for the event. To inform you that he changed his mind, the participant could easily forget.

Invitation letter

Another letter that should not be confused with an invitation is a job offer, or a letter of invitation to work. A separate article is devoted to him, and this one will tell about letters of invitation to business events.


Attention

General Writing Rules and Structure An invitation letter is one of the many types of business letters. I recommend that you also read the article on the general rules for writing business letters.


Important

Almost all of them apply to the invitation, and the features and nuances relate exclusively to the text. The letter of invitation is issued on the company's letterhead for letters of the organization.


In the "header" of the form - reference data about the organization. The written letter is signed by the general director or an authorized manager, after which it goes through the registration procedure and is sent to the addressee.

Your account has been created!

  • Freestyle writing is always the wrong decision! It is necessary to use only the formal construction of the text (the use of literary style is not welcome).
  • A business letter is not an advertising mailing list! It should not make an offer exclusively with the study of the issue on additional materials of the organization! Therefore, concreteness is another important rule! The recipient must immediately understand WHAT and WHY is required of him!
  • If questions or lists are an important part that should be included in the business appointment letter you are creating, the template should specifically separate them! Long listings only confuse the reader.
  • Always put your digital signature, which is in any more or less successful enterprise.

Invitation letter. sample letter of invitation

This is especially true for events for which lists of guests are compiled, whose presence is welcome. In this case, it will not be enough just to call them and tell them about the upcoming event.


It is important that the invited person is aware of the scale of the event and their own significance. It is for this that we will consider how to correctly compose an invitation letter (a sample is presented below).

Belonging to this category is determined based on the purpose of the invitation: to notify the right people about the upcoming event, the time and place of its holding. This letter is different in that it is sent in a single copy personally to each invitee.

business meeting invitation template

After that, such letters imply a direct appeal, for which, as a rule, the template is used: “Dear ... Ivan Ivanovich” (example). These are standard rules that must be followed without fail, but the content of the letter as a whole also plays an important role, so you should pay special attention to it! How to ask for a meeting in a business letter? A correct request for a business meeting should immediately “scream” about its importance, and at the same time, there are two most common types of such a message: specifically with a call for a meeting (which the recipient may well refuse) and with a requirement to meet under certain circumstances.

For example, the second option is used by companies when communicating with a client, as a result of interaction with which events occurred that could harm him.
If you do not know it at the proper level, then you should entrust this work to a specialized specialist, and general recommendations look the same as for the formation of a regular application (the principle is the same, and there are no significant features). However, they begin slightly differently, and instead of the standard greeting abroad, it is customary to immediately address the recipient (no “dear”, only Mr. or Mrs.), for example: “Mr.

Baker…". Also important is the mention of the "link" between the recipient and the sender, since their activities are too far away for random letters. Example: "A mutual friend, Adam Ricky suggested that I contact you ..." - "Our mutual friend, Adam Ricky advised me to contact you ...".

After reading this fragment, the recipient will immediately understand not only the general connection, but also on what issue a meeting can be offered.

Business letter of invitation: how to write, download sample

If it is not there, then this is not scary, but its presence gives an additional image. How to write a letter after a business meeting and why should it be done? Regardless of the results, a business letter after the first meeting is a gesture of a competent approach to business and an additional "tick" in the direction of the professionalism of the person. Therefore, it is always worth asking such a question, as well as answering absolutely all incoming letters (except spam, of course). The structure of the letter, as you might guess, is somewhat different, since you do not need to make your invitation attractive, but it is worth fixing the result. To do this, you should start by simply mentioning the specific date of the business conversation, which will indicate the individuality of the message and simply remind the recipient of which meeting is in question.

Proposal for a meeting in a business letter

However, if you want to write an official letter of invitation to a business event, then its execution using the letterhead is acceptable. Letter of Invitation to a Foreigner When sending an invitation letter to foreign citizens, it is necessary to take into account that they may not know your city at all.

In this case, an excellent solution would be to attach accompanying documents to the letter, which are a map of directions to the venue, your organization, etc. Also in this case, it is necessary to take care of settling a foreigner in a hotel for the duration of his stay.

From this article you will learn:

  • What are the benefits of scheduling appointments by phone?
  • What trap lies in wait for you when making an appointment by phone
  • How else to make an appointment other than by phone

The sales process is impossible without personal meetings. It is they who help in building trust (both in themselves and in the company they represent), in finding out the information that will be used in the preparation of commercial offers, in negotiating the cost of services or goods, terms of cooperation, etc. But from this article you will learn how to make an appointment by phone, especially if the unknown but important decision maker is not very in the mood for this.

Features of scheduling appointments by phone

There are some specifics in telephone communication that must be taken into account.
Its advantages include the following:

  • First of all, we are talking about the absence of the need to travel around the city, which saves time and money.
  • In addition, making a phone call is much faster than sending a letter or message.
  • With such communication, you know for sure that the information has reached the interlocutor, and also his reaction to what you offer is clear.
  • Having decided to make an appointment by phone, you can immediately clarify the necessary details and resolve possible misunderstandings. To do the same in correspondence is somewhat more difficult, and certainly takes more time.
  • Talking on the phone is perceived as less binding than talking in person. In the first case, almost no pressure is felt.
  • In order to make an appointment with a client by phone, there is no need to put on a business suit, do your hair, etc.
  • When talking, you can keep before your eyes the necessary papers, tips, etc.

Phone calls have their downsides:

  • The call can be perceived by the client as a hitch that interferes with his work.
  • You do not have the ability to monitor the situation, you do not know if the client is distracted by external factors such as strangers, colleagues, interrupted activities, etc.
  • In a telephone conversation, it is easier than in a personal meeting to refuse, having come up with some excuses.
  • The interlocutor has the opportunity at any time to interrupt the conversation and hang up.
  • You may not support your proposal by showing prospectuses, charts, etc.
  • Having decided to make an appointment by phone, you are deprived of the opportunity to analyze the body language of the interlocutor, his facial expressions and gestures, relying only on intonation during the conversation.
  • The possibility of misinterpreting the outcome of the conversation is somewhat higher than in a face-to-face meeting.

One of the most important things you should never forget about when deciding to make an appointment by phone is that the client decides on an appointment only 30% based on WHAT you say. The other 70% depends on HOW you speak.

Do not forget that when talking on the phone "heard":

  • That you smile, gesticulate, take a pose.
  • your mood.
  • The way you treat the client and the work in general.

From the table below, you can understand what is the impact of information transmission channels on the interlocutor in the case of a personal meeting and when communicating by phone:

How to Make an Appointment by Phone: 5 Steps

You need to correctly make an appointment by phone, that is, when you first call the client, your tasks will be:

  1. Capture the attention of the interlocutor.
  2. Introduce yourself and your company.
  3. Explain the reason for the call.
  4. Make an interrogative or evaluative statement.
  5. And finally, the main goal is to set up a business meeting.

The following guidelines will help you avoid making the most common mistakes when talking to clients on the phone.


The higher the expectations, the less trust. Do not create intrigue to attract the attention of the interlocutor. Do not start a conversation with questions like: "Would you be interested if I told you how to increase sales N times." Such a beginning complicates everything, since it is easy for a reasonable person to answer: “No.”
The easiest way to get the attention of the interlocutor is to greet and address him by name. That is, just call and say: “Hello, Ivan Timofeevich!”. This is quite enough to start a conversation, the purpose of which is to make an appointment by phone.

When you first call, the interlocutor knows nothing about you and your company. In this regard, it is not enough to say: “This is Maxim Mikhailov from the VikingNord company. It is necessary to announce where you are located and what you do: "We are in Arkhangelsk and we are engaged in outdoor advertising."
Since the interlocutor is interested in the purpose of the call, it is immediately necessary to clarify: “I want to arrange a personal meeting with you.” Thus, you will relieve tension, that is, unnecessary questions do not follow from your side, you do not sell your product / service, but you are talking about business.
In order to increase the confidence of the interlocutor, name a company that can give you a recommendation. That is, say: “I think you, like the OlympusTrade company, are interested in optimizing advertising costs and increasing revenues.”

Make an appointment by phone directly and clearly. Do not torment the interlocutor with questions when it is more convenient for him: on Thursday or Friday, in the morning or in the evening. Your task is to set up a meeting, not to discuss how possible it is, so say: “Are you satisfied with Thursday at 16:30?”.
Thus, you will not say too much, but at the same time demonstrate that the client’s time is important to you, fitting into three to five minutes of a conversation. It is better to prepare in advance for the conversation, rehearse it, and then call to make an appointment by phone. As the number of your presentations increases, so will the number of sales.

Don't fall into the trap of making an appointment by phone


A long discussion during the first phone call can turn into a trap. The longer you talk, the more likely you are to forget the purpose of the call.

Since your task is to set up a meeting by phone, it is important to constantly move forward in a conversation. Getting bogged down in a detailed and lengthy discussion will not achieve your goal.

  1. Initially, you need to find out the last name and first name of the person who makes the decisions.

Many are interested in how to break through the secretary and get to the person responsible for making decisions. In fact, it is very simple: you need to find out his first and last name. This can be done via the Internet (look at the company's website, social networks, industry forums) or by making a legendary call to the organization: “Good afternoon! We would like to send you an invitation to event Y. Could you please provide your postal address? And what is the correct spelling of the last name, first name, patronymic of the head of the marketing and advertising department?


By dialing the secretary next time and naming the details of the right person, you will significantly increase the likelihood of connecting with him. To the phrase: "On what question?", - you can answer: "Acceptance to the offer is required." You can also mention various technical terms. For example: "According to the intercooler."

  1. Assess the client's potential before making an appointment.

There is no need to make an appointment by phone with a non-target client or a small customer, with whom remote work is preferable. To do this, before agreeing on a personal conversation, find out as much information as possible about a potential consumer, using both open / closed sources (websites, databases) and a legend (for example, calling, introducing yourself as a client).

  1. Grab attention at the start of a conversation.

The easiest way to get attention is to say, "Plant Y. Producer Z." The word "factory" has a certain magical power, so the likelihood that the client will hang up is drastically reduced. When working with a trading company, refer to the phrase: “Company Y. Supplier No. 1 (indicate the type of product group)”. Of course, this phrase is appropriate only if your organization is known in the market.

  1. Use techniques to overcome customer excuses.

It is worth mentioning two main ones. Classic "AAA" technique: Depreciation + Argumentation in favor of the meeting + Alternative question for the duration of the meeting. Consider the example of the answer to the excuse "I do not have time."
Depreciation: "Yes, I understand you don't have much time."
Argument in favor of the meeting: "However, if you give me just five minutes, it will be enough for us to browse the catalog and talk about a special discount offer."
An alternative question during the meeting: "When is it more convenient for you to meet - on Thursday or on Friday?".
Let's also talk about the non-standard technique "Bait + Argument in favor of a meeting + Veto power."
Bait: “We have prepared a disk on which the base of SNIPs and specifications for metal structures is recorded. In the future, you will not need to waste time studying paper reference books.
Argument in favor of the meeting: "At the meeting I will be glad to give it to you."
Veto power: "If you don't feel like talking about the pipes our factory produces, I'll leave you" (you must use a jocular tone, otherwise the client may perceive the bait as a way to force a meeting).

  1. Be sure to ask a question about the time after answering the excuse.

When you notice the client's hesitation, switch the focus of his attention from the "meet/not meet" option to the "when to meet" option. For this reason, managers themselves suggest a time for a personal conversation: “I will be nearby tomorrow around 15:00. I can also come to you and hand over the catalogue. Is this a convenient time for you?"

Making an appointment by phone

There is a term "the ability to sell an appointment", which means the ability of the seller to interest the client in a meeting with him. In this section, I offer you several recommendations that increase the likelihood that you will “sell” a meeting to a client and it will take place.

1. Inviting the client to meet, you must convey to him the potential benefit (benefit) from this meeting.

If you invite a person to meet, then he will immediately ask himself the question: “Why?”. Calling the motive for the meeting, you must answer this question.

Do not use traditional motives worn out by sellers:

I propose to meet so that we can get to know each other better…

At the meeting, I will tell you about us, and you about yourself and your business.

I will introduce you to our new project.

We have created a new product (service), and we want you to know about it.

The listed approaches do not arouse interest in the meeting, since they do not contain an answer to the question “What will this give me?”.

Use "benefit language" if you want the client to be interested in meeting you. Tell him something that might interest him.

In my business, this is an opportunity to improve the efficiency of sales staff and the quality of customer service, which allows you to increase sales (no one is interested in training). In your business, this can be anything (you know better), the main thing is that the client is offered solution his problems or good that satisfy his needs.

I hope you did the first practical task this book and created a "language of benefit" for their product and firm. Then you should not have any questions about how to interest the client in the meeting.

2. Make an appointment for a specific time.

Arrangements like: after 9:00, around noon, after lunch, etc. are extremely unreliable, as they are vague and imply a high probability that the meeting will never take place.

Every time I agreed to a meeting scheduled with such wording, the client and I "for some reason" did not meet. Which is not at all surprising, because 14.00 is also “around noon”, and 8.00 the next day is really “after today's lunch”.

If you are offered to meet after 9.00, specify: what time do you still need to be with the client - at 9.30 or at 10.00? If the client says that he will drive up to you in the afternoon, then, referring to your busy schedule of trips and meetings, ask how long you can wait for him. Do not be shy, with such questions you will not anger the client, but only show him that you are a professional and value your time.

3. Use the method of choice when scheduling an appointment.

Asking the client the question: “When can we meet?” or: “When could we meet?” you force him to think about the non-specific, about the possibility of meeting at all, from the current moment to ... as far as he can imagine.

Every second client answered me this question in the following way: “Call me on Monday (toward the end of the week), and then we will agree.” Calling them back at the appointed time, I heard: “You know, another crazy week, call me back next Monday”, etc. Some clients “move” me like that until I myself gave up and refused the idea of ​​meeting (probably they were counting on this).

When suggesting a meeting time, give the client a choice of two options, it will be much easier for him to make a decision. It looks like this:

When do you prefer, at the beginning or at the end of the week?

If the client answers: “Better at the end”, then the question will follow: “Thursday or Friday?”.

Similarly, you agree on half a day (before lunch or after?) and, referring to your diary, specify the time (for example, at 10.00 or at 11.00?).

Even if the client offers his (third) option, since the ones you proposed do not suit him, this is also good, because the main thing is that you agreed on a meeting.

4. If you are visiting a client for the first time.

Going to meet a client you've never seen before be sure to ask how to get there. As simple as this advice may sound, discussing the issue with hundreds of sellers confirms that almost every one of them at least once came to the client's address and could not find his office (enterprise).

How many times have I, relying on my ability to navigate the terrain, wrote down the address of a client and went to a meeting. Arriving at the same place, he could not understand why he ended up in an open field, on the territory of an abandoned factory or in a tram depot. Oddly enough, sometimes street names and house numbers can be quite confusing, and some clients tend to be located in the most unexpected places.

Tell the client where And how(by public transport or your car) you go and ask how to find his office. The client visits “his territory” every day, and getting there is an elementary issue for him. For you going there for the first time, it can turn out to be an impossible task.

I want to reassure you: the client will not reproach you for your poor knowledge of the area where he is. On the contrary, the desire to make sure that you correctly understood how to get to it will indicate to the client once again your accuracy and professionalism.

Attention: If a client is going to meet you at your office, then do not limit yourself to naming your address, explain to him in detail how to find you.

5. Confirm the meeting.

If you make an appointment with a client “in a few days” (on Tuesday, you make an appointment for Friday) or “through the weekend” (on Thursday, you make an appointment for Monday), then be sure to confirm the meeting.

In the few days that separate the date of the appointment from the day of the meeting, many changes can occur in the client's life. Unforeseen circumstances may arise that jeopardize the completion of the scheduled meeting. You can come to the client (having spent two hours on the road), and he will be on a business trip, in the hospital, etc.

Therefore, it is necessary to confirm the appointments.

This is done very simply: before you go to the client, call him (at the office or on a mobile phone) and remind him:

Mr. client, hello, this is Masha from the Fortochka publishing house. We agreed to meet at 15.00, I want to inform you that I am leaving.

Ms. client, hello, this is Masha from the Fortochka publishing house. We have a meeting scheduled for tomorrow at 8:00 am. I want to confirm that tomorrow at 8.00 I will be with you.

Your call should sound like a reminder - a message that you are going to the client.

Never confirm a meeting like this:

Does our meeting arrangement still stand?

I want to know if anything has changed?

Have your plans changed?

By asking a closed question, you are asking for a negative response from the client, for example: “It's good that you called, I need to urgently leave the office. Let's call next week."

When I was told this for the first time, I was glad that, although the meeting was postponed, it would still take place. But when the number of such responses from clients and canceled meetings began to number in the tens, I realized that by such a “confirmation” of meetings I myself cancel them.

Why can this happen? Yes, because the seller is the No. 1 candidate for departure from the daily routine of a busy person.

From the book Effective Advertising Sales author Nazaikin Alexander

Over the Phone Of course, presenting a proposal over the phone is more limited than presenting it in a meeting. The client can perceive it only by ear. Visual aids, gestures, the appearance of the agent do not "work". Only words and voice. And what

From the book Directory of an advertising agent. All modern technologies for selling advertising services author Nazaikin Alexander

4.2. Over the Phone Of course, presenting a proposal over the phone is more limited than presenting it in a meeting. The client can perceive it only by ear. Visual aids, gestures, the appearance of the agent do not "work". Only words and voice. And what

From the book Practical Psychology for a Manager the author Altshuller A A

Business Situations on the Phone Phone on a Colleague's Desk Of course, it's not entirely correct to answer the phone on another person's desk. It largely depends on the corporate culture adopted in your company. Considered normal in some offices

From the book Sales Technique author Potapov Dmitry

Selling by phone Selling by phone is the most difficult and most economical way to make a sale. Most prefer to meet at least once with the interlocutor in person before starting negotiations on the phone. When we imagine the person with whom

From the book Human Resource Management for Managers: A Study Guide author Spivak Vladimir Alexandrovich

Phone Interviews Organizations are constantly struggling to keep screening costs down. While there is nothing new in the use of telephone interviews, this issue is being considered more carefully. This method obviously lacks the advantages of personal contact. TO

From the book How to hire a "specialist"?: Tests for hiring and determining the level of IQ author Sleptsova A. S.

Telephone communications What rules should be followed when conducting a business conversation by telephone. Here are some recommendations. As E. V. Ksenchuk and M. K. Kiyanova35 write, “poor preparation for a conversation, inability to single out

From the book Doubling Sales in an Online Store author Parabellum Andrey Alekseevich

Telephone etiquette and telephone interviews

From the book Mastery of Selling author Zavadsky Michel

Interview by phone Search of personnel by phone, as a rule, is carried out in two stages.1. You advertise in the media and leave a contact phone number. Next comes the screening of the number of callers. Let's assume that 30% of the 100% is immediately eliminated. After analyzing the data of the remaining 70%,

From the book Business Communication author Shevchuk Denis Alexandrovich

From the book 111 ways to increase sales without increasing costs author Safin Ainur

Laws of business communication on the phone 1. Watch the intonation of your voice. Remember, in the chapter “Fundamentals of Non-Verbal Communication”, we found out that when communicating, people transmit information to each other using three channels: “sign language” (55%), intonation (38%) and words (7%)?

From the book Infobusiness in one day the author Ushanov Azamat

Lesson 2. Business conversation on the phone If you want to be smart, learn to ask intelligently, listen carefully, answer calmly and stop talking when there is nothing more to say. Lavater Test "Culture of telephone communication" The test gives the most

From the book The Magic of Sales author Ladygin Alexander

We talked about the basic rules that you should always follow, now let's look at specific chips that need to be adjusted to a specific situation and the specifics of your business. They are simple and do not require lengthy explanations, therefore

From the book Hunt for the buyer. Sales Manager's Tutorial author Derevitsky Alexander A.

From the book Cards, money, fitness club. A Practical Guide for Sales Managers author Shumilin Alexander Ilyich

HOW TO SET UP A MEETING BY THE PHONE An experienced sales representative (manager) rarely has difficulty arranging a business meeting. For a beginner, this issue is often difficult. In order to reduce or alleviate these difficulties, one should

From the author's book

Selling by phone As usual, let's go through the steps of our plan: 1. Consider what to say.2. Create a good mood.3. Provide a hopeful ending.4. Concentrate basic information.5. Do not go into details.6. List the main

From the author's book

Making an appointment This is the goal of our entire conversation, and all that was before was a long warm-up of the client for a quick and successful passage of this stage. Just immediately cross out the phrase "I would like to invite you ..."! This is another standard that sounds pretty

To maintain a high level of education in informatics, the computer class needs to be modernized. The technical upgrade includes the purchase of 14 computers (system unit, monitor, keyboard, mouse), removable hard drive, video projector, ActivBoard 595Pro interactive whiteboard, licensed software, furniture (tables, chairs, cabinets). The planned cost of modernization is 1,200,000 rubles, including the delivery and installation of new equipment, and the dismantling of old equipment. With the financial support of the modernization of the computer class, we undertake to advertise your company inside the school and on its territory. Advertising will be available not only to 312 schoolchildren. It will be seen by about 1200 people - parents, grandparents of our students who attend school events every month. In addition, school events are often covered by the media of the city.

Sample letter requesting a meeting

Attention

Business life is a constant bustle, so not all businessmen can respond immediately after receiving letters! Competent composition of the text is not only saving the recipient's time, but also a banal respect for him. A business letter, invitation to a meeting and other "invitation" notices must have the correct "header"! As a rule, in modern business conditions, paper letters in envelopes are used extremely rarely, since electronic models are a more comfortable solution.


It allows you to attach a variety of files to it, format the content attractively, and leave full-fledged links for more information. But an electronic proposal for a meeting in a business letter also requires the organization of its "header", which is an additional field for sorting letters.
Why is this needed? Everything is extremely simple here.

Sample business letters (e-mail)

We will be grateful for your answer. Sincerely, Ivan Ivanov Head of the Technical Bureau Institute "Optics" Business letter. Sample letter of request and sample letter of complaint. Letter - request (installation - partnership; style - confidential business; convincing handling of facts) Letter - claim (installation - partnership; style - official business; convincing handling of facts) Dear Andrey Ivanovich! We appeal to you with a request to resolve the situation with the implementation of the ABS project.


According to the terms of contract No. A-122 dated 07.02.2010. clause 4.3. 60 days before the start of the planned delivery of products, Star LLC must send control samples of products to the address of Rosstans OJSC, notifying Rosstans OJSC of the fact of shipment. According to the schedule (Supplementary Agreement No. 1 dated March 11, 2010 to Contract No. A-122 dated February 7, 2010), the scheduled start date for the delivery of products is October 1, 2010.

Negotiation meeting letter

We are ready to consider any of your suggestions on the format of joint work. Sincerely, Pavel Andreev Vice President of AIG Tel.: 8-495-xxx-xxx-xxx8-915-xxx-xxx-xxx xxx Dear Partners, on March 17, 2016 we invite you to join the seminar on building international insurance programs, which will be held especially for AIG partners by Mark Goldenberg, Regional Advisor for AIG International Insurance Programs.
Mark comes to Russia specifically for a series of training events, as he has the most extensive experience in insuring multinational companies.

Proposal for a meeting in a business letter

Since it is a necessity to offer a meeting in a business letter in such a case, you should not imply the possibility of refusal, since this will look at least tactless! Therefore, a business letter should have a mandatory bias, at the beginning of which the essence of the problem is necessarily described. After that, either a requirement for a meeting is written, or a proposal for a meeting, along with which it is described why the client needs it! It is important to note that the meeting request in a business letter begins in a similar manner! As it was said, literally the first lines of the letter should already give a full answer to the reason for sending the letter, which is similar to the principle of creating a regular press release, where a couple of sentences are enough for a quick review of the message.

Business letter sample. business letter samples

Home → Sample Documents → Business Letters → Letter of Request

  1. How to write a letter of request
  2. Examples of business letter phrases - requests
  3. Download

A request letter is a request to obtain the necessary information, goods, services, documents, to provide recommendations, to organize a meeting, etc. When compiling it, it is necessary to justify the need to fulfill the request.

It can be addressed to a specific individual or a legal entity - an organization. This type of letter may contain more than one request.

Info

How to write a letter of request A letter of request has a structure similar to the general structure of a business letter and is almost identical in form to a letter of request. Its registration is carried out on the letterhead of the organization.


It is usually signed by the head of the organization or an authorized person.

Request letter. sample letter of request

Well, the end, or How to write a “thank you for the meeting” business letter This case is practically the simplest, since it does not require luring a partner into a conversation or a polite refusal. In fact, such a need is nothing more than a formality that almost any person encounters (for example, when registering on sites with a further letter on the topic “thank you for registering!”).


It is written according to the principle of a letter after the meeting, but with the only difference that it is required to express gratitude specifically without inviting discussion. “Dear Artem Aleksandrovich! I would like to thank you for taking the time to present the business plan I developed.

meeting proposal letter

Sincerely, Elena Ivashchenko Customer Service ManagerCJSC "Service Standard" Tel.: 8-999-111-22-33 Cliche for expressing a request not to use profanity in correspondence: Please try not to use incorrect vocabulary. It does not contribute to a constructive solution of the issue. We inform you that we reserve the right not to respond to letters containing vulgar or rude language addressed to the company or its personnel.

Letter of rejection Letter from the client Subject: Request for a reduction in the cost of advertising.Data: 20.12.2015From: Petrenko RomanTo: Andrey Ivanov Good afternoon, Andrey! I am making a formal request to you. Our company is engaged in the supply of industrial equipment, as well as spare parts for food industry enterprises.

Since 2010 we have been your regular customers.

In this regard, please check the fact of payment. If there are any misunderstandings that led to a violation of the terms of payment, we offer to pay off the existing debt within 7 days. Thanks in advance. Sincerely yours, Transplast CJSC Supply Manager Petr Ivashchenko Tel: 495-ххх-хх-хх 8-905-ххх-хх-хх ⁠⁠⁠ Sample 3 Subject: Contract termination reminder Nikolay Stepanovich! AIG is glad to see you among our clients.

We hope that cooperation with us has allowed you to feel more confident in the world of modern business. Due to the fact that on 05/20/2016 the contract No. dated 05/20/2015 concluded by you and our company expires, we ask you to contact us and discuss the prospects for further cooperation.

Important

Over the past 50 years, the school has produced 66 medalists, 19 of them with gold medals. Six students were awarded diplomas of the Ministry of Education and Science of the Russian Federation.


These factors contribute to a high level of admission of school graduates to the leading universities of the country. Five former graduates returned to the school in a new capacity - teachers. The school employs 38 teachers, of which 32 teachers have the highest qualification category “teacher” and 4 teachers have academic degrees. The leadership of the region appreciates the merits of the teaching staff and the level of education at the school. At the beginning of the 21st century, the building was reconstructed. The Governor of the Leningrad Region Valentina Matviyenko attended the opening after the overhaul. but the attention of the authorities in the government is not enough to maintain the technical equipment of the school at a modern level. The school is profiled on natural and mathematical education.

Request for organizing a meeting template

Aleksandrovich, this letter is a continuation of our negotiations at a personal business meeting on December 31st.

  • We discussed the issue of merging our companies into one leading brand (a summary of the entire conversation).
  • I would be grateful if you could provide your final opinion on the topic of this issue (a small call to reconsider the proposal).
  • Just give me a call on my personal number or, if it's more convenient for you, set up another meeting with additional discussion (call for a response or a second meeting).
  • I hope we can reach a mutual understanding and continue our cooperation at a new level (end of a short letter with a polite appeal to answer the proposal "yes").
    • What is the best way to write a business letter to reschedule a meeting? This situation is, without a doubt, a more delicate topic, since no businessman likes to deviate from his plans.

The Russian division of the company has been operating for more than 15 years. Cooperation with food and beverage manufacturers is a priority for our company. Guided by the many years of international experience of AIG in Russia, a unique program of insurance for enterprises in the alcohol industry was developed (insurance of product liability and recall of products from the market). We believe that this program is of potential interest to the participants of the SPAP, since a product such as alcohol requires a special approach to the quality of raw materials, packaging and safety for the consumer. Based on the foregoing, we appeal to you with a proposal to discuss the potential for cooperation in this area. We will be grateful for your professional assessment of such cooperation and ask you to establish the procedure for further interaction between our companies.

Proposal for a meeting in a business letter

We understand your situation well and, in case you want to avoid such precedents in the future, we offer to conclude an additional agreement with our company that allows you to compensate for losses associated with business risks, like yours. (See additional agreement in the appendix) We hope for your understanding and continued cooperation! Sincerely, Vladimir Tuchkov, AIG ManagerTel. On behalf of the whole team of our factory, I want to express my sincere regrets and apologize for the current situation. Our factory has been working stably and with high quality in the market of tailoring and repairing clothes for many years. Your situation refers to rare cases, the fault of which is the so-called human factor.

Negotiation meeting letter

The data sent by you will allow the institute to collect the information necessary for analytics, conduct monitoring and will contribute to a more efficient solution of issues of improving the quality and reliability of the KIP-12 device. Please let us know in your reply letter your decision to assist us. If you need additional information that you need to make a decision, please also provide it in your response letter.

Sincerely yours, Team of the Technical Bureau Institute "Optics" Business letter. Sample letter of request (setting - partnership, style - confidential business, convincing handling of facts) Dear colleagues! We are very interested in improving the quality and reliability of the KIP-12 device, which we have been producing since 1992 and which since 1995 has found a solid application in the work of your company. Therefore, we turn to you with this request.

Sample business letters (e-mail)

Attention

I think both we and you in this case are the losers: we lose the client, and you the opportunity to use our service (I assure you, the service is quite convenient and efficient!). If you are ready to take the time to deal with the situation, write to me what happened so that you demand a refund. We will understand the reasons and help you make the use of our services as comfortable and effective as possible for you.


4. Comments and emotional aspect. P.S. The only request: let's communicate within the framework of the normative vocabulary. 5. Using a postscript, express your attitude towards the addressee's use of incorrect writing style.

Sample letter requesting a meeting

  • Freestyle writing is always the wrong decision! It is necessary to use only the formal construction of the text (the use of literary style is not welcome).
  • A business letter is not an advertising mailing list! It should not make an offer exclusively with the study of the issue on additional materials of the organization! Therefore, concreteness is another important rule! The recipient must immediately understand WHAT and WHY is required of him!
  • If questions or lists are an important part that should be included in the business appointment letter you are creating, the template should specifically separate them! Long listings only confuse the reader.
  • Always put your digital signature, which is in any more or less successful enterprise.

How to write a letter for a meeting with a client

  • Set a specific date.
  • Set a date, but with the proviso that it can be adjusted by joint agreement or at the request of the addressee.
  • Set a timeframe that is convenient for the meeting. For example, from 12.00 Tuesday to 18.00 Thursday. However, the dates still need to be specified.
  • Leave the date and time of the meeting at the discretion of the other party.

The last option is the most polite, but less reliable. After all, business correspondence also implies a moment that motivates a partner to take an action.
And in the last paragraph, the entire initiative in the matter of setting a date is shifted to the addressee. If there is confidence that the meeting will take place, then you can do so.

meeting proposal letter

Introduction Etiquette requires that the person addressing someone should introduce himself. It may look like this: "My name is Ivanov Ivan Ivanovich, I am the manager of the Yunost company." If a correspondence starts or a decision is made to meet, the addressee must know exactly how to address the person with whom he wants to contact.


But this rule is valid only if there was no correspondence between these employees of organizations (or an individual and an organization) before. Reason Any written message should have a purpose. The letter of negotiation meeting should clearly describe the reasons that prompted one of the parties to make contact.
Appointment of a meeting In order for the letter to be directed to a specific action, the author must indicate the place and time of the meeting. Setting a date is a delicate moment.

Business letter sample. business letter samples

Sincerely yours, Gennady Viktorovich Malakhov, Director of Waste Paper LLC Tel. Thank you for the long cooperation with our company! To our regret, we are forced to refuse to pay you the required compensation in the amount of … rubles. At the moment, the company has a different procedure for making decisions on insurance compensation, which you have repeatedly been informed about. (See attachment for a copy of this notice.) In addition, the claims No. 4-6 indicated by you in the statement of claim are not insurance claims, since clauses 12.1-12.2 of the Agreement were violated.

Info


Over the past 12 months, your firm has ordered services for …. rubles. The next discount threshold is …. rubles. It will start with a 15% discount. Upon reaching this threshold, your discount will increase automatically. 3. State the specific reasons that do not allow you to satisfy the request (use the history of the issue, numbers, deadlines, procedures). We are well aware that now in all sectors of the economy there are certain difficulties, so we provide our customers with such a service as deferred payment.

Request to reschedule a meeting business correspondence

Important

But this tool is considered tactless and frowned upon in the business environment;

  • The letter should not be very long. According to the rules of business correspondence, its length should fit on an A4 sheet. There are also restrictions on the size of the email.

It should not exceed 3 MB, otherwise the letter may “freeze” when opened;
  • After reading the first three sentences of your letter, the client should understand its essence. By the way, you should not build long, complex sentences, burdened with participial and adverbial phrases. They are very hard to read;
  • Pay attention to the end of your letter. It must contain your signature, position and contact details. It is advisable not to use initials, but to write the name in full: Ivanov Ivan Ivanovich or Ivan Ivanov, and not I.I. Ivanov.

    • The business sphere, whatever one may say, is closely connected with constant business meetings, and their outcome, without any doubt, always directly depends on a competent invitation. So why? Everything is very simple, since absolutely any example of a business letter about a meeting will be able to demonstrate at least three main requirements for its design, namely:

    1. The text of the letter should not be too long.
    2. Already in the first lines of a business letter, the addressee must understand its essence.
    3. The letter must certainly have a competent conclusion, both in terms of writing and in terms of politeness.

    For example, a sample formal letter about a business meeting always begins with the details of the recipient (on the sheet on the right), including: the position of the employee (if required), the name of the company and the initials of the recipient.

    It looks disrespectful;

    • Pay attention to your greeting. You should not mention the time of day in it, because the client can read this letter in a few hours or days, in which case your greeting will be “out of place” and cause negative associations. It is best to use the word "Hello!";
    • Always indicate the subject of the letter, otherwise it may go to the spam folder or get lost;
    • Distinguish between "to" and "copy" fields.

      In the "to" field, specify the recipient from whom you expect a response. The "copy" field is intended for those who simply need to read the letter. For example, in the “copy” field, you can put your boss if he is interested in the outcome of working with a particular client.
      There is one more field: "Bcc". In this case, the main recipient of the letter will not know that your correspondence is being sent to third parties.

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