Sample letter requesting an appointment. Sample letter


  1. Express your desire to create an appointment with the recipient.
  2. Explain the purpose of such an appointment.
  3. Perhaps suggest an appointment schedule or ask when such an appointment would be possible, depending on which is more appropriate for the particular case.
  4. End on a expectant and positive tone.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I am writing to you to ask for an appointment sometime around the first week of March. I wish to discuss with you some developments which have arisen from the project that my team and I have been working on, and I would highly appreciate your opinions on the matter at hand.

Perhaps I could suggest that we hold the meeting on Thursday, March 3 at 5:00 pm?

I am looking forward to your positive response to this matter.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -