Email reschedule meeting: 11 Request to Reschedule Meeting Email Samples

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• What does it mean to reschedule a meeting?
• Reasons to reschedule a meeting
• How to ask to reschedule a meeting
• Examples of emails to reschedule a meeting

What does it mean to reschedule a meeting?

Rescheduling a meeting is an official, yet personal way to notify those who are to be part of the meeting of a change in the scheduled appointment. It also means apologizing for the inconvenience it might cause them. No matter how perfectly you have arranged a meeting or scheduled an appointment, sometimes you’ll find out that you can’t hold the meeting or make the appointment as scheduled or planned. Due to this fact, there is always a need to communicate the change in plans to others so they can also adjust their own schedules.

Reasons to reschedule a meeting

There can be different reasons why a meeting has to be rescheduled or canceled. 

The following are some of these reasons:

• Bad weather that prevents travel
• A serious traffic issue
• Double-booking appointments with two professionals for the same day and time
• Poor health that causes you to need to visit your doctor
• A family conflict that urgently requires your presence and attention
• Unexpected issues that come up in your workplace
• Errors like picking the wrong day and time for the meeting in the first place
• A change of plans that makes the meeting irrelevant

The need to reschedule a meeting might happen from time to time, but the reason should be a compelling one.

How to ask to reschedule a meeting

If you discover you are unable to attend a scheduled meeting, then you must learn how to ask to reschedule the meeting. 

The following steps will show you how to reschedule a meeting appropriately:

1. Firstly, write the email correspondence personally

You must ensure you write the email yourself, since you will be able to naturally communicate your intentions and message appropriately. You should set aside some time to get this done. These types of emails are not the ones you give to someone like your assistant to write for you.

2. Secondly, give notice well in advance

When rescheduling a meeting, you should ensure you give the other parties notice well before the day of the meeting. The reason for giving notice well in advance is to give the other people enough time to reschedule their times too. However, if you are left with no choice but to cancel a meeting an hour or so beforehand, you must have a good reason for doing so and the reason must be communicated appropriately.

3. Thirdly, give a worthy reason and explanation

Canceling a scheduled meeting with other people should obviously have very good reasons. However, you need to explain or communicate your reasons very clearly to the other parties so that they can understand your reason for canceling the meeting. Your message should be brief but must be to-the-point.

4. Next, suggest another meeting time and date

You should put in an effort to propose a new date and time for the meeting. Doing this will show the other parties that you still value them and still want to have the meeting with them despite the cancellation. You should, however, ensure you give the other parties the opportunity to make their own suggestions for new dates and times for another meeting.

5. Then, end the letter with an apology and with appreciation

You should end your email with an apology and with appreciation. Including these elements will show the other parties that you regret the circumstances that led to your decision to cancel the meeting.  A common courtesy is to state an apology for the inconvenience the situation causes to their schedule. You should thank them for reading your email and for even considering your request to change the date of the meeting.

6. Finally, send the email immediately

Send the email immediately so that the other parties can receive it on time and put plans in place to readjust their own schedules.

Examples of emails to reschedule a meeting

The following are examples of emails that can be sent to reschedule a meeting:

Example of an email from a boss canceling a staff meeting

Dear team members,

I am writing to notify you that due to an unanticipated situation, I have no choice but to cancel our staff meeting scheduled for the day after tomorrow at 10 a.m. where we planned to discuss issues about staff welfare.

Please accept my honest apologies for the cancellation and any inconvenience this may have caused. I know how important it is for us to discuss this issue of improved staff welfare.

I will write to you by the end of the week and suggest a new date for the meeting.

Kind regards,
Jodie Nguyen 

Example of an email to cancel a meeting by a business partner

Dear Mr. Hamilton,

I regret to notify you that I have to cancel our meeting scheduled at 10 a.m. on Wednesday the 20th which was to discuss how our companies can leverage each other’s marketing resources. I was just informed by my personal assistant that I must take a business trip to Washington, which cannot be postponed to another day.

I sincerely apologize for any inconvenience this will cause you and your company, as well as for my short notice. I wrote this email to you as soon as I got the brief from my personal assistant.  

I hope we can have the meeting rescheduled for the 27th of this month. I hope to be back well ahead of that time. I will greatly appreciate it if you can send me a confirmation of the receipt of this email and your suggestion of a new date for the meeting that will suit you.  

Thank you very much for your consideration.

Best regards,
Ken Sanders

How to reschedule an appointment: Examples and tips

What does it mean to reschedule an appointment?

Rescheduling a meeting is a formal but personal way of notifying those who are scheduled to attend a meeting that a scheduled meeting has changed. It also means sorry for the inconvenience this may cause them. No matter how well you organized a meeting or scheduled a meeting, sometimes you will find that you cannot hold a meeting or make an appointment according to the schedule or plan. Because of this, it is always necessary to communicate changes in plans to others so that they can also adjust their own schedules.

Reasons to reschedule an appointment

There can be various reasons why an appointment should be rescheduled or cancelled.

Some of these reasons are:

• Bad weather preventing travel
• Serious traffic problem
• Double booking appointments with two specialists for the same day and time
• Ill health that makes you visit a doctor
• Family conflict that urgently requires your presence and attention
• Unexpected problems that arise in your workplace
• Errors such as choosing the wrong day and time for the meeting in the first place
• Change of plans that makes the meeting irrelevant

From time to time it may be necessary to reschedule an appointment, but the reason must be compelling.

How to ask for a rescheduled meeting

If you find that you cannot attend a scheduled meeting, you should learn how to ask for a rescheduled meeting.

The following steps will show you how to properly reschedule an appointment:

1. First, email in person

You should make sure that you write the email yourself, as you will be able to naturally convey your intent and message accordingly. You must set aside some time to do this. These types of emails are not the kind you give someone like your assistant to write for you.

2. Second, let us know in advance

When rescheduling a meeting, you must ensure that you notify the other parties well in advance of the day of the meeting. The reason for notifying ahead of time is to give other people enough time to reschedule theirs as well. However, if you are left with no other choice but to cancel the appointment an hour or so in advance, you must have a good reason for doing so and the reason must be communicated accordingly.

3. Third, give a worthy reason and explanation

Obviously, there must be very good reasons for canceling a scheduled meeting with other people. However, you need to be very clear or communicate your reasons to the other parties so that they can understand the reason for canceling the meeting. Your message should be short but to the point.

4. Then suggest another time and date for the meeting.

You should make an effort to propose a new date and time for the meeting. This will show the other parties that you still appreciate them and want to meet them despite the cancellation. However, you must ensure that you give the other parties the opportunity to make their own proposals for new dates and times for the next meeting.

5. Then close the letter with an apology and thanks.

You should end your email with an apology and thanks. Including these elements will show the other parties that you regret the circumstances that led to your decision to cancel the meeting. Common courtesy is to apologize for the inconvenience the situation is causing to their schedule. You should thank them for reading your letter and even considering your request to change the meeting date.

6. Finally send an email immediately

Send an email immediately so that other parties can receive it in time and make plans to adjust their own schedules.

Example emails to reschedule an appointment

The following are examples of emails that can be sent to reschedule an appointment:

Sample email from a boss to cancel a staff meeting

Dear Team Members,

I am writing to inform you that due to an unforeseen situation, I have no choice but to cancel our staff meeting scheduled for the day after tomorrow at 10:00 am, where we planned to discuss matters relating staff welfare.

Please accept my sincere apologies for the cancellation and any inconvenience. I know how important it is for us to discuss this issue of improving staff welfare.

I will write to you by the end of the week and propose a new meeting date.

Best regards,
Jody Nguyen

Sample email for canceling an appointment by a business partner

Dear Mr. Hamilton,

I regret to inform you that I have to cancel our appointment scheduled for 10:00 on Wednesday 20th number on which we had to discuss how our companies can use each other’s marketing resources. My personal assistant has just informed me that I have to go on a business trip to Washington that cannot be put off for another day.

I sincerely apologize for any inconvenience this may cause you and your company, and for my short notice. I wrote you this letter as soon as I received the assignment from my personal assistant.

I hope we can move the meeting to the 27th of this month. I hope to be back well before that time. I would be very grateful if you could send me an acknowledgment of receipt of this letter and your suggestion for a new meeting date that suits you.

Thank you very much for your attention.

Sincerely,
Ken Sanders.

Template, Sample & Tips • BUOM

By Indeed Editorial Team

March 12, 2021

Key Takeaways:

• Request a rescheduling, such as an email or email appointment in chat.

• Submit your request as soon as you know you need to reschedule your appointment and suggest a different appointment time.

• Close professionally with apologies for any inconvenience and be sure to follow up.

While meeting times are respectful, professional or personal conflicts may require rescheduling the meeting. This article will discuss the rescheduling protocol in a way that is professional and considerate to all involved. Read on to learn how and when to send an email to reschedule an appointment, and see templates and examples.

When should I send an email to reschedule an appointment?

You can reschedule an appointment if:

• You feel unwell.

• You are behind schedule for personal reasons, such as traffic problems.

• You have an urgent business to attend to at work.

• An error occurred while scheduling.

• You need more time to prepare all the necessary information.

While it is acceptable to send a rescheduling request by email if the meeting time is close, you may also want to consider other means of contact to make sure the message is received.

Related: Guide: Out of Office Emails (with examples)

How to Reschedule an Appointment Professionally with Email

0005

1. Greetings

2. Request for transfer

3. Accessibility

4. Conclusion

5. Signature

Open an electronic letter with a brief welcome and turn to the receipt of the arrival of the meeting. In this greeting, you can also mention an upcoming meeting to remind the recipient of the details, including the date and time. For example: “Dear Gabe, I am writing to you about our political meeting on February 2 at 2:30.”

Related: 20 Ways to Start an Email

Transfer Request

It is important that your transfer request be as clear as possible. Make sure your recipient knows that you still want to meet, but you need to reschedule the meeting to a different time or date. Include as little or as much information as you feel comfortable providing or as appropriate for the situation. For example, “Unfortunately, my manager has scheduled an emergency budget meeting at this time and I will have to reschedule it” or “I can’t get together today due to family health issues that I need to address.”

Availability

Your next step is to find a new meeting time. If you have a potential transfer date, ask the recipient if they are free at that time. It may be helpful to suggest multiple dates from which the recipient can choose. In addition, you can ask the recipient to suggest a convenient time for them. If there were multiple people in the meeting, you should wait until everyone is available before choosing a reschedule date to make sure everyone can attend.

Conclusion

Thank the recipient for their time and apologize for any inconvenience. Expressing gratitude for the time spent and apologies for the difficulties is a professional and sincere gesture. It also shows your genuine interest in meeting them.

Signature

End your email with a professional and formal ending, such as “Regards.” It may also be helpful to include contact information in case the recipient has further questions or wants to discuss the transfer request over the phone.

Reschedule email template

You can use this template when creating your own email rescheduling request:

dear [name],

While I was looking forward to our meeting on [date] at [time], sorry, will have to be transferred. [Option to explain the reason you can no longer attend the meeting.]

I’m still very interested in [reason for meeting]. I’m available on [reschedule request date] and [additional reschedule date]. However, if these dates or times do not suit you, please let me know when you can meet.

We apologize for any inconvenience and look forward to seeing you another day.

Sincerely,
[Your name]
[Your contact information]

Email rescheduling example

Here is an example email requesting a rescheduled sales meeting:

Dear Dana,

Although I was looking forward to our meeting 28 June 2019 at 16:00, I will unfortunately have to reschedule it. At this time, I have a visit to the doctor, and I can no longer attend our meeting.

I’m still very interested to hear what you have to offer. I’m free July 8 at 4:00 pm or July 12 at 2:00 pm. However, if these dates or times don’t work for you, please let me know what your schedule looks like and we’ll find a better time.

I apologize for any inconvenience and look forward to seeing you another day.

Sincerely,
Jessie Jefferson
331-555-1865

Professional rescheduling tips

These tips will help you write a professional rescheduling email request:

• Use a descriptive subject line. To get the recipient to open your email, write a short and informative subject line. Include important information such as your name, meeting date, or company name.

• Warn in advance. It helps if you can give at least 24 hours notice. This allows participants to make other plans for this time.

• Consider a phone call for a last minute cancellation. Meetings and busy work days can prevent some people from checking their email regularly. If you need to cancel the meeting as soon as possible, you can send an email and then make a phone call to make sure the attendee gets the message.

• Always offer specific dates and times for rescheduling. Providing specific dates and times for rescheduling shows that you are genuinely interested in meeting the other person. If possible, include a link to your online calendar so that the recipient can view a possible time. If you cannot propose a reschedule date immediately, please inform the recipient that you will send another email to set a date.

Change appointment, event or meeting

Outlook

Calendar

Meeting management

Meeting management

Change appointment, event or meeting

Outlook for Microsoft 365 Outlook 2021 Outlook 2019 Outlook 2016 Outlook 2013 Outlook 2010 More…Less

You can edit an appointment, meeting, or event that you created to update your Outlook calendar and provide other users with schedule changes.

Important:

• You cannot change the details of meetings or events that other people have invited you to.

• When you send an invitation in Outlook or OWA, you can select the status that will be shown for the meeting, such as Busy, Out of Office, and so on. However, if you later update the invitation, the status changes will not be made to the attendee’s calendar. The new prompt will by default contain the state set by the invitee. Each user can manage their own state and can be changed at any time. Updates to a meeting will not override the state of an existing meeting.

Changing a single appointment, meeting, or event that you created

1. Open an appointment, event, or meeting from the calendar.

2. Change the item details on the Meeting or Meeting tab. When you’re done, click the “&Close ” button for an appointment or event, or “Send Update” for a meeting you’ve created.

When you change a meeting that you created, you must send an update to save the changes. If you’re adding additional attendees to the meeting and making no other changes, you can choose whether to send the update to all attendees or only to the added attendees.

Editing a recurring appointment, meeting, or event that you created

When you open a recurring appointment, meeting, or event, Outlook will ask you if you want to open just that event or the entire set of events.

If you want to change one instance of the repeating element, select “This Only” . Otherwise select the whole row . You can edit appointment, event or meeting details, recurrence templates, and attendees. When you’re done, click the “& close for appointments and events” or “Send update for meetings” button.

Some restrictions when editing a single instance of a repeating element:

• You cannot change the date and time of a repeating item if it skips earlier or later instances of the item. For example, if you have a meeting that happens every Friday that happens on 04/19/19, 4/12/2019, and 4/19/19, you can’t change the 4/12/19 instance to 4/4/19 or 4/24/19 because it skips another instance of that meetings or meetings.

• If you remove a participant from one instance of a repeating meeting, the attendee will still be invited to other instances of the repeating meeting.

Changing a meeting to which other users were invited

You cannot change the details of a meeting to which other users have been invited. If you tried to move the meeting to the calendar, Outlook will warn you that the organizer will not be notified of the change and the calendar meeting will be at the wrong time.

Changing an event to an appointment or meeting

Events are all-day items that appear as free time on the calendar by default. An example of an event would be a conference or vacation.

1. Double-click an event to open it.

2. Uncheck “All day ” next to start time .

3. Now when the event is an appointment, the function “Show as” changes to “Busy” .

4. Adding participants converts the meeting into a meeting.

5. When you have finished making changes, press button “Save & close meeting” or “ Send meeting update”.

Changing how an appointment, meeting, or event appears on a calendar

New all-day events are automatically displayed as free events in the calendar. Meetings and appointments are automatically displayed as busy on the calendar. You can change how any of these items appear on the calendar by updating field “Show as “.

1. Open an appointment, meeting, or event.

2. On the ribbon, from the Show as drop-down list, select Busy , ​​ Work Elsewhere , ​​ Doubtful, or Out of Office .

3. Press button “& close ” for event or “Send update ” for the meeting.

Create, edit, or delete a meeting or appointment in Outlook on the web

You can create, edit, or delete a meeting or appointment in Outlook on the web.

Note: If the instructions don’t match what you see, you might be using a later version of Outlook on the web. See instructions for desktop Outlook on the web.

An appointment is an event for oneself, such as lunch or a medical appointment. A meeting is an event that you send to other people.

1. Select the icon at the bottom of the page.

2. Select the date and time from the calendar when the event should take place. Or select “New event ” at the top of the page.

3. Add a title to the event. If it is an all-day event, select radio button “All day “.

4. If you want to invite people to an event, enter their names or email addresses in the “Invite the required participants ” field. You can view their availability times under the drop-down menu for date and time.

5. Enter the location for the event in the room search field or location . Outlook offers suggested locations based on what you type.

6. Additional optional elements can be specified in the full event form. Choose or additional information , and then select the following options:

   • Click Busy to choose how your status is displayed during the event or make the event private.

   • org/ListItem”>

     Click Classify to select a category for the event.

   • Select response options to choose whether you want to request responses from attendees, allow meeting request forwarding, or hide the attendee list.

   • Select “Optional ” to add optional members.

   • Select “Repeat ” to make this a recurring event, and then select the start and end dates for the series.

   • org/ListItem”>

     Select “Remind me ” to select when you want to be reminded of the event. The default reminder time is 15 minutes before the event.

7. Click Save if this is a meeting you created for yourself or Send if this is a meeting with attendees.

Note: If you have multiple calendars, you can choose which calendar to create the event in by selecting it from the drop-down list at the top of the new event window.

Find a room for a recurring meeting

Smart layout recommendations

When you create a meeting or appointment, you can find available rooms.

org/ItemList”>

1. Select the date and time from the calendar when the event should take place.

2. Select Search Room or Location to view a list of suggested locations.

To view all available rooms:

1. Select or advanced options to open the full window.

2. In the full text window select “Search for room or location > view other rooms .

3. Select a location or use the search bar to search for a city or a list of locations.

1. At the bottom of the page, click the icon.

2. Select the event you want to change, and then click the Edit button .

   If this is a recurring meeting or appointment, you also need to select one of the options below.

   • org/ListItem”>

     This event is : Select this option to open and edit the event selected in the calendar.

   • This and all the following events : Select this option to delete the selected event in the calendar, as well as all subsequent events in this series.

   • All events in this series : Select this option to open and edit the entire series of events.

3. Edit the event details and click Save if this is a meeting you created for yourself or Send if this is a meeting with other participants.

1. At the bottom of the page, click the icon.

2. Select an event in the calendar.

3. Select “ Cancel” if the event is a meeting, or “ Delete” if the event is an appointment. If you’re canceling the meeting, add a message if necessary and click the Send button.

   If this is a recurring event, the first time you select Cancel or Delete, you must select one of the following parameters :

   • org/ListItem”>

     This event is : Select this option to cancel or delete the selected event in the calendar.

   • This and all the following events : Select this option to cancel or delete the selected event in the calendar and all subsequent events in the series.

   • All events in series : Select this option to cancel or delete the entire series of events.

Instructions for desktop Outlook on the web

A meeting is a calendar event that is distributed to other users. Creating a meeting is similar to creating a meeting, only with invitations to attendees.

1. At the bottom of the page, select “ Calendar” .

2. At the top of the page, select “ New > Calendar” .

3. In the Appointment Setup section, add a title and location. (If you create a meeting request, the page names change to “ Schedule a meeting” after users are added as attendees in the next step. )

4. Select start and end time. In addition, you can select one of the following optional items.

   • All Day : Check this box if this is an all day event.

   • Private : Check this box if you don’t want other users to see the details of this calendar event.

   • Repeat . Select one of the options from the list to make this a recurring meeting or appointment, and then select the dates that you want the recurring event to cover using the From and To fields.

   You can also add or remove a time zone if needed. Click Time Zone > add or remove time zone, and then search for the corresponding time zones.

5. If necessary, in the reminder field , change the reminder time. The default is 15 minutes before the event.

6. If you want the reminder to be sent to you (or the participants, if this is a meeting) by email, click Add reminder message and provide the following additional information.

   • Email Reminder : Select this option to send a reminder via email.

   • Send a reminder : Select To me to send a reminder only to you (for example, about a meeting), or All participants to send a reminder to all meeting participants.

   • Reminder to send : Enter the message you want to send here and press the button Close .

7. In section People , enter the names or aliases of the people you want to invite.

8. org/ListItem”>

   (Optional) Not sure what time is best for everyone? Click “Poll” for a meeting to find a time that works for you and attendees. For more information, click What is it? On page “Polling for meeting “.

9. In the section “ Members” click the button ” ” and then select “Yes” or “No” depending on whether you want users to know they will be in the meeting. The default is “Yes” .

10. On the Outlook navigation bar, select Save if this is an appointment you created for yourself, or select Send if this is a meeting with attendees.

org/ItemList”>

1. At the bottom of the page, select “ Calendar” .

2. In the calendar, select a calendar event, such as a meeting or appointment, and then click the Edit button.

3. If this is a recurring meeting or appointment, you also need to select one of the options below.

   • Edit Recurrence : Select this command to open a single calendar event and make changes to it.

   • Edit row : Select this command to open a row of calendar events and make changes.

4. Edit the details of the meeting or appointment and press Save if this is an appointment you created for yourself, or Send if this is a meeting with other participants.

1. At the bottom of the page, select “ Calendar” .

2. org/ListItem”>

   Select a meeting or calendar appointment.

3. If the event is a meeting, click Cancel . If the event is an appointment, press the “Delete” button .

4. If this is a recurring event, you must select one of the following options after the first choice cancel or delete :

   • Delete occurrence : Select this option to cancel the meeting selected on the calendar.

   • org/ListItem”>

     Delete row : Select this option to cancel a row of meetings.

See also

Share your calendar in Outlook on the web

Import or subscribe to a calendar in Outlook on the web

Calendar search in Outlook on the web

Work with multiple calendars in Outlook on the web

How to politely cancel an appointment without offending a client

Continuation of the story from

Media news2

Stories

February 24, 2018


Stories

February 24, 2018


Veronica Elkina

Ex-Story Editor

Veronica Elkina

Sometimes it happens that a meeting with a client has to be cancelled. First you need to understand how important this meeting could be, and then send a letter in which you explain the reason for canceling it. Here are four templates that you can use depending on the situation.

Veronica Elkina

Turn the meeting into a telephone conversation

The client may agree to discuss the meeting over the phone. Yes, this way you will not be able to save time, but then you will not have to go anywhere, and you will still show your interest.

Hello [client name].

I would like to discuss [our question] with you. I know that you have a very busy schedule, so maybe it would be easier for us to talk on the phone?

Here is what I planned to discuss at the meeting:

– [Item 1]

– [Item 2]

– [Item 3]

When would you like to talk this week? And what is the best number to contact you? If you still want to meet in person, I will be glad to see you after our conversation.

Thank you in advance for your understanding.

[Farewell],

[Your first and last name]

Turn a long meeting into a short one

If a client wants to have a long meeting for an hour and a half, but you can explain everything in 30 minutes, write him the following email:

Hello [client name].

I am very pleased that you want to discuss [question]. You said you were [planning to have a meeting for so many minutes] but unfortunately I [would be unavailable at that time/can only have X minutes of my time that day]. Do you mind [meeting for coffee/discussing the issue on the phone/discussing everything via email]?

I think we can discuss [item 1, item 2, item 3] in person, and [item 3, item 4 and item 5] via [email/phone]. I present the schedule of our meeting in this way:

[Item 1 – X minutes]

[Item 2 – X minutes]

[Item 3 – X minutes]

What do you say about such a plan? I will be happy to correct it properly if you have any comments.

Thank you very much.

[Your first and last name]

Turn the meeting into an email discussion

If the client is willing to make concessions, it’s easy to discuss everything via email in just 10 minutes. Of course, some serious and important points should be discussed later on the phone.

Hello [client name].

[Thanks for reminding us about our question/contact]

Unfortunately, I can’t make time to meet with you this week. But we can discuss everything right now via email, if it’s convenient for you.

[Please let us know what you want to discuss]

I would like to know your opinion on this matter. If you still insist on a meeting, then I will be able to see you [on such and such a date] and I will be glad (a) to talk with you about everything.

Thank you for your understanding.

[Your first and last name]

Send your contact to a meeting

Let’s say you’re a designer doing a project for a client. You are not a direct contact – your account manager contacts him. If you were invited to a meeting to discuss work issues, you do not have to go to it – your colleague can meet with the client instead of you. However, first you need to provide him with all the important information so that he can answer all the questions of the customer. Here is what he needs to write:

Hello [colleague’s name]

Thank you for inviting me to meet with [client name] on such and such a date. Unfortunately, [I already have a meeting scheduled for that day/I’m too busy with another project right now/I have an important deadline that day] and I won’t be able to come.

Here is what I would like to discuss with the client:

– [Item 1/What changes could the customer make and what does he think of him]

– [Item 2/what changes could the customer make and what does he think of him]

– [Item 3/What changes could the customer make and what does he think of him]

I would like to discuss these points with you before you meet with the client, or send you all the information you need about them.

Sorry for such an overlay with the schedule. If you need anything else to prepare for a meeting with a customer, please contact us.

[Signed]

When you work with clients, you will most likely have to meet with them. These meetings should not interfere with your more important tasks. But instead of completely canceling meetings, try to make sure that they take you as little time as possible.

Source.

---

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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 official 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. 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 demand 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.

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 a request for a meeting 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 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.

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 meeting proposal in a business letter also requires the organization of its “header”, which is additional fields for sorting letters.

Why is this needed? Everything is extremely simple here. Any organized system of e-mails has, in addition to standard headings, individually created ones, into which letters on a particular topic fall.

Therefore, it is very important to fill in the subject of the message, for example: “Creating a new platform for sales”, etc. Such a header of the message, and accordingly, a sample is a letter of invitation to a business meeting with competent design, so even such trifles should be paid attention to! All this highlights the professionalism of the request and is very much noticed by any recipient.

What else is important to know when writing an appointment letter?


To compose a competent text, you should always adhere to the accepted norms of business communication, therefore, a sample letter for scheduling a business meeting should look like this:

1. Begin with a greeting, as mentioned above (Dear…).
2. Be individually tailored to the recipient or group of recipients! To do this, the message must be in the partner’s native language, which can be found in the database of the organization itself (if there is no information, simply in the language accepted in the partner’s country).
3. 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).
4. 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!
5. If questions or lists are an important part that should be included in the created business appointment letter, the sample should specifically separate them! Long listings only confuse the reader.
6. Always put your digital signature, which is in any more or less successful enterprise. 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 do you need to do it?


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.

It is also important to create a short (in fact, final) letter, which will avoid any repetition with previously discussed information (both in the first letter and at the meeting). Therefore, a short example might look like this:

1. Dear Artem Aleksandrovich, this letter is a continuation of our negotiations at a personal business meeting on December 31st.
2. We discussed the issue of merging our companies into one leading brand (short summary of the whole conversation).
3. I would be grateful if you could provide your final opinion on the topic of this issue (a small call to reconsider the proposal).
4. Just call me on my personal number or, if it’s more convenient for you, set up another meeting with additional discussion (call for a response or re-meeting).
5. I hope we can reach an understanding and continue our cooperation at a new level (end of a short letter with a polite invitation 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. However, this is a business, and this happens! The main thing is to correctly convey to the partner the whole essence of the transfer with a new proposal.

In this case, the main requirement is a carefully thought-out consistency of the content, after reading which any recipient will agree that there is no other solution. In general, such a message should also be short, start as an invitation (Dear …) and continue with a logical message about the need for a transfer (with great regret, we inform you that due to …).

Then you should definitely tell the reason, since it depends on this whether the partner will enter into understanding. For example: (due to a flight delay, the meeting scheduled for December 31 …), then the essence of the conversation is indicated (the topic of the merger of our companies cannot be held).

Briefly, concisely and politely, but then you should definitely request a new date for a business conversation or, if possible, transfer it to another format. Example: (Is it possible to reschedule the meeting to another day or have a conversation over the telephone?). And finally, you should definitely succinctly say goodbye by requesting an answer: (we are waiting for your answer, with respect, General Director of Yablochki LLC).

What if the business letter is a refusal to meet?


It happens that the conditions of a certain organization simply do not fit the established requirements, but this does not mean that a meeting request from them should be ignored or answered in a rude manner. Professionalism is an image, and it requires consideration of any proposals, even if with a further refusal.

To do this, use the following letter structure:

1. Individual appeal for the effect of a “read” application (Hello, Artem Aleksandrovich!).
2. Creation of a loyal atmosphere (thank you for using our services…).
3. Information about the review of the application (we have analyzed in detail the possibility of a merger of our companies…).
4. Praise for the initiative to create an image (Your proposal, no doubt, would be beneficial to both parties …).
5. And a laconic refusal, indicating the possibility of accepting the application after an indefinite period (unfortunately, at the moment we cannot accept this offer …)
6. And also a description of the reason (since this does not fit into the established business plan for production …).
7. Completion (with respect, Igor Viktorovich General Director of Yablochki LLC).

How to write a letter in English for a business meeting?


Foreign business partners are also worthy of special attention, for whom, without a doubt, it will be necessary to generate an invitation purely in English. 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 .