When you request an appointment with a busy professional, that appeal should be clear and brief. If you waste someone’s time with a rambling, hard-to-understand letter, you could be making several problems for yourself.
You may not only receive a refusal for an important meeting, you may also create a negative reputation for yourself. You run the risk of developing a reputation as someone who is imprecise and sloppy, not only by the recipient of your letter, but also by that person’s business connections.
However, with the right tools, you can avoid these mishaps and learn how to write an appointment letter that is sure to get you in the door. Our tips and templates show you how to craft a stellar appointment request that can make a good impression.
How To Write an Appointment Letter
Crafting a request for an appointment takes skill and thought. However, this important type of correspondence need not be difficult to write. Simply follow these practical steps that guide you through the process of crafting a door-opening letter that is sure to leave a good impression.
1. Define your desires
Before you begin writing your appointment letter, get it clear in your mind what you are asking the recipient. Why do you want the appointment? What is the purpose, both for you and for the individual whom you wish to meet? Like reading a map, you must have a definite idea of where you are going before you can follow any directions.
2. Research the recipient
Take some time to learn about the recipient before you begin writing. Why, specifically, do you want to talk to this individual? Even if you have no other choice about who you could meet with, such as that individual being a department head and no other employee or specialist could help you, research that person’s professional background anyway. Look for experience, achievements, qualities, or awards that relate specifically to your purpose for requesting the appointment.
3. Use the correct salutation
This may seem obvious, but many have caused trouble for themselves by using an improper greeting. Keep the tone formal, even if acquainted with the recipient. If the recipient works in a more relaxed professional culture, you may be able to use a slightly warmer tone, but always keep the letter’s voice respectful and polite, which begins with the right salutation.
It is fine to begin the greeting with “Dear,” and use the recipient’s full name. Do not include “Mr.” or “Mrs.” in front of the recipient’s name. You could get it wrong and run the risk of having your letter discarded without consideration. Use titles such as “President,” “Chief,” and “Dr.”, if appropriate.
If you are sending your appointment letter to a department and do not have a specific name for a recipient, do not revert to using a generic greeting such as “To Whom It May Concern.” Instead, add specificity to your salutation with titles such as “Senior Sales Manager” or “Chief Research Analyst.”
4. Write an attention-grabbing opening
Precision is naturally compelling. When considering how to write an appointment letter, you must be specific.
Your initial sentence should explain what you are doing—looking for a job, performing research, conducting a survey—or who you are. Next, explain to the recipient why you wish a meeting. This is where your background research helps. A sentence or two about the accomplishments or experience of the recipient not only shows you to be knowledgeable and thorough, these details might also provide an ego boost to your recipient.
When you explain why that particular quality or achievement is relevant to you and your purpose, you also reveal a bit about yourself, which makes you more appealing. You can do all this in a short first paragraph. Your second paragraph can begin with a concise statement of what you hope to gain or accomplish from the appointment. Make this statement more precise—and more flattering—by including facts from your research.
5. Keep it authentic
Professional praise and recognition do not mean syrupy accolades. Merely state that, based on an individual’s experience, he or she is the best person for you to meet with, and explain why you think this. An example of precise yet complimentary wording is: “You run one of the most successful graphic design companies in Vermont. As the founder of a growing copywriting service, I would like to meet with you to discuss the possibility of a professional partnership.”
6. Include references
Carefully dropping names in an appointment letter can help you. By showing you and the recipient have mutual acquaintances or demonstrating you have the support of respected professionals, you foster a level of trust that might not otherwise be there, even if acquainted with the recipient.
7. Suggest a meeting date
When you are thinking about how to write an appointment letter, consider including a possible date or several dates for the meeting. If the recipient has no objections to meeting with you but is not available on your suggested dates, he or she can more easily suggest alternatives if you make initial proposals.
8. Write a strong closing
Just as you work to craft a concise but interesting opening, your appointment letter also needs a powerful close. Include an actionable statement, such as “I look forward to hearing from you” or “I will look for an email from you detailing the next step.” While it is important to thank the recipient, do not use that as the sole closing of your letter. Finish with a polite but professional statement such as “Sincerely” or “Yours truly” and sign your full name.
Here is an example appointment letter. Pay close attention to the wording for ideas on how to craft your own.
My copywriting agency, Write On, has become the fourth fastest-growing start-up company in Vermont. You certainly understand the challenges and rewards of entrepreneurship, as your graphic design company is one of the busiest in Vermont. I would like to meet with you to discuss the possibility of a professional partnership.
With the governor’s office and the state environmental department being two of your steady clients, and the state wildlife preservation agency being one of mine, the performance of both of our enterprises is important to the state’s operations as well as the modern communications industry. Working together, we could accomplish even more.
Charles Steadworth has told me many good things about you, as have other professionals in my business network. Your dedication, perseverance, and ingenuity speak volumes about your creative yet focused approach to your work.
The designs you created for the “Wonderful Woodchucks” campaign are beautiful, and your work on the appeal to “Keep Vermont Green” is poignant and unforgettable. My firm had the privilege of writing copy and articles for the same green Vermont campaign, some of which paired with your designs and received much praise, and I feel our work can continue to pair together to great effect.
Your experience and knowledge hold respect not only throughout the state, but the entire northeast region of the country, and my growing firm received recognition at a state awards ceremony last month. I have developed ideas for how we could partner to benefit both of our firms by attracting fresh and exciting new projects. Based in Montpelier, I am only 40 miles from your offices in Burlington.
You have a busy schedule, and I certainly understand that. However, if we could have an initial meeting wherein we discuss the broad concepts of my proposal, we can work out further details through email and telephone. Through inspiration, business acumen, and a sense of professional enjoyment, we could do great things together.
Thank you for your time, and know that I look forward to your reply. I hope we can work together in a venture that could benefit all involved.