What Is an Appointment Request Letter?
An appointment request letter is a formal correspondence that one needs to create if he/she desires to arrange a meeting with a manager, client, or any person with authority. It can either be for a job, employment, or any other business purposes.
How to Write an Appointment Request Letter
According to TPP Recruitment, a manager will have to interview 3 to 5 candidates every day. That's on top of a manager's daily schedule! People with great professional profiles barely have time to meet anyone at any time. That is why it is crucial to write an appointment request letter before meeting and discussing matters with a manager, CEO, chief of the organization, etc. The same goes for a doctor's appointment too. If you need help in writing an appointment letter, check out our writing tips below.
1. Know the Recipient
Before you start writing your request letter in MS Word, Pages, or other formats, it's essential to know the recipient first. By knowing him or her, you can offer a valuable and enticing deal that's hard to ignore.
2. Suggest a Specific Date and Place
If you specify an exact date, time, and place, deciding whether to go or not is easy and quick. When suggesting a date and location, you have to make sure it's favorable to the recipient since you are asking for their time.
3. Be Specific on the Length of the Meeting
A client, boss, manager, a doctor, or even a common person does not have all day to talk to you. They have a lot on their plate. If you arrange a meeting, make sure that you will only discuss the most crucial points to keep it short.
4. Elaborate the Benefits of the Appointment
Explain the context of the meeting concisely. You also need to elaborate on how this appointment will benefit the person you're writing to, so you can get a "yes," from him or her.
5. Request for a Response
The recipient should know that you are expecting a response for approval. If you failed to include this in your request letter, the recipient might think that it's okay not to reply. Add your contact information so they can easily connect with you.
Why is it crucial to write an appointment request letter?
It is crucial to write an appointment request letter because it creates an impression that your intention is good and genuine. It also shows respect for the recipient’s time and busy schedule.
What are some reminders when writing an appointing request letter?
Below are some reminders when writing an appointing request letter:
1. Research about the person and the company.
2. Be polite in your opening
3. Be careful with your word choice.
4. Use short sentences.
5. Add call to action.
Can I attach other documents to my appointment request letter?
Yes, you can attach a document that will support your desire to have a meeting with the person you’re writing to. This will give him/her a better understanding of the context of the meeting.
Who can write an appointment request letter?
An appointment request letter can be written by anyone who wishes to discuss something important to a busy person. He/she could be an employee, job applicant, patient, client, business partner, or others.
Can my appointment request letter exceed one page?
As much as possible, your appointment request letter should never exceed one page. You can attach relevant documents instead to support your meeting request.