Accept an Invitation to a Business Appointment • Letter Templates and Guidelines

How to write this letter:

1Express thanks for the invitation.
2Restate the details about the meeting such as the date, time, and location.
3State that you look forward to the meeting.

Guidelines

Your written acceptance should be brief and it should maintain an enthusiastic tone while repeating the important details of the invitation.

Example Letter #1

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Speaking with you and your staff will be a tremendous opportunity for me to present our product line. I sincerely thank you for extending this offer and expect to meet with you, as requested in your invitation, on Friday, May 9, at 3:00 p.m. in your conference room.

I think you will find that our expanded line will give your clientele a much larger selection of outdoor clothing than they have had in the past. I look forward to this meeting and expect a long and rewarding association to follow.

Example Letter #2

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I am very pleased to accept your invitation to meet with your marketing team. To confirm the details, I will meet you in the lobby of the Springfield Hotel at 9:45 a.m., September 21. We have much to discuss. See you then.

Example Letter #3

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I am pleased we will be able to discuss the management plan. I will meet you at the Doe Library at 12:00 p.m. Thursday.

I believe this meeting will help us speed up the project.

Example Letter #4

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Thank you so much for making time for an appointment with me at 2:00 p.m. on Thursday, June 4. After talking on the phone so many times, it will be a pleasure to meet you and have the opportunity to talk face to face.

Doe's Office Supply has a new line of products that I believe will be very helpful to your growing company. I look forward to showing them to you and demonstrating how they can meet your company's needs. I will see you next Thursday in your office.

Write Your Letter Step-by-Step

1

Express thanks for the invitation.

Example Sentences for Step 1

I will happily join you for breakfast at the Springfield Country Club to discuss the itinerary for our meeting on Tuesday. I am delighted that you would like to meet with me to discuss the use of office space. I will be more than happy to see you when I reach Springfield. I will be glad to go over the details with you about our contract with the semiconductor firm in Springfield. Thank you for returning my call and setting an appointment with me through my secretary. I am sorry I was out of the office when you called. I want to thank you for making an appointment to interview me on the difficulties of being a single working mother. I want to express my most sincere gratitude for taking this problem seriously and inviting me to discuss it with you at your home tomorrow evening.

Example Phrases for Step 1

a good chance to go over am looking forward to am happy to accept appreciate an opportunity to be more than happy to discuss the itinerary for for the invitation to go over the details with you inviting me to discuss thank you for to discuss the to join you for to meet with you want to express my appreciation want to thank you for was delighted to receive was very pleased to receive will be very happy to will be delighted to will be glad to would very much like to your invitation to

2

Restate the details about the meeting such as the date, time, and location.

Example Sentences for Step 2

John Doe and I plan to attend the meeting you have planned for January 9, at 9:30 a.m. What a coincidence! I have another meeting in Springfield during the first week of October, so that would be a great time for you to show me the new developments at the Springfield site. November 20, at 10:30 a.m. is ideal for us. I would appreciate a call two weeks prior to your visit so that we can compare schedules and select a mutually acceptable time for our meeting. I plan to attend the meeting on February 2 at 9:00 a.m. sharp. You can count on my presence in the board meeting room at 10 o'clock sharp.

Example Phrases for Step 2

a mutually acceptable time at the conference center at the same time as at the site can count on my being there definitely plan to during the first week of expect to learn a great deal about have cleared my calendar for in your office look forward to plan to attend the prepare a short presentation on so that we can compare schedules the meeting you have planned for will call you before will cancel all other appointments will be prepared to will plan to would be a good time for you to would be ideal for us

3

State that you look forward to the meeting.

Example Sentences for Step 3

I look forward to meeting with you again. I must say that I am looking forward to meeting you and your colleagues. It will be a new experience for me and I look forward to it. I have many exciting things to show you about our company. We have come a long way in the last five years. I am eager to learn about the new surgical techniques. I am quite interested in family history and will be happy to show you how to develop your own charts. I look forward to our meeting. I am anxious to travel to Springfield and see the new developments there.

Example Phrases for Step 3

a valuable experience for me am very interested in am eager to am looking forward to an opportunity to appreciate the help you and your staff as we discussed come a long way since have many exciting things to show you look forward to see the new developments this exciting opportunity to meeting you and your colleagues to show you how we to meeting with you again to learn about the new to learning more about travel to Springfield will be happy to will be mutually beneficial

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