A well-crafted letter can be used to set up in-house meetings and business agendas.
From company operations, seminars, conferences and follow-up job interviews, a professional letter can outline the important items business professionals need to cover in a face-to-face meeting. In a meeting letter, you should state the reasons why you need to see this person for a business session and the important topics you should discuss. A meeting letter can range from a one-page communication sent to a single person to a 15-page brief sent to several people. Whether you want to schedule an in-house company meeting or a corporate conference in another city, your letter should contain concise information.
Instructions
1. Open your word processor program and set up the letter format. Type in the date, the name of the recipient whom the letter will be sent to along with the person's job title and address information. Use a double space between the date and recipient information.
2. Create the salutation with the recipient's name and place in another double-space. Your letter will consist of three sections: the introduction, the body of the letter and the closing paragraph. Type the purpose of the correspondence in the introduction. Maintain double-spaces between each paragraph as you create the body of the letter. This section should go in-depth for the reasons of the meeting as you outline the agenda and what you hope to accomplish at the meeting.
3. Draft the closing paragraph of your meeting letter. This section should state if the recipient needs to bring any business material to the meeting or if such materials will be present there. Give information on the special skills the person will provide by attending the session, if necessary for the type of business contact. Outline the date you want to schedule the meeting, location and time. Provide contact information if the recipient has any questions, concerns or scheduling conflicts and needs to contact you (or provide the name and information of the person that the recipient should contact). Thank the person for taking the time to read your letter and your enthusiasm for the meeting.
4. Put in two double-spaces after the closing paragraph. Type in your closing and put in two more double-spaces before placing in your name. You can have your personal contact information here if it is different from the contact information in the closing paragraph of your letter. Place the company's letterhead into the printer and print out the letter for the recipient as well as a copy for your personal records. Place in your signature above your printed name and mail out the meeting letter.
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