Grant an Appointment • Letter Templates and Guides

How to write this letter:

1Tell the reader that you are willing to meet with him or her. State the date, time, and place of the appointment.
2Provide the reader with any information necessary to prepare for the appointment.
3Close on a positive note.


When granting an appointment, get straight to the point. Unless circumstances dictate otherwise, there is no need to go into much detail.

Example Letter #1


I will be happy to meet with you on Monday, June 17, at 4:00 p.m. Please enter the building through the side door from the parking lot and go to the third floor where the secretary will direct you to my office.

Example Letter #2


We will be happy to meet with your group to discuss your concerns about the County's new waste disposal station. We can accommodate up to 20 of your members in the executive board room, third floor, 1600 Main Street, at 9:00 a.m. on October 15. If the date and time are satisfactory, please contact my administrative assistant, John Doe, no later than October 10, so the necessary arrangements can be made.

Example Letter #3


I will be pleased to meet with you to discuss your transfer to my department. I can see you at 11:00 on Wednesday, June 14, in my office. If you cannot make this appointment, please telephone my secretary to make other arrangements. Please bring whatever materials you think would best acquaint me with your work. I am looking forward to meeting you.

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