Example Letter #1
This is to confirm my travel plans to Kansas and to thank you for offering to have your assistant, John, meet me at the airport and drive me to your office.
I will arrive at the Springfield Airport on August 8, at 9 a.m. on Springfield Airlines, flight #123. Please ask John to meet me at the gate. I will have only carry-on luggage, so we will probably arrive at your building within an hour after arrival.
I look forward to working with you on this new project.
Example Letter #2
This will be my last correspondence before our trip. Our party of three will arrive on Doe Airlines, flight 1234 from Springfield, at 8:05 p.m. We have reservations at the local Doe Inn, and appreciate your willingness to provide us with transportation. Each of us has one suitcase, golf clubs, and a carry-on bag.
We are looking forward to a productive meeting combined with some vacation time on the golf course.
Example Letter #3
I am writing to confirm the arrival time and pickup of Ms. Doe at Springfield International airport. Ms. Doe will arrive on Springfield Air flight 123 at 3:20 p.m. on Tuesday December 1. Per our arrangements she is expecting to be met by a representative of your company and driven to your downtown offices. Ms. Doe is looking forward to meeting the new sales team and to spending some time in the sun.
Write Your Letter Step-by-Step
Confirm the details of your travel plans, including any instructions that you may have received.
Mention any other special circumstances and close with a positive comment.