Sample letter requesting attendance at a meeting

In the workplace, you have the right to arrange a meeting and invite anybody to attend at a time that suits you (within working hours). It’s sufficient to send an email request or create an appointment on their Outlook calendar.

It’s necessary to make a formal request if you wish to bring in a non-employee who has the capacity and power to contribute to the success of your meeting.




Sample 1: Letter or email requesting attendance at a meeting

[Business name]
[Business address]

[Date]

[Title of meeting e.g. Middlewich Hall Redevelopment planning meeting]

Dear [Name of Recipient],

We would like to request your presence at a site meeting that will be held on [Date] at [time]. All the partners are being represented, as well as [officers from the local council planning department, local police officers etc]. The meeting will tackle [topic of the meeting] and it is very important to have you as one of the attendees.

If you cannot attend would you please send someone in your place who has the authority to make decisions as due to the number of people invited we are unable to change the date or time.

Please let [person] know by email at [email address] as soon as possible or by [date] at the latest if you will be attending.

We look forward to seeing you there.[name of Sender]
[Title]
[Email]

Sample 2: Letter or email requesting attendance at a meeting




[Business name]
[Business address]

[Date]

Dear [Name of Recipient],

Our [name of meeting eg. annual committee meeting] will be held this year on [Date] at [Place].

We request your attendance since we will need all possible attendees to deal with several matters arising.

If you cannot attend the meeting on the date specified, we would like to request someone from your staff to attend  the meeting in your place who can provide you with the details and the topics discussed.

Attached is the agenda. Unfortunately the agenda cannot be amended at this time but should you wish to discuss anything else at the meeting this can be done under  Matters Arising.

Yours Sincerely,

[Title]
[Email]

Also See: Sample letter to complain about a meal at a restaurant

Sample 3: Letter or email requesting attendance at a meeting




[Business name]
[Business address]

[Date]

Dear [Name of Recipient],

We would like to request your presence at the [name of meeting] that will be held on [Date] at [place]. The meeting will tackle [topic of the meeting] and it is very important to have you as one of the attendees.

During this meeting we will be discussing [topic here] and, as this is one of the most important issues that our company is currently facing, we would be very grateful for your expertise and input.

Please let me know if you can attend the meeting or we can reschedule it for your convenience.

We look forward to hearing from you.

Your Sincerely,

[Name of Sender]
[Title]




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