Meeting request, Halden Carton Supply to Rivermouth Foods
Meeting request letter template that names the purpose and three times
A meeting request gets accepted when the person reading it can say yes without writing back to ask what it is about and how long it will take. This one answers both in the first paragraph, offers three dated slots that are already held, and says what each side will bring.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Letterhead and addressee
- Halden Carton Supply masthead, 9 October 2026, to Nadia Okonjo, Procurement Manager at Rivermouth Foods.
- Subject
- Request for a meeting about the 2027 carton plan, in one line.
- The purpose
- One sentence: 30 minutes before the tender closes on 20 November, to price the year as one plan.
- Time needed, attending, held until
- A three value strip: 30 minutes, two from Halden, held until Friday 16 October.
- Three time options
- A table of option, date, time and place, covering 20, 22 and 26 October.
- What would help us prepare
- Four bullets: 2027 volumes, sizes used and retired, lead times and blackout dates, labelling changes.
- What we will bring
- A costed plan at three volume bands, lead times by size, and two sizes that can be consolidated.
- Sign off
- Peter Hallam, Account Manager, with no signature block because nothing is being agreed.
How to adapt this document
To ask for a first meeting with someone who does not know you, replace the tender sentence with the one fact that makes the meeting relevant to them, a delivery statistic or a change in their industry, and drop the preparation list, because a stranger will not do homework for you. To ask for an internal meeting, cut the letterhead, keep the three options, and add a line naming who else needs to be in the room and why. To ask for a meeting about a problem rather than an opportunity, name the problem in the subject line, keep the purpose sentence factual, and move the preparation list to documents you want the other side to have read, with the dates of each one.
What makes this document work
The reason to meet is one sentence, not a paragraph
The opening sentence says 30 minutes, before the 2027 packaging tender closes on 20 November, to set carton sizes and volumes and price them as one plan instead of eleven separate orders. A buyer can forward that sentence to a manager without rewriting it, which is how a request gets approved.
Three dated options, and they are held
The table gives option A on Tuesday 20 October at 10:00, option B on Thursday 22 October by video, and option C on Monday 26 October, each with a place. The strip above says all three are held until Friday 16 October, so choosing one is a reply, not a negotiation.
Both sides are told what to bring
Four bullets ask the buyer for 2027 case volumes, the sizes they use most, current lead times and any labelling change. The paragraph under them promises a costed plan at three volume bands and the two sizes that can be consolidated. Nobody arrives to a blank half hour.
Questions people ask
How long should a meeting request letter be?
One page, and usually half of it. This one runs to a date block, a subject line, a purpose sentence, three options and two short lists. If the request needs more than a page, the thing being asked for is a proposal or a report, not a meeting, and it should be sent as one with the meeting offered at the end.
Should I suggest times or ask for theirs?
Suggest times. Asking someone to propose a slot hands them work and a reason to delay. Three dated options with a place, as in the table here, turns the reply into one word. Always add a line inviting another time if none of yours fits, which this letter does in the closing paragraph.
How far ahead should the meeting be?
Far enough that the other person can prepare, close enough that the reason still matters. The first option here is eleven days after the letter and the last is seventeen, with the tender closing four weeks out. Tie the window to the deadline that makes the meeting worth having.
Is a letter better than an email for this?
The letter is the content, the email is the delivery. Most requests go by email with this text in the body or attached as a PDF on letterhead. The letterhead matters when the reader has to show the request to someone else, because a page with an address and a sender looks like a commitment.
What do I do if there is no reply?
Follow up once, shortly after the hold date passes, and offer two new times rather than repeating the old three. Do not resend the same letter. If a second follow up is ignored, the answer is no for now, and the better move is to send the costed plan anyway so the reader has it when the need appears.
Should I attach anything to a meeting request?
Only what makes saying yes easier. A one page summary of the plan is fine. A full proposal is not, because it invites the reader to decide on paper instead of meeting. This letter attaches nothing and instead describes what will be brought to the meeting itself.
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