Sample Meeting Confirmation Letters
Always use company letterhead when possible
The following letters are free to use and can be modified to fit your needs based on the type of meeting.
Group Meetings Letters:
Date
Name
Address
Via Email and US Postal Mail
RE: Focus Group Meeting – Allentown Sales – New Product Research
Dear:
In January, we determined after a short conversation that you would be perfect for our focus group which is being held at 10:00 am to 3:00 pm next Saturday, June 8, 2011 in our offices located at 123 Anywhere Street, Allentown, PA 18215.
We are pleased you are interested in being a part of the group and look forward to seeing you on Saturday.
Please feel free to wear casual and comfortable attire and refreshments will be provided.
If for some reason, you are unable to attend as discussed, please contact Linda Fleming in our office immediately. Linda can be reached at 1-888-888-8888.
Sincerely,
Bob Foster
Vice President of Product Research
Allentown Sales
Date
RE: Allentown Software Revamping – Project Team Alpha
Dear Team Member,
As discussed in our last project status meeting, it was determined we should meet next Monday at 9:00 am in conference room B to update one another on project areas of concerns and possible solutions.
The meeting will begin promptly at 9:00 am and attached you will find the meeting agenda. We’ve reserved conference room B until 3:00 pm and lunch and refreshments will be provided.
Please bring with you all materials relevant to the agenda topics; we will allow time for an open discussion session from 2:00 to 3:00 pm prior to meeting close.
Bob Turner
Team Leader
1-888-888-8888 (EXT 101)
Employee Letters:
Date:
Mr. John Smith
123 Anywhere Street
Allentown, PA 18215
RE: Reevaluation Meeting
Dear John:
As discussed in your performance review session on January 3, 2011, we agreed to meet again in three months to talk about improvements made along with new ideas on how weak areas can be improved upon.
I am excited we will be able to discuss your concerns and have received feedback from your supervisors and the HR Department. Enclosed is a copy of the above-mentioned performance review for your convenience. Please review the areas we hoped would be addressed prior to this meeting.
I’ve set a date for us to meet in my office at 9:00 am on April 3, 2011—more exciting news to come.
Sincerely,
Bob Weller
Senior VP
New Clients or Business Meetings
Date
Mr. Bob Sanders
President
WRIGHT SYSTEMS
123 Anywhere Street
Allentown, PA 18215
RE: New Software Services
Dear Bob:
I’m excited you’ve agreed to meet with me on July 3, 2011 to discuss how our new software will benefit your company’s needs. This software update is leaps and bounds ahead of our first product, which you currently use.
I will arrive promptly at 9:00 am at your office as agreed upon and will bring along a demo for you and your management team to review. My demo won’t require any special equipment needs on your part.
I’m sure you and your team will be pleased with our new product which will improve productivity and cut down on lag time.
Thank you for agreeing to view the product and I look forward to a beneficial meeting for both our organizations.
Sincerely,
Tom Jones
President
ABC SOFTWARE
Date
Ms. Sally Henson
HENSON REAL ESTATE
123 Anywhere Street
Allentown, PA 18215
RE: Real Estate Software Demo
Dear Ms. Henson:
I’m glad you have an interest in meeting with me after our short talk and software demo at the Southpoint Trade Show in January.
Here at ABC Software, we are excited to present the entire demo to you and your agents. I know everyone will be impressed with its customer tracking services, interaction with the MLS database and pre-loaded forms.
My assistant Debbie Jones and I will be at your office at 10:00 am on Saturday, February 15, 2011 as you indicated all your agents would be available on that day.
I’m confident this software will take your company to the next level and you’ll be heads above the competition.
Sincerely,
Tom Smith
President
ABC SOFTWARE