Requesting Appointments
Guidelines and Alternate Phrases
State the purpose of the appointment you’re requesting up front. If you need to “sell” the meeting idea to the other person, be sure to state the purpose in terms of benefits to the other person.
May we talk? I have a couple of ideas that could save us some money—ideas about how you can ....
A colleague of mine and yours, Cheryl Andrews, mentioned you and I should get together to discuss our mutual interest in distributing our products in the Pacific Rim. I have some information you may find useful, and I’m sure you, too, can share some insights with me about appropriate markets.
I need to talk to you about the production costs for the Belaire design. You asked me to keep you informed every step of the way, and I think now is the time to go over several key details about our choice of subcontractors and delivery schedules. We want your opinions on these issues that affect your staff so directly.
Suggest a meeting place, date, and time, but show concern for the reader’s own schedule by asking for him or her to confirm or to suggest an alternate time, if possible.
I can be at your office at 10:00 Friday morning if that’s convenient for you. If not, call me with another suggestion.
If this date is not acceptable, let me know when you’re free, and I’ll arrange my schedule accordingly.
If this is inconvenient for you, give me a call, and we’ll discuss another possibility for a meeting time.
If you have an alternate suggestion, let me know. I can meet with you almost any time Thursday or Friday of next week.
Give all the details for the reader to confirm the appointment.
Would you mind phoning my secretary to confirm?
If I don’t hear from you otherwise, I’ll see you in your office on June 5 at 3:00.
Let the reader know if the appointment is mandatory or optional and how to contact you if there’s a conflict.
We could, of course, proceed with our plans without your input, but we do want to give you the opportunity to let us know your feelings.
We do hope you’ll be able to join us.
Mr. Radaux has requested we get together to discuss these issues before the end of the month.
Confirm all other details of the appointment, including any preparation that either of you needs to make for the meeting.
I’ve enclosed an agenda. I’d like your comments particularly on the Hite project.
Please bring the Boston figures with you to the meeting.
I’m looking forward to your comments about the contract clause in dispute.
Could you be ready to present your opinion about the new hiring policy?
Please review the enclosed report as a basis of our discussion.
Would you please calculate your expenses for the past nine months with regard to the Byton project? If you can be as exact as possible, we can identify some specific points for further investigation.
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