Business letter about a meeting with a client - sample, structure, how to write

It is difficult to imagine what role contacts play in running a business. A letter about a meeting for negotiations can become an intermediary between counterparties. This document informs the partner that there is a willingness to negotiate. There is no standardized pattern for paper. However, based on generally accepted standards for writing business letters, you can rely on the provided sample and a ready-made form to fill out.

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Requirements

There are canons of business correspondence that should not be deviated from in order to avoid misinterpretation. If the letter contains obvious violations of one of the points, the message may be perceived as an insult. The better the letter about the meeting for negotiations is written, the greater the chances are for this meeting to take place. So the letter should:

Be written in correct language, without grammatical or syntax errors.
Have a formal business style of presentation. The tone is extremely friendly, regardless of the actual emotions experienced by the recipient. There should also be a feeling of respect and a desire to respect the interests of the common cause, for mutual benefit and cooperation.
Be compiled taking into account ethical standards accepted in business circles.
Have an optimized structure, contain short phrases that clearly express a certain idea. The logic of presentation is supported by a clear external division of the document into its component parts.
Use only those language constructs and means that are understandable to the addressee. The letter should not contain veiled phrases.

Despite the fact that currently most negotiations take place electronically, compliance with the recommendations described above is also relevant for them. But business letters written the old fashioned way, on paper, also have their advantages. There are several of them.

When using them, it is easier to present documentary evidence in court. Taking saved paper is easier than copying an email, printing it, and then proving its authenticity.
Documentation must be recorded in log books. This makes them easier to find.
It is easier for regulatory organizations to carry out their work.

Basic rules for writing business letters

Now you have gone through all the sales processes and have already calculated your profit from the transaction, but there is one more “but”. You need to meet with the client to formalize the agreement and discuss some details of the transaction.

It would seem that there is nothing complicated about this, you just need to write a business letter to the client about the meeting. But how to do that? What words to use? Where to start the letter?

There are norms of business correspondence, non-compliance with which can lead to a decline in the company’s image in the eyes of the customer, and in rare cases, the failure of the transaction. Therefore, the first thing you need to do is study the rules of business correspondence.

Rules for business correspondence:

Your email address should not look comical or frivolous . It should be fit for purpose, that is, have a business name, preferably the email name matches the company name. Examples of unsuccessful mailboxes: sweetGirl, badboy, ladyinred;
Use personal appeals to the client . Thanks to personal treatment, the client will understand that he is important to you. This is a good guarantee for a long-term relationship;
Do not use the short form of the business partner's name . For example, Sash, Katya, Seryozha. It looks disrespectful;
Pay attention to your greeting . You should not mention the time of day in it, because the client may read this letter in a few hours or days, in which case your greeting will be “out of place” and will cause negative associations. It is best to use the word “Hello!”;
Always indicate the subject of the letter , otherwise it may go to the spam folder or get lost;
Distinguish between the “to” and “cc” fields . In the “to” field, indicate the recipient from whom you expect a response. The “copy” field is intended for those who just need to read the letter. For example, you can put your boss in the “copy” field if he is interested in the outcome of working with a particular client. There is one more field: “Bcc.” In this case, the main recipient of the letter will not know that your correspondence is being sent to third parties. But this tool is considered tactless and is not approved in the business environment;
The letter should not be very long . According to the rules of business correspondence, its length should fit on an A4 sheet. There are also restrictions on the size of an email. It should not exceed 3 MB, otherwise the letter may freeze when opened;
After reading the first three sentences of your letter, the client should understand its essence. By the way, you should not build long, complex sentences, burdened with participial and participial phrases. They are very difficult to read;
Pay attention to the end of your letter . It must contain your signature, position and contact information. It is advisable not to use initials, but to write the full name: Ivanov Ivan Ivanovich or Ivan Ivanov, and not I.I. Ivanov. The position must be indicated so that the client has an idea of what issues he can contact you about. Also include your contact information, email, phone number, link to the company website, and company name.

Compilation scheme

Knowing the basic format for composing any business letter, you can, based on the samples, write absolutely any of them yourself. The main thing is to know the purpose of the message.

So, the posted sample letter about a meeting for negotiations contains the following information:

Organization data.
Document number and date.
Addressee's name.
Appeal.
Performance.
Argumentation of the appeal.
Make an appointment.
Target.
Signature.

Letters to clients: examples and ready-made samples

Any planned event that requires the presence of unauthorized persons (not company employees) requires the preliminary sending of invitation letters. At the same time, the differences between the events themselves are also reflected in the text of the invitations. In this article we will look at how to draw up an official invitation to any meeting or negotiation.

In this article we will look at:

official letter of invitation;
letter of invitation to a meeting;
letter of invitation to negotiations.

The organization and preparation of any event (at which visitors are planned to be present) is carried out taking into account the creation and distribution of invitation letters. This is especially true for events for which lists of guests whose presence is desirable are compiled.

In this case, it will not be enough to simply call them and inform them about the upcoming event. It is important that the invited person understands the scale of the event and his own importance. It is for this purpose that we will look at how to correctly compose an invitation letter (a sample is presented below).

Letter of invitation (sample)

To begin with, we recommend that you understand the classification of such correspondence and the nuances of its execution.

An official letter of invitation is a type of notification letter.

This letter is different in that it is sent in a single copy personally to each invitee. Simply put, each invitation letter is personalized.

Moreover, it may contain information relating to each individual invitee (for example, seat number, row, etc.).

Letters – requests and requests

Letters of informational nature

We draw up a letter of demand without errors

Features of the design of an invitation letter are associated with the lack of a standard design of letters. As a rule, an invitation has a more presentable appearance than a simple business letter.

In general, as you already understand, this letter can have almost any color and appearance.

Please note that in this case, standard business letter forms are very rarely used for formatting. However, if you need to write an official letter of invitation to a business event, then writing it using a letterhead is acceptable.

When sending an invitation letter to foreign citizens, you must take into account that they may not know your city at all. In this case, an excellent solution would be to attach accompanying documents to the letter, representing directions to the venue, your organization, etc.

Also in this case, it is necessary to ensure that the foreigner is accommodated in a hotel for the duration of his stay. If the receiving party pays for accommodation, flights, transfers and other services, then this should also be mentioned in the documents accompanying the invitation.

A foreign guest must understand that attending this event will not be a problem for him, but will be a pleasant trip. Moreover, the level of preparation for the arrival of a foreign guest will significantly reduce the possibility of possible refusal.

When drawing up a letter of invitation for foreigners, it is necessary to take into account national characteristics. At the same time, you should not write the invitation in the native language of the invitee: it will be enough to write it in English. Believe me, an invitation written in English will create a more pleasant impression than in Japanese, but with more errors.

Invitations for foreigners to the event should be sent much earlier than for other participants. When planning events with the presence of foreign citizens, consider how much time they will need to complete the necessary documentation (visas, vacations), flights, etc.

A letter of invitation to a meeting should be addressed directly to the persons concerned. This letter should describe in detail the topic of the meeting and the issues that will be discussed at it. You should also notify the location of the meeting and the time. However, such an invitation can only be sent to the head of a specific organization.

If necessary, he himself can decide on the need for the presence of other competent employees. However, such an item requires notification in a response letter so that seating can be planned in advance for all those present. Read the formal invitation letter template to familiarize yourself with its design.

Before you think about sending an invitation, you should keep in mind that there are two types of negotiations: operational and planned.

When preparing an operational meeting (which is held according to a specific schedule), the secretary must engage in inviting participants, notifying the manager about those who did not show up and finding out the reasons for the absence.

When holding a scheduled meeting (session) with a large number of participants, preparation begins 1.5–2 weeks before it takes place and includes the following steps:

setting the date, time and location of the meeting;
drawing up an agenda, list of participants and speakers;
performing work that may be required before the meeting;
drawing up the text of the invitation.

A special type of negotiation is the so-called “brainstorming”. Such an event is held when it is necessary to solve a complex problem, find a way out of a confusing situation, or make a responsible decision.

In business relationships, invitation letters to events are often used. Conferences, exhibitions, interviews and various oral presentations are practically not offered to attend. An official notice allows you not only to remember the date, but also to express respect to another person.

If you draw up an official invitation to an event incorrectly, it will not fully fulfill its main functions. The letter must contain sufficient information.

A business letter with an invitation text is a way of notifying about an event. The notification may be about a conference, charity evening, concert, seminar, interview or any other action related to certain events.

In business circles, an invitation letter is an important element in building trust between two parties

What functions does an official letter perform?

Makes it possible to notify a person about an upcoming event or important event.
Confirms that the person was really invited to a certain place, thanks to which unnecessary mistakes can be avoided.
It is a means of reminding about the place and time of the event.

For your information: in the entrepreneurial environment, it is also common to write an official letter of request.

When composing a letter of invitation to an event, it is necessary to ensure that the recipient does not have any questions regarding the planned event, time and place of its holding. The information should be as complete as possible. At the very beginning, they address the addressee in a polite manner, and also write “With respect” at the end of the letter.

What do you need to indicate in order to correctly draw up an official invitation to an event?

The actions of the invited person at the event must be specified.
It is impossible to do without specifying the event type. The recipient must understand what to expect during the visit.
In any case, the date and exact time of the event, as well as the location, are displayed.
In some situations, it is necessary to talk about the contents of the meeting. For example, when inviting a conference, you can specify a list of speakers.
Sometimes they ask about plans for attending an event. To find out the exact wishes of the recipient, please inform them via email, telephone call or any other available method.

Attention: if you need to thank an employee or any other person at an official level, it is recommended to compose the text of a thank you letter.

As for the design of the invitation letter, there is no standard format for writing it. The notice sent is usually presented in a presentable manner, as opposed to a regular business letter written on plain letterhead.

In the case of invitations, high-quality paper, various decorative elements and additional accessories are often used. The text can be handwritten in calligraphic handwriting.

Standard business letter forms are used in rare cases.

How to check your pension online?

There are various ways to deliver a letter to the addressee. Much will depend on the number of people invited, where the recipient lives and some other factors.

What options are there?

The first of them is hand-delivered, that is, the letter is handed over personally to the addressee. Instead, you can use courier services.
The second option involves sending by mail. If the event is very important, then it is better to send an invitation by a valuable letter, making an inventory of the attachment. In this case, delivery times must be taken into account.
The third sending method is email. This option is most common when inviting you for an interview. It is used less frequently for attending other events.

Tip: Find out how profit before taxes is calculated.

You can use ready-made samples as a template. They will help you create an official invitation to the event. However, the specifics of a particular letter should be taken into account. The text will largely depend on the type of event being held.

For an interview

Candidates are most often invited to fill a vacant position by phone or email. When choosing the second option, information about the organization that wants to attract a person to work, the exact time of the event, as well as a list of documents for review are indicated.

To the exhibition

The text of the invitation to the exhibition should be concise. You should not talk about the event in too much detail. You just need to mention the most important points. The recipient must understand why the exhibition is being organized, what he can see there, and what time he needs to arrive.

To the conference

Set a specific date.
Set a date, but with the caveat that it can be adjusted by joint agreement or at the request of the addressee.
Set a time frame in which it would be convenient to meet. For example, from 12.00 Tuesday to 18.00 Thursday. Dates still need to be specified.
Leave the date and time of the meeting at the discretion of the other party.

Make an appointment

In order for the letter to be aimed at a specific action, the writer must indicate the place and time of the meeting. Setting a date is a delicate moment. The author of a letter about a meeting for negotiations can do one of three things:

Set a specific date.
Set a date, but with the caveat that it can be adjusted by joint agreement or at the request of the addressee.
Set a time frame in which it would be convenient to meet. For example, from 12.00 Tuesday to 18.00 Thursday. Dates still need to be specified.
Leave the date and time of the meeting at the discretion of the other party.

The last option is the most polite, but less reliable. After all, business correspondence also implies a moment motivating a partner to perform an action. And in the last point, the entire initiative in setting a date is transferred to the addressee. If you are confident that the meeting will take place, then you can do this.

How to schedule a meeting with a client when cold calling

Remember the purpose of the conversation is to set up a meeting with the client. To do this, you do not need to enter into a long dialogue, send a proposal, or present the product to your interlocutor. Sales expert Oksana Gafaiti the Mindspace blog claims that you can persuade a meeting in 3 minutes and 5 steps :

Capture attention
Introduce yourself
Explain the purpose of the call
Deliver benefits
Make appointment

Capture attention

It is enough to address the client by name. A proper name, according to the author of the book “Encyclopedia of Selling Scripts” Dmitry Lukyanov, always attracts people’s attention, and that is why it is important to find out in advance what the name of the interlocutor is.

Maxim Sergeevich, good afternoon!

Introduce yourself

A mandatory step in terms of business etiquette and common sense. Your interlocutor wants to understand with whom he is communicating. When you first call, state your name, company and briefly explain what it does. For repeat calls, the name and company are sufficient.

My name is Alexander Petrenko, I am a leading expert at the advertising agency "Reklamishche".

Explain the purpose of the call

At this moment, the listener is already thinking that you are now going to “sell” something to him. Therefore, start making arrangements for a meeting as early as possible - immediately after the greeting and introduction.

I'm calling to make an appointment with you.

Deliver benefits

At first glance, this course of conversation looks brazen. Many novice managers are embarrassed and do not understand how to offer a client a meeting in the first minute of a conversation. But keep in mind that you are providing value to the client. Therefore, it is necessary to say how much benefit he will gain from cooperation with you.

I'm sure you are interested in reducing advertising costs and increasing profits.

Make appointment

After that, agree on a time. The sentence should be direct and clear, without unnecessary curtsies. Do not ask when it is convenient for the client to meet, but offer your time. Otherwise, you risk getting the answer: “There’s a lot to do now, let’s do it next year.”

Will three o'clock on Monday be convenient for you?

Oksana Gafaiti emphasizes that during the first call you should not allow the presentation of the product, because you have not yet thoroughly studied the client’s needs and still will not be able to present in the language of its benefits. As a result, he simply won’t understand why he needs your product and will refuse the meeting.

Thus, we get a compact script with which you can make an appointment without unnecessary telephone chatter:

Maxim Sergeevich, good afternoon! My name is Alexander Petrenko, I am a leading expert at the advertising agency "Reklamishche". I'm calling to make an appointment with you. I am sure that you are interested in reducing advertising costs and increasing profits. Will three o'clock on Monday be convenient for you?

Compliance with this scenario will show the client the good side: you don’t mumble, don’t “sell” your product, save your and his time, which means it will be a pleasure to do business with you.

Read on the topic If you earn a client’s loyalty from the first meeting, then he will certainly fall into the rank of active buyers, and you will be able to form a high-quality client base.

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Additional parts

The following are optional (but applicable in special cases) elements of the letter:

Thank you for the opportunity to invite you to a meeting.
Who else is invited to take part in the meeting.
What to do if the recipient is unable to appear for negotiations at the specified time. For example, send a letter, make suggestions, etc.
Contact person (if this information was not available at the beginning).

In principle, a letter about a meeting for negotiations is drawn up in free form. The main thing is that all the requirements that apply to it are met.

A few more tips on how to make an appointment with a client by phone

Regardless of whether you call the client yourself or receive an incoming call, you must adhere to several recommendations developed by ADCONSULT : psychology, ethics and working with objections.

About psychology

Your speech should be lively and natural. Smile, use intonation accents, use short and simple formulations characteristic of live speech, speak a little louder than usual.

Come up with a status position. Even if you are an ordinary sales manager at work, introduce yourself to clients as a leading expert or specialist in working with key accounts.

Communicate as equals. In psychology, there are three types of self-presentation in communication: an extension from above, an extension from below and an extension nearby. Often managers, especially new ones, are placed at the bottom and begin to curry favor with the “big and important” decision-maker. This is recognized not only by intonation, but also by phrases:

- Sorry; - So-and-so is bothering you; - Are you comfortable talking? — Are you interested in our services?

About ethics

You may be an expert in your product, but if you don't have business ethics, few people will want to do business with you.

Respect the client's time. And yours too. Confirm the meeting before leaving, clarify how to get to the client's office if you are going to him, and explain in detail how to find you if the meeting is on your territory. By being late, you show disrespect for your partner, so if you are late, then warn about it.

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About refusals and objections

If a client refuses to meet with you, this is not a reason to stop talking.

But what to do if the client expresses various objections, refusing the meeting? The Sales Club portal offers a number of recommendations:

“We are already working with other suppliers”

“If you had reasons to start working with a new supplier, what would they be?” or

"Very good. I am sure they are worthy partners. We will help you really evaluate whose services are better. This will take 15-20 minutes. When would it be more convenient for you to meet: at the end of this week or at the beginning of next?”

“What exactly are you offering?”

“We have a large selection of products. And in order to find what you need, I would like to meet in person. Besides, we’re really interested in getting to know you.”

“We are not interested in this”

“The opposite would be strange, because you know nothing about us. Therefore, I propose to arrange a meeting. In 10-15 minutes I will tell you everything, and you will decide on the advisability of cooperation” Or

“And if you were interested in collaborating with another supplier, in what direction?”

"I'm busy/I don't have time"

“I understand, that’s why I’m calling to arrange a meeting at a convenient time. The meeting will only take 15-20 minutes. Is it more convenient for you in the morning or in the evening?”

“I don’t have time to meet with you. Send your offer by mail"

“Okay, I will send general information about the company and products. But this is not enough to choose the right option for your company. For this we need to meet. The meeting will not take more than 15 minutes."

“Talk to my deputy/accountant.”

“Thank you, I will talk to the employee whom you consider most competent in these matters. And yet, there are fundamental points that only a leader can evaluate. I'll only take 10 minutes from you. Besides, I don’t want to allow the “broken phone effect.”

“Can we discuss this over the phone?”

“A telephone conversation is not enough to fully explore the product. I’ll take it with me to the meeting, and you can clearly see its quality.”

As we can see, persuading a client to a meeting is not so difficult, especially if you remember that this is the purpose of the call. You need to know your target customers and their pain points, study techniques for overcoming objections, and write a small script. a CRM system will help you work with it effectively . If you want to make calls in your company as effective as possible, then register with SalesapCRM and test it to the maximum for the first 7 days for free.

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Author: Anna Ivanova

One-on-one meeting (to discuss expectations)

The purpose of one-on-one meetings is to discuss with individual team members their development, work challenges, and mutual expectations. If you use them to check on current tasks, it may be a sign that you are too involved with department heads. Instead, ask yourself, “What questions would I ask myself if I were my employees?”

These are the questions you should ask. Stay curious to understand your team members' motivations - this knowledge will help improve productivity.

At the end of the meeting, a number of specific next steps should be agreed upon. If the employee can do this without your help, then go with this option, otherwise your to-do list will be filled with other people's plans (a problem for all managers).

The key to the success of such a meeting is to restrain yourself from wanting to take on other people's tasks. By teaching your team to find answers to questions on their own, you will get more impressive results in the long run. As a mentor of mine once said, “Work with the person, not the problem.”