Category Archives: E-mails

Meeting Request Email – How to Write One (With Samples)

What is a meeting request email?

Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.

So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.

A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.

The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to);  Bosses, clients, colleagues and subordinates.

Contents of a meeting request email

Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–

  • The Reason for the Meeting:

This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient’s interest.

  • The Date and Time of the Meeting:

The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.

  • The Place of the Meeting

It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.

  • The Suggested Length of the Meeting

Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.

It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request’

Depending on the recipient of the email, the following details could also be included;

  • Request For Follow Up After the Meeting
  • What the Recipient Would Gain From the Meeting

If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.

Here are a few meeting request emails for varying situations.

MEETING REQUEST EMAIL TO CLIENT (SAMPLE)

*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.

(Take note that meetings with clients should not be requested on first contact).

Sample meeting request email

TO: johndoe@products.com

SUBJECT: ‘MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

 

Dear Mr. John,

I am writing with regard to our earlier discussion about launching an ad campaign for your new product – our company has an impressive portfolio with success stories of products quite similar to yours and we would be glad to set up a meeting where we can discuss the matter further.

Does this interest you?

Kindly let me know so that we can set up a date and time that suits your schedule.

Janet Manuel

*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;

Sample meeting request email

TO: johndoe@products.com

SUBJECT: ‘RE: MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

 

Dear Mr. John,

I am glad to have received your positive response to the meeting request.

Kindly let me know if the following arrangement works for you;

9:00 on Thursday 12th June 1763 at the Le-palm business place, opposite yellow bank – Citydale.

Thank you again for your time.

Janet Manuel

MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)

*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?

Sample meeting request email

To: (Recipients)

From: JanetManuel

Subject: MEETING REQUEST: JOHNDOE PRODUCT ADVERTISING

Date: 8TH FEB. 1786

 

This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).

The main purpose of the meeting would be to strategize on ad campaign ideas for new johndoe product – Please bring any relevant data you have. You may wish to make copies prior to the meeting that we may all have them for reference.

I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.
Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.

I look forward to seeing you at our meeting.

Thank you.

Best regards,

Janet Manuel

MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)

*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment

Sample meeting request email

To: (Recipients)

Subject: Meeting Request: Celebratory sign-off  on JohnDoe Product Ad-campaign

Hello All,

As it was informed  us in the last meeting that the johndoe product campaign launch is scheduled for the  15th December 1786 therefore a sign off meeting has been organized by the management for us before the kick start.

It marks the success of our new project significantly – Therefore we are required to be at the “Banquet hall” sharp at 4pm tomorrow, hopefully, this would serve to motivate us to make the upcoming project a grand success for our company.

Come dressed for entertainment.

Thank you!

Janet Manuel.

 

Conclusion

That said, while drafting emails may seem like no arduous task, it shouldn’t be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.

While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.

Interview Decline Email – Samples and Tips

 

There are an astounding number of reasons why you might consider withdrawing yourself from the pool of applicants from the interview of a job that you may have otherwise accepted with open arms – you may find, soon after applying for the job that it no longer seems like an ideal match for you, or you may receive an alternative offer that promises much better prospects. Either way, if you are offered the opportunity for an interview, while the convenient thing to do might seem to be ignore the invitation all together, the more polite response, would be to in fact – respond with an interview decline email.

An interview decline email speaks not only of the quality of your character, but may also lead the recipients of the letter to consider introducing certain incentives that may encourage you to take the job – that is, if they consider you an ideal fit for it.

Here are a few tips going in:

  • Respond Promptly:

It would be somewhat counterproductive to wait till the last minute to send the interview decline email if your intention is to leave a good impression. As soon as you are asked to come in for the interview, let the company know that you would be unable to make it – If not for anything, to re-open the slots for other interested candidates.

  • Be Polite:

Show your appreciation for being chosen for the interview, while highlighting your regret that you would be unable to make it. Let the company at least know that you were pleased with the offer.

  • Be Honest

State the exact reason for declining the interview. In the event that it is for reasons you choose not to explain, simply state your reasons as such – key note however, do not lie.

  • Address the Email To the Interviewer

Find out who was scheduled to interview you and express your gratitude to them, while addressing them directly in the email.

This should leave a good impression for future contact.

Before you write your email!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Sample Interview Decline Email

Sample Email to Decline An Interview

Subject: Re: Interview Offer

Dear Mr Mac,

I am writing with regard to the job interview earlier offered me by your prestigious institution.

I appreciate your consideration of me as a potential staff, as I am well aware of – and the reputation of your organization goes ahead of you.

While I am thoroughly grateful for the opportunity, I would also like to politely decline on the basis of a similar offer I have recently received from ABC Corporation, which I have decided to accept after immense consideration.

I hold your institution in high regard, however, and I am certain that you have received numerous applications from which you will choose a more than adequate candidate for the job.

Once again, I am grateful for your kind consideration.

Sincerely,

Mabel Jones.

After all said and done, what is a job compared to the warmth of fostering friendships and maintaining a pool of contacts on which you could rely while on the best and worst of life’s winding roads?

Before you start writing your invitation letter

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

 

 

 

Letter to a Best Friend – A Sample letter to my best Friend

What is a Letter to a best friend?

Sure, it’s the 21st century but writing letters is still a thing – and if you’re thinking about writing one you are not alone. A letter to a best friend is simply a written form of communication from you to the friend that you consider closest to you in friendship.

Whether it’s for the gentle joy of reminding someone that you are grateful to have them in your life – or it’s for a much more elaborate purpose, writing letters have always proven to be an effective means of communicating emotion, not to mention – psychologists suggest that it is therapeutic and an easy way to ease stress and give relief to tumultuous experiences.

Components of a letter to a best friend

There needn’t be too much formality given to a letter of this nature; typically, a lot of emphases is given to standard  letter structures, with suggestions that a good letter must be split into three sections, be addressed with regard to the recipient office or authority and be written in precisely universally accepted  language (excluding slang), and while these aren’t invalid in writing informal letters, the most important key (especially in writing a letter to a friend) would be to find your voice and speak from your heart – ultimately, everything else will take shape.

Below is a written sample of a letter you could write to a close friend;

Sample letter to a best friend

Letter or email to a best friend

Dear Maya,

I often marvel at how incredibly lucky I am that you are part of my life –  I know we have known each other a while and yet, I seem unable to get accustomed to the fact that we are, and have stayed friends for so long, surmounting daunting hurdles and beating the odds that life presents at such short intervals.

Thank you for choosing to be my friend. I know that love is deliberate and not merely the output of coincidence, I know that on the day when you first walked into class on the first day of school in 5th grade, that I wasn’t merely a choice of chance, because I have seen incredible people come and go in both our lives and I know you choose to stay – regardless of all my whims and caprices.

I choose you too – to stay with you throughout the length of our lives and love you, at your best and worst, in mine as well – when convenient and when not convenient, and to fight to guard the precious gift that is our friendship for as long as we both walk this side of eternity.

I hope to see you soon; I miss you – June cannot come soon enough.

Love,

Greta.

 

Before you write your next letter!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

EMAIL ENDINGS: HOW TO END YOUR EMAIL WITH EXAMPLES.

Emails have become the 21st century method of communication, especially in the business world. Messages sent by email lack the visual and auditory cues of real-life conversation, making them particularly vulnerable to being misinterpreted. Writing the body of an email is not as tricky and confusing as email endings. When you are sending out a professional or informal email message, it is very important to end your email appropriately.

Just as there is a style to how to address someone in an official email, and for the overall format, there are also guidelines in place for email endings. Some of those guidelines include:

  • Write a summary of everything that you’ve written, just to be polite and wrap the body of your mail up properly. Include a short sign-off to signify the end of your message.
  • To end your email, it is important to convey the appropriate amount of respect to the person receiving it in a manner that is professional and courteous. This means including a befitting closing and an email signature with your contact information.
  • Be careful with your signature. Be mature and include only what is necessary. It is important to have a signature that includes your basic contact information, such as your full name, phone number, fax number, work number, work address, work email, etc. Smiley faces and the like are not appropriate email endings.
  • Never use a quote to end your email no matter how inspiring or professional the quote may seem to you.
  • You can also include a short link to your website for business emails. Do not include a list of links as that would suggest that you are trying to oversell yourself.
  • Do not abbreviate your last regard. Write in full and keep it professional.
  • Your closing should remind the reader of the main thrust of your message and, at the same time, show your pleasure in communicating with the recipient.
  • Your email closing should also leave the recipient feeling good about you.

Before you write your next email!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.


Business Email Endings

There are different ways to end business emails. Different people have their preferred ways of ending professional emails. Some of the most common and appropriate email endings include:

  1. Business Email Endings that show anticipation or call to action

Professionally, this is a very appropriate and generally acceptable method of ending your mail. Most people in the business world end with an expression of the action expected from the recipient. Examples of such endings include:

Business owner to a client:

“Do not hesitate to contact me if you have any concerns.”

Manager to secretary:

“Looking forward to receiving the minutes of the meeting.”

  1. Business Email Closing Expressing Appreciation

Ending your business email by showing appreciation is a very polite way as people love to be and feel appreciated. It leaves the recipient feeling good. Some examples of this email ending include:

“Thank you for your time and consideration.”

Jessica Orika.

“Thank you for your patience”

Jessica Orika

  1. Business Email Closing Requesting for Action

This kind of closing seems rather straightforward. It is usually adopted when there is little or no relationship between the sender and the recipient. Some examples of this closing include:

Recruiter to a job seeker:

“Please reply to this message to confirm that you accept our proposal.”

Secetary to the president of a company to an employee:

“Please contact me for an update on the outcome of the meeting with the president.”

HOD to student representative:

“Please contact me to discuss the timetable for next semester.”

  1. Signing Off with considerations

In addition to any of the optional email endings listed above, it is also appropriate to sign-off with a consideration, though it is not compulsory. Ensure that your choice consideration is an appropriate fit for the body of your message. Some of the ways of signing off include:

  • Yours Faithfully: This is very formal and very good for first time contact with the
  • Kind Regards: This is formal and can be used if this is the second time you are contacting the recipient.
  • Warm Regards and Regards This is personal and professional and appropriate only when a business relationship has been struck already.
  • Yours truly, Sincerely, Yours sincerely and All the best are good and very personal endings that depict familiarity. It should only be used for regular clients.

Your business email closing should be in this order:

A job seeker to a prospective employer:

Thank you for your time and consideration.

Yours Faithfully,

Jessica Orika

240-801-2349

www.hardtruths404.com

Casual Email Endings

Since most emails are usually professional, ending casual emails doesn’t require any standard format or guidelines. These are the kind of emails you send to a buddy from work, school or even family so be as polite and friendly as possible. Some appropriate considerations for ending emails such as this include: Best, Cordially, Cheers, Yours, Kindest regards, Warmest regards, I remain yours truly, Warmly, Take care, Have a great day, Happy Holidays, Enjoy your weekend, Keep up the good work etc.

Just be sure to let your email endings reflect your personality, professionality (for formal emails) and good manners.

 

 

 

 

 

 

 

 

 

Interview Confirmation email with samples

What is an Interview Confirmation Email?

Pretty woman surprised to receive an Interview confirmation emailYou got that job interview you have been waiting for! Congratulations!!! You are so excited about the opportunity! What next? You send a quick email to confirm that you would attend the interview as scheduled. An interview confirmation email is an email sent to let your prospective employer or recruiter know that you would be attending the interview that you have been invited for. It is also a document you can use to ask some basic questions about the interview.

An interview confirmation email say a lot about you. It says that you are thoughtful and proactive. If well crafted it can put you a step ahead of your competitors for the position you have applied for. There are 2 other emails that are also referred to as interview confirmation emails. You can find them later in this article.

Before you write your interview confirmation email!

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Sample Interview Confirmation Email.

This is an email response to an Interview Invitation Email.

Interview Confirmation Email Sample

Subject – Interview Confirmation  – Webmaster and Programmer – Dave Topal

Dear Mr Jones,

Thank you very much for inviting me to interview for the position of Webmaster and Programmer.

I really appreciate the opportunity and I look forward to meeting with the interview panel at 9.00am on Monday July 3rd in the conference room of your Office at 123 Queens road, New York.

I will bring all the requested documents. I will be happy to provide any other information you may require prior to the interview.

Thanks once again for the opportunity.

Dave Topal
123-345-6789

Other types of Interview Confirmation Email

There are two other types of emails that come to mind when some refers to Interview Confirmation Email.

  1. It could be an email that is sent by an employer to confirm the date, time and location of an interview that has already been discussed over the phone.
  2. It could be an email that is sent by an employer to confirm the date, time and location of an interview schedule that a prospective employee has agreed to via email.

Interview Confirmation Email sent by an Employer to a Job Applicant

If you have just concluded a preliminary interview with a job applicant over the phone. You have already concluded on the date, time and location of the interview verbally. It is always good practice to send an email to confirm the details of the interview.

Interview Confirmation Email Sample from Employer

Subject: Invitation to Interview

Dear John David,

Further to our phone conversation, I would like invite you to interview for the position of Webmaster and Programmer.

The interview will take place at our office in New York at 9.00am on June 3rd. You will be interviewed by an interview panel led by Mr Bob sample. The interview should last for about 90mins.

Kindly come to the interview with a government issued ID and a list of references. We look forward to seeing you.

Best Regards

Mark Thomas
Administrator
123-555-5555