How to Write a Meeting Acceptance Letter

The Meeting Acceptance Letter is written in response to the request letter for meeting. For this reason, one can say that it is an outcome for the meeting request letter and hence a reply from the recipient. While writing this letter, one has to ensure that it should posses a highly professional look. Apart from this, the letter must mention the confirmation of meeting in a way that it should contain information such as meeting time, number of participants in meeting, venue of meeting and of course the date. In case of any changes in the meeting, it is the responsibility of the sender to inform the recipient about it.  This article not only contains the steps to write a meeting acceptance letter, but the sample and template in order to make it a cake piece for you. What you have to do is, go through it, edit it according to your requirement, and present it.

Instructions

  • 1

    Your / Sender Contact Information

    Write your name at the top left corner of the page followed by your designation, company name, address, City, State, Zip code, contact number, and email address.

    (Your / Sender Name)
    (Your / Sender Designation)
    (Your / Sender Company Name)
    (Company’s Address)
    (City, State, Zip code)
    (Your / Sender Phone Number)
    (Your / Sender Email Address)

  • 2

    Date

    Leave one line space below your contact information and write down the date of the Meeting Acceptance Letter.

  • 3

    Recipient’s Contact Information

    Skipping one line below date, write down the contact information of the sender. You can get the information from the meeting request letter. Write his or her full name followed by designation, phone number, and email address.

    (Recipient’s Name)
    (Recipient’s Designation)
    (Recipient’s Phone Number)
    (Recipient’s Email Address)

  • 4

    Opening Salutation

    Address the recipient by writing, Dear Mr. / Ms. / Mrs. followed by his or her surname.

  • 5

    Main Body of the Meeting Acceptance Letter

    The body of the meeting acceptance letter is composed of no more than two paragraphs. The first paragraph should create some excitement for the recipient in a way that if there was an issue going on, but even then you find some time to attend the meeting. In the second paragraph, you can simply mention the timings or duration of the meeting along with the venue. In addition to that, thank the recipients for the meeting invitation.

  • 6

    Closing Salutation

    Conclude your meeting acceptance letter with valedictions such as Respectfully Yours, Yours faithfully etc.

  • 7

    Your / Sender Handwritten Signature

    Leave three to four lines below the closing salutation for your handwritten signature.

  • 8

    Your / Sender Typed Name

    Type you full name below your handwritten signature.

  • 9

    Sample Meeting Acceptance Letter

    Harry James
    Human Resource Manager
    Falcon Group of Companies Pvt. Ltd
    265 East Wetmore Street, Block - J, Lane 85
    Manteca, CA, USA
    0044-27383939393
    harryjame@ falcongroup.com

    April 18, 2012
    Michael William
    Director General
    Falcon Group of Companies Pvt. Ltd
    0044-627383833939
    michaelwilliam@ falcongroup.com

    Dear William,

    It is my pleasure to inform you that your request for a general staff meeting regarding Salary Increments of the employees has been accepted. The reasons you mentioned in the request seemed very much valid and hence facilitated the decision for calling General Staff Meeting at the earliest possible. Nevertheless, the final decision about salary increments will be made after discussion in the meeting.

    You are hereby directed to inform the staff members about the meeting particulars. As mentioned above, it will be held on the 30th of April in the Main Conference Hall after 4:00 PM. Kindly inform the staff members to be on time as the meeting will be presided by the Chief Executive, Mr. George Slone. In case of any queries or concerns regarding the meeting, please feel free to contact me via email.

    Yours Faithfully,

    Harry James

  • 10

    Template Meeting Acceptance Letter

    (Your / Sender Name)
    (Your / Sender Designation)
    (Your / Sender Company Name)
    (Company’s Address)
    (City, State, Zip code)
    (Your / Sender Phone Number)
    (Your / Sender Email Address)

    Date

    (Recipient’s Name)
    (Recipient’s Designation)
    (Recipient’s Phone Number)
    (Recipient’s Email Address)

    Dear Mr. (SURNAME OF THE RECIPIENT)

    It is my pleasure to inform you that your request for a general staff meeting regarding (REASON BEHIND CALLING THE MEETING) of the employees has been accepted. The reasons you mentioned in the request seemed very much valid and hence facilitated the decision for calling meeting at the earliest possible. Nevertheless, the final decision about (MENTION THE TOPIC OF THE MEETING) will be made after discussion in the meeting.

    Make sure to inform the staff members about the meeting particulars. As mentioned above, it will be held on the (MENTION THE DATE OF MEETING) in the (VENUE) after (TIMINGS OF MEETING). Kindly inform the staff members to be on time. In case of any queries or concerns regarding the meeting, please feel free to contact me via email.

    Yours Faithfully,

    (YOUR / SENDER HANDWRITTEN SIGNATURE)

    (YOUR / SENDER TYPED NAME)

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