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.

If you want to know more about how to write a meeting acceptance letter, simply scroll down and follow our step by step guide.

Tips to Write a Meeting Acceptance Letter

  • Always maintain a formal and professional tone during such letters
  • Be concise
  • Write the important dates
  • Be thankful


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    Sample of 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

    April 18, 2012
    Michael William
    Director General
    Falcon Group of Companies Pvt. Ltd

    Dear William,

    I am writing this letter to inform you that your meeting request in order to discuss Salary Increments of Employees has been accepted. We thoroughly examined the reasons you mentioned in your letter and we decided that this meeting must take place before the fiscal year ends.

    You are now required to inform all the staff members who have to be a part of this meeting. The meeting will take place on 10th April 2013 in the Main Conference Hall at 10:00AM.

    Please inform all the staff members that they should be present at the meeting on time. The Chief Executive, Mr. George Slone, will also be present in this meeting. If there are any questions regarding these meetings, please let us know via e-mail.

    Yours Faithfully,

    Harry James

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    Template of Meeting Acceptance Letter

    (Your Name)
    (Your Address)
    (Your Phone Number)
    (Your Email Address)


    (Company’s Address)
    (City & Zip Code)

    Dear (Recipient’s Sir Name),

    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,

    (Signature of the Sender)
    (Name of the Sender)


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