All Messages

Letter schedule appointment

  1. Home
  2. 1st Anniversary Wishes
  3. Letter schedule appointment
Letter schedule appointment
September 02, 2018 1st Anniversary Wishes 3 comments

Easily send patients a reminder letter (with turn by turn directions) to help ensure appointments are kept. Visit this page for more details.

After you have paid the necessary fees and submitted the required immigrant visa application, Affidavit of Support, and supporting documents to the National Visa Center (NVC), they will review your file for completeness. Once your case becomes qualified for an interview, NVC will work with the appropriate U.S. Embassy or Consulate to schedule an appointment for you.

The U.S. Embassy or Consulate General tells NVC what dates they are holding interviews, and NVC fills these appointments in a first-in, first-out manner. However, before applicants in a numerically limited (preference) visa category can receive an appointment, their priority date must also be current. You can track your priority date using the Visa Bulletin at https://usvisas.state.gov/visabulletin. NVC schedules appointments one month in advance, but we cannot predict when an interview appointment will be available.

An interview appointment letter is sent to you (the applicant), as well as your petitioner (sponsor), and your agent/attorney (if applicable) to notify you and them of the date, time, and location of the interview once the embassy has an appointment available. There may be a wait of several months for an interview date to become available.

Supporting documents are sent to the U.S. Embassy or Consulate. Once your interview appointment is scheduled, NVC sends the immigrant visa petition, visa application, and all related forms and documents which were submitted to NVC to the appropriate U.S. Embassy/Consulate.

Important Next Steps

After receiving notification that an interview has been scheduled, it is important that you (and any family members applying to immigrate with you) prepare for the visa interview. Review Interview FAQs. Each visa applicant will need to complete a number of important next steps in advance of the interview date, including (not a complete list):

  • Gather original forms and documents - You must bring the required original forms and documents to your immigrant visa interview.
  • Schedule and complete a medical examination with the authorized physician(s).

Select Prepare for the Interview above to learn about these important next steps. 

Make an Appointment EMAIL sample: Dear Mr/Mrs Smith, I would like to Reason for writing the letter: I am writing to arrange an appointment.

How to Write an Appointment Confirmation Email for Your Client

letter schedule appointment

When you make a request or give an invitation, your word choice can make the difference between getting and not getting what you want. Today you’ll learn how to ask for a meeting by mail or email and get “yes.”

Via GIPHY

1. What is an appointment request letter?
2. When and why should you write an appointment request letter?
3. What should your appointment request letter include?
4. How to format an official appointment request letter
5. Tips to write a good appointment request letter
6. How to write an appointment request letter for multiple people
7. How to write an appointment request email
8. Mistakes to avoid in an appointment letter

What is an appointment request letter?

It is a formal letter people write to ask an individual or a group of individuals to meet with them. They may need to arrange meetings with a manager, supervisor, client or business partner.

Image courtesy of template.net

When and why should you write an appointment request letter?

An appointment request email is typically written to get people to meet with you to discuss a business opportunity or other important issues.

What should your appointment request letter include?

Whether you already know a client, or it's your first email to him/her, you should include a reason after the salutation.

“We talked with you on the phone yesterday and agreed to supply shampoo to your salon”;

“We’d like to offer you our hair care products, because…”

Even if you are sure that the client knows the address of your office and you are going to hold this meeting in the same place, make sure you stated where the meeting will be held.

“If this sounds interesting to you, we can meet on July 20, at 11 am in our office (address) and discuss our further cooperation.”

Indicate the date and time of the appointment.

“Does Monday, July 20 at 11 am work for you? Alternatively, we are available Monday, July 20 at 4 pm or Tuesday, July 21 at 10 am.”

Tell a recipient how long the meeting will take. This demonstrates that you are sensitive to his/her time and want to make it easy for him/her to plan the day.

“Are you available for a 15-minute meeting on May 12, at 9:30 am in our office”;

“We ask for 20 minutes of your time for a brief presentation.”

  • HOW YOUR CLIENT WILL BENEFIT FROM THE APPOINTMENT

When writing an appointment request letter to a client, help him/her understand the benefits.

“We have performed comprehensive research on your company, and we believe we have a mutually beneficial business offer for you.”;

“Would you be interested in a 15-minute phone conversation to see how much we can cut your expenses?”

  • Request a follow-up after the meeting

To continue to build trust and move your relationship with clients along, you need to keep in touch with them.

“We will get back to you in a few days to answer all the questions you may have and to possibly arrange another short appointment.”

How to format an official appointment request letter

Writing an efficient, polished request letter for an appointment with a client can be an easy-to-follow task when you adhere to some common rules.So what does a good appointment letter look like? What should you add to make it shine?

A branded blank shows the recipient that your company is established and professional. It inspires more trust than a letter/an email from a faceless company.

  • ADD THE SENDER'S INFORMATION

This information indicates who the letter is coming from (e.g., Mike Bradshaw, ABC company). Type your name and address in the top right-hand corner of the page. If you request the meeting via email, you can skip this part. To ensure the recipient will potentially open your email, answer yourself the question: “Which company would you prefer to reply back? The one who contacts you from [email protected] or the one who uses a non-branded email address like [email protected]?”

It is important to put the date on the letterhead, especially when you request a response. You can also skip this part if you send an email, not a physical letter.

If the letter is personal, you can indicate that by writing “PERSONAL” or “CONFIDENTIAL.” Type in all uppercase.

What are the most appropriate fonts and font sizes to use for an appointment letter? Keep in mind that your message should be easy to read and clear. Give preference to the fonts that are large enough so that the recipient doesn't have to squint or zoom in to read your letter. Do not select too big font size because it can make your message too long. Ideally, your text should fit well on a single page. Recommended fonts are Arial, Times New Roman, Verdana, Cambria, Calibri, and Courier New.  Select a 14- or 16-point font size for headings and a 10- or 12-point font size for the entire letter. Avoid writing in all capital letters. This can make your message hard to read and may sound impolite.

Image courtesy of businessinsider

  • Format your text in blocks

When writing a business letter, it is preferable to align the entire text to the left and use single-spaced lines. Use a double space between paragraphs.

Email is considered to be one of the official channels for business communication. Even if you've prepared your appointment request letter on the official blank, consider sending it by email and attaching the document.


Avoid closing your appointment request letter/email with a simple “Dennis Kraft, ABC company,” “Kind regards,” and “Sincerely.” Instead, choose a more professional ending such as an email signature. Nicely designed signature will make your email more personal and highlight your expertise. Your signature should contain your name, position and contact information. You can also add additional call-to-action with the link to accept your invitation.  Check these examples of the ideal professional email signatures.

 

Tips to write a good appointment request letter

  • Research information about your client

When it comes to writing an appointment request letter to a client, it is crucial to know who you are writing to. So before you begin an engagement, try to answer the following questions: “What's your prospect’s business or industry?”, “What things people in this industry are struggling with?”, “What is your client talking about on social media?”, etc.

  • CLEARLY STATE THE REASON OF WRITING THE REQUEST LETTER

When writing a request letter for an appointment with a client, explain why you are requesting this meeting. Do not speak too much about what you want. Instead, concentrate on the recipient and highlight the benefits he/she can get from the conversation with you.

Your letter should be brief and to the point. In case you don't know this client yet and would like to schedule the first meeting with him/her to introduce your product or services, do not try to give all the details in the first letter. Give the benefit and find out if he/she is interested. If you get "yes" for an answer, provide more details.

Write short and easy-to-read sentences, no longer than 25-30 words. Avoid using slang and too many terminologies.

  • Use verbs as a hidden CTA (call to action)

Always include a request for action in your letter. “To get answers to your questions, please…”, “Let’s schedule a quick 5-10 minute call to discuss [add the customer's pain point here].”

  • BE FRIENDLY BUT REMAIN PROFESSIONAL

Think who you are more likely to listen to, a university lecturer giving a boring speech or a media person who is animatedly telling a story? We guess you’d choose to listen to the person who talks more conversationally. In business writing, you shouldn't be overly formal. Try to keep your tone conversational yet professional. Now let's compare these two examples. Which one do you like best?

“Your email will be answered within 1-3 business days.”

“I’ll answer your email within 1-3 days.”

Image courtesy of Freepik

The second sentence sounds more informal and personal. Also, remember that a good conversation includes questions. They can make your recipient feel like you’re having a conversation with him/her.

  • ADD YOUR CONTACT INFORMATION

It is crucial to provide your client with an option to answer you back. Of course, you can write something like: “If you have any questions, please contact me at [add your telephone number] or email me at [add your email address].” But your email will look more professional if you choose to add an email signature with your contact information, social media links, and even your photo.

  • DOUBLE CHECK YOUR GRAMMAR

A proper request letter for a meeting appointment with a client requires not only an appropriate tone but also strong grammar. No doubt, the safest way to achieve perfect grammar in your business correspondence is to learn all the rules and practice them regularly. Besides, you may need to use grammar-checking tools like Grammarly, Ginger, White Smoke, and others. They will highlight your mistakes and suggest corrections.

You may want to add a brochure, samples, etc. to your letter/email. Don't forget to mention these attachments. While the word “attached” is appropriate for emails, “enclosed” is used for physical mails. However, phrases like “Please find attached” and “Please find enclosed” may sound stuffy and old-fashioned. Are there any alternatives? Yes!

Phrases below sound more natural and informal, aren't they?

“I have attached a company brochure for you.”

“Please have a look at the attached sketches.”

“Please refer to the enclosed report for more details.”

How to write an appointment request letter for multiple people

When you want to address a business email or letter to multiple recipients, consider their relationships. If the recipients know each other, you can address them alphabetically by their last names (if there are less than three people). Be sure to include the names of all individuals in the recipient’s address section and to the salutation line. First, write the name and address of the first individual. On the next line, add the street address, city, state, etc. Below add the name and address of the second individual.

Image courtesy of template.net

How to write an appointment request email

It's always an excellent idea to look at examples before writing an appointment requesting letter to a client. Below is a sample request email to ask for an appointment.

To: [email protected]

Subject: Meeting: ABC software custom features review

Dear Dr. Martin,

I am a business development manager for the ABC company. Our CEO Mr. Koch met you at the RSNA conference in Chicago last December. As we agreed, our team prepared a special version of our software for your clinic. Would it be possible for you to meet with Mr. Koch and me in our office for about 30 minutes sometime between March 21-25?

Also, please have a look at the attached report. Does it suit your requirements now?

We are looking forward to hearing from you.

[Add a professional email signature with your contact data here]

As we can see from the example, our letter asking for an appointment with a client has:

  • A relevant subject line that introduces the topic
  • A polite opening (e.g., “Dear Dr. Martin”)
  • A clear reason for the meeting and a benefit (“We prepared the software version you asked for.”)
  • Suggested date plus an option for the client to offer any convenient time
  • Estimated duration of the meeting
  • A report that demonstrates improvements important for the client
  • A polite closing (“We are looking forward to hearing from you.”)
  • A professional email signature

Mistakes to avoid in an appointment letter

Image courtesy of Freepik

People often make some mistakes when writing their appointment request letters. Here are some DON’Ts that you should avoid:

  • Do not write too much. Remember that your letter/email shouldn't exceed one page in length.
  • Do not misspell recipients' names. That goes without saying that you must double-check if you wrote them correctly.
  • Do not send letters full of misspelled words and typos. This is just unprofessional. Be sure to proofread each letter and email if you want to make a good impression.
  • Do not focus too much on yourself. When writing an appointment request email, it’s crucial to explain WHY a client should devote time to you and what he/she can get from this meeting.
  • Do not offer a very small meeting window. Try to have an entire day or even a few days for a client to choose from.
  • Do not be impatient. Sometimes you may need to get in touch with a client more than one time to get a response. However, be patient and allow at least one business day before you send a follow-up.

Conclusion

Often appointment request letters are the first contact a person makes with a prospect. Hence, it becomes critical to get the tone of the letter right to make a good first impression. It’s equally important to be able to make an appointment with someone who already knows you and get a “yes” for an answer.

To write a successful letter for request appointment with a client, keep in mind to:

  • Offer value to the invitee
  • Explain the context of the meeting clearly or even include a brief agenda
  • Ask for a particular amount of time (like 15-20 minutes)
  • Make it convenient for the recipient (by offering multiple availabilities in your schedule for the invitees to select from)
  • Show that you truly appreciate the time the recipient is going to take to meet with you.

If you send the appointment request letter to a married couple or multiple recipients who work in the same organization, put both (all) of their names on the first line, then write the address. When your recipients are located in different places or don’t know each other, you can write separate letters to each of them adding the traditional "carbon copy" notation (CC) at the bottom of your letter.

When speaking of emails, insert the names of each person you are addressing in the “To” field (if they know each other). Don't use the CC field if you have no intention to prioritize any person. All of your invitees should be equal.

Liked? share this post with your friends!

WATCH THE VIDEO ON THEME: Scheduling a Doctor's Appointment - Health English Lesson
if you still love me
A secret love
positive feedback template
This is why i love u
credit reference letter for business
Thank you and i love you message
persuasive letter to the editor
Wishing words for farewell

Schedule an Appointment to Interview a Potential Employee

letter schedule appointment

Important Note:

  • If you have applied within last 5 years for a Canada Temporary Resident Visa (Visit, Study and Work permit), please contact us on our Helpline Number to check if you need to book an appointment to visit your nearest visa application centre for the submission of your Visa application.
  • If you have applied using the E-application method and have been notified via email to submit your passport through a Passport Request Letter. Please be informed that you do not need to book and appointment for the submission at the VAC.

Effective 03 November 2018, prior appointment is mandatory for Biometric Enrolment at all the Canada Visa Application Centres (CVAC) in Pakistan. Depending on your nationality, you may already need to give biometrics.

Since July 31, 2018 – applicants from Europe, Middle East and Africa

Starting December 31, 2018 – applicants from Asia, Asia Pacific and the Americas

To find out if you need to give biometrics, please visit http://www.cic.gc.ca/english/visit/biometrics.asp

Please note that appointments are mandatory in order to enroll biometrics at the Visa Application Centre. A planned visit with a preferred time slot at the Visa Application Centre guarantees prompt service thus eliminating longer waiting time resulting in inconvenience.

Please note, for the sole purpose of scheduling appointment VFS Global will collect Personal Information from the applicant. A consent form to this regard will be required from the applicant.

Applicants requesting emergency appointments for the purpose of biometric collection may do so provided suitable proof of the emergency is presented at the time of the appointment. Suitable proof may include a note or other documentation from an official. Please note that this proof only needs to be presented and will not be collected by the VAC, and that this will provide an emergency biometric appointment but not affect IRCC’s processing time for the application. For any further information or questions, the Contact Centre is able to assist with any inquiries.

  • Online

    • Please click here to schedule an appointment. The link will redirect you to an Appointment Login screen enables you to:

      • Schedule an appointment
      • Re-schedule an appointment
      • Cancel an appointment

      Kindly follow the instructions mentioned on the page to create your own login credentials and schedule an appointment.

      Please note: VFS Global will only collect your Personal Information for the sole purpose of scheduling an appointment.

      The appointment letter will provide details of the date, time and location of the appointment, along with other relevant information.

      A reminder notification will be sent via email or mobile, 24 hours before the appointment date.

      Please ensure you arrive at the Canada Visa Application Centre 15 minutes prior to your appointed time.

      Click here for Security Regulations at the Visa Application Centre

      Contact Centre telephone number: +92-51-8439344

  • Telephone

    • Applicants who wish to schedule an appointment via phone can do so by calling the helpline number at the bottom of this page. A contact centre agent will be available to assist you in scheduling an appointment.

      Please note, VFS Global will only collect your Personal Information for the sole purpose of scheduling an appointment. A consent form authorizing VFS Global to collect the required personal information will be presented via IVR, and an electronic authorization will be obtained prior to the collection of personal information.

      Once the appointment is scheduled, an appointment letter will be emailed to the registered email ID captured during the appointment scheduling process. If an email address is not provided, an SMS notification is sent confirming the date and time of the appointment on the registered mobile number.

      A reminder notification will be sent via email or mobile, 24 hours before the appointment date.

      Please ensure you arrive at the Canada Visa Application centre 15 minutes prior to your appointed time.

      Click here for Security Regulations at the Visa Application Centre

      Contact Centre telephone number: +92-51-8439344






  • Email

    • Applicants who wish to schedule an appointment via email can do so by using the web form hosted on this website.

      Please note, VFS Global will only collect your Personal Information for the sole purpose of scheduling an appointment. Do not include any Personal Information other than what is required by the appointment scheduling system in emails, web chat, SMS or other non-secure electronic communication.

      After the appointment is booked, a copy of the appointment letter containing the appointment reference number will be emailed to the registered email ID of the applicant, captured during the appointment scheduling process. The applicant is also sent an SMS notification with a confirmation of the appointment, provided a mobile number has been furnished.

      Applicant will receive a reminder notification via email and/or mobile number 24 hours before the appointment date.

      Please ensure you arrive at the Canada Visa Application Centre 15 minutes prior to your appointed time.

      Click here for Security Regulations at the Visa Application Centre

      Please click here to access the Web form and provide the required information for scheduling; rescheduling or cancelling appointment.

      Contact Centre telephone number: +92-51-8439344






  • WebChat

    • Applicants who wish to schedule an appointment using “Chat Now” can do so by clicking the option available at the bottom of this page. A contact centre agent will be available to assist you in scheduling, rescheduling or cancelling an appointment.

      Please note, VFS Global will only collect your Personal Information for the sole purpose of scheduling an appointment. Please do not include any Personal Information other than as required by the appointment scheduling system in emails, web chat, SMS or other non-secure electronic communication.

      Please ensure you arrive at the Canada Visa Application centre 15 minutes prior to your appointed time,

      Click here for Security Regulations at the Visa Application Centre.

      Contact Centre telephone number: +92-51-8439344






  • In Person at the Visa Application Centre

    • Applicants who wish to:

      • Schedule an appointment in person
      • Re-schedule an appointment in person
      • Cancel appointment in person

      Applicant can walk in to the Canada Visa Application Centre (CVAC) during stipulated business hours, and request for this service.

      Applicants are provided the option to use the Self-Service method or Assisted Service at no additional cost

      Please note: VFS Global will only collect your personal information for the sole purpose of scheduling an appointment. A hard copy of the consent form authorizing VFS Global to collect the required personal information will be provided to the applicant prior to collection of information needed to schedule an appointment.

      Click here to find a Visa Application Centre closest to you

      Click here for Security Regulations at the Visa Application Centre.

      Contact Centre telephone number: +92-51-8439344






NVC schedules appointments one month in advance, but we cannot predict when An interview appointment letter is sent to you (the applicant), as well as your.

Advising Services

letter schedule appointment

This is possible by appointment only. This way, you know exactly when it is your turn and there is no waiting time.

Please make an appointment online for the following products and services: 

  • Biometric information (passport photo, fingerprints and signature)
    For your residence document the IND requires a passport photo, fingerprints and a signature.

  • Collecting your residence document or original document
    The IND will inform you (or your sponsor) when your residence document or your original document, such as your passport or birth certificate, is ready for collection. Please make an appointment at the IND desk mentioned in the letter.

  • Residence endorsement sticker
    A residence endorsement sticker is placed in your passport. This sticker is a proof that you are allowed  to await your procedure in the Netherlands. It also states if you are allowed to work.

  • Return visa
    Do you want to travel abroad when you temporarily do not have a valid residence permit? Then sometimes a return visa is needed to return to the Netherlands.

  • DNA test 
    You applied for family reunification and have to demonstrate by means of documents that a family relationship exists. If these documents are not sufficient or missing through no fault of your own, the IND can offer you a DNA test. You can only make an appointment for a test if you have received a DNA letter from the IND.

  • For other appointments please call +31 (0)88 043 0430.

    WATCH THE VIDEO ON THEME: What To Do After I received NVC Letter???

    Looking for a sample request letter for meeting appointment with boss, client, will consider my request and give me an appointment from your busy schedule.

    letter schedule appointment
    Written by Taurr
    Write a comment