Appointment Letter Sample | Formal Letter Samples

You can use an appointment letter to schedule or reschedule an appointment. Here is a sample appointment letter that you can use as an outline for drafting your own appointment letters.

Appointment letter sample

Your Street name
City, State, Zip Code


Name of the recipient
Designation of the recipient
Street name
City, State, Zip code

Dear recipient name:

I am writing to ask if it will be possible to see you sometime next week to discuss a possible partnership between your clothing line and our chain of retail stores. We have stores in most major cities and are planning to set up some in smaller towns too. I am quite confident that a partnership between our firms will be beneficial for us both.

If you are interested in partnering with us, please let me know a time when it would be convenient for us to meet so that we can further discuss our options and possibilities.

I look forward to hearing from you.


Your name

Useful phrases for an appointment letter

I need to cancel the appointment I made to see you on …

I regret my inability to meet with you on …

I regret that I must cancel our appointment to discuss…

I am sorry that I will be unable to meet with you on …

I apologize for any inconvenience this may have caused you.

Please call me after (date) to set up another appointment.

Please contact my secretary to schedule another appointment.

Manjusha Nambiar

Hi, I am Manjusha. This is my blog where I give English grammar lessons and worksheets.

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