Essential Business Email Templates: Requesting, Accepting, and Rescheduling Meetings

Key Business Writings: Unit 7

This section provides essential templates for professional email correspondence related to scheduling and managing business meetings.

1. An Email Requesting a Meeting

Subject: Meeting Request: Discussion of Annual Report

Dear colleagues,

I would like to schedule a meeting to discuss our annual report. I would like to hold the meeting at the Hotel Platería in the conference room on Thursday, 14th January, from 11:00 to 13:00. Please bring all the relevant data on your projects. I hope the time is convenient for you all. Please confirm your attendance or let me know if there are any problems.

Regards,

Francisco Macías
Director of Finance

2. An Email Accepting a Meeting Invitation

Subject: Re: Meeting Request: Discussion of Annual Report - Confirmation

Dear Francisco,

Thank you for your email regarding the meeting on Thursday, 14th January, at 11:00. I would like to confirm my attendance. I am available on that date. I will bring the data on all our financial activities in Granada over the last year. Is there anything else you would like me to prepare?

Looking forward to our meeting.

Sincerely yours,

Sheila García
Financial Department

3. Key: An Email Cancelling and Rescheduling a Meeting

Versión en Español (Spanish Version)

Estimados compañeros,

Lamentablemente no podemos celebrar la reunión de ventas el 14 de enero como se planeó originalmente. Esto es debido al hecho de que algunos miembros del departamento de ventas están viajando a Madrid en esa fecha.

Nos gustaría volver a fijar la reunión para el jueves 4 de febrero. La reunión seguirá siendo en la sala de conferencias del Hotel Platería de 11:00 a 13:00 y habrá un descanso para el almuerzo. Por favor, confirma tu asistencia. Si no puedes asistir, házmelo saber lo antes posible.

Esperando verte el 4 de febrero.

Jaime Mateo
Encargado de ventas

English Version

Subject: Cancellation and Rescheduling: Sales Meeting

Dear colleagues,

Unfortunately, we cannot hold the Sales Meeting on 14th January, as originally planned. This is due to the fact that some members of the Sales Department are travelling to Madrid on that date.

We would like to reschedule the meeting for Thursday, 4th February. The meeting will still be in the conference room at Hotel Platería from 11:00 to 13:00, and there will be a lunch break. Please confirm your attendance. If you are unable to attend, let me know as soon as possible.

Looking forward to seeing you on 4th February.

Jaime Mateo
Head of Sales