Making Appointment. When executives have out-of-town business, arrangements must be made in advance. Either a telephone call (confirmed by letter) or a letter such as the following example can be used to set up appointments. Indicate whether you want the reader to reply by telephone and include your number.
Dear Mr. King, Richard Hill, vice-president of production at Constructive Toys will be in Chicago on Tuesday, March 19 and would like to arrange a tour of your plant while he is here. Would it be possible for him to visit your facilities sometime during the morning on Tuesday? Please let me know what time would be convenient. Thank you very much. Sincerely,
Refusing Appointment. Have you ever met someone who stubbornly wouldn’t take no for an answer? Since you never know when you may need the person or the service in the future, it might not be wise to be insulting or order the person out of the office. This is a time to practice restraint and say no firmly but nicely.
Dear Mr. Smith, Thank you for letting us know that you’ll be available next Monday morning and would like to discuss your temporary-help service with Ms.McKenzie. As Ms.McKenzie has previously indicated, we are very pleased with our present arrangements for temporary help and definitely will not consider any other services in the foreseeable future. Therefore, she has asked me to let you know that a meeting would not be at all helpful to either of you at this time. We appreciate your interest, however, and thank you for writing. Sincerely,
