Need to nail down a date? Want to make it official? A “Sample Letter To Put Date On Calendar” does just that. It’s used to formally propose or confirm a date for a meeting, event, or deadline. Think of it as your professional way to say, “Let’s mark this day!”
Writing such a letter can feel daunting. Where do you even start? Don’t worry, we’ve got you covered.
This article is your go-to resource. We’ll share ready-to-use templates and examples. These samples will make writing your own “Sample Letter To Put Date On Calendar” a breeze.
Sample Letter To Put Date On Calendar
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Subject: Important Date to Add to Your Calendar
Dear [Recipient Name],
This letter is a friendly reminder to please mark [Date] on your calendar.
This date is for [Briefly explain the reason for the date, e.g., our upcoming meeting, the project deadline, the company holiday party].
Knowing this date is on your calendar will help ensure [Explain the benefit of them having the date on their calendar, e.g., we are both prepared for our meeting, the project stays on schedule, you don’t miss out on the fun].
If you have any questions, please feel free to contact me.
Sincerely,
[Your Name]
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How to Write Letter To Put Date On Calendar
Subject Line: Your Initial Gambit
The subject line is your initial foray. It should be concise, typically fewer than ten words, and immediately telegraph the letter’s purpose. For example, “Scheduling Meeting for Project Phoenix” or “Request to Pencil in Presentation Date” are both efficacious.
Salutation: The Cordial Overture
Begin with a polite salutation. “Dear Mr./Ms./Dr. [Last Name],” is generally a safe bet for formal correspondence. If you have a pre-existing rapport, “Hello [First Name],” or “Hi [First Name],” might be more apposite. Avoid overly effusive greetings.
Body Paragraph 1: Setting the Stage
Clearly articulate the reason for your correspondence. State the purpose of the meeting, event, or engagement you wish to schedule. Provide sufficient context so the recipient understands the impetus behind your request. Be succinct; avoid prolixity.
- Specify the project or topic.
- Briefly explain the importance of the meeting or event.
Body Paragraph 2: Proposing Dates and Times
Offer several date and time options for consideration. Providing a range of choices demonstrates flexibility and increases the likelihood of finding a mutually convenient time. Be mindful of the recipient’s potential availability; consider their time zone, if applicable.
- List at least three potential dates and times.
- Indicate the duration of the meeting or event.
- Suggest alternative meeting formats, like a phone call or video conference if appropriate.
Body Paragraph 3: Contingency and Contact
Offer an alternative means of contact should the proposed times prove untenable. Include your phone number or an alternative email address. Express your amenability to further discussion and scheduling adjustments.
- Provide your phone number or an alternative email address.
- State your willingness to accommodate their schedule.
Closing: The Polite Farewell
End with a courteous closing. “Sincerely,” “Regards,” or “Best regards,” are all suitable. Avoid overly familiar closings unless you have a close personal or professional relationship with the recipient. A hastily written closing can diminish the impact of an otherwise well-crafted letter.
Postscript: The Optional Addendum
A postscript (P.S.) can be used sparingly to add a final, salient point or piece of information. It’s generally reserved for emphasis or to convey something slightly more personal. Use it judiciously, as overuse can dilute its impact.
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Frequently Asked Questions: Sample Letter to Put Date on Calendar
This section addresses common queries regarding the use of a sample letter for scheduling purposes. It aims to provide clarity on how to effectively request a date be added to someone’s calendar.
What is the purpose of a sample letter to put a date on a calendar?
The primary purpose is to formally request that a recipient adds a specific date and time to their calendar, usually for a meeting, appointment, or event. It ensures that the recipient is aware of the commitment and has it scheduled accordingly.
What information should be included in the letter?
The letter should include the date, time, and duration of the event, a brief description of the event’s purpose, the location (if applicable), and any necessary preparation or materials the recipient needs to bring.
How formal should the letter be?
The level of formality should align with your relationship with the recipient. For external contacts or superiors, maintain a formal tone. For colleagues or individuals you know well, a slightly less formal tone may be appropriate.
What is the best way to send the letter?
Email is generally the most efficient method for sending such a request. However, physical letters may be appropriate in more formal situations or when dealing with individuals who prefer traditional communication methods.
What should I do if the recipient does not add the date to their calendar?
Follow up with the recipient to confirm they have added the date to their calendar. A polite reminder can help ensure the event is not overlooked.