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Sample Request for Attendance at a Meeting

When you call a meeting at work you are entitled to require any member of staff to attend it at a time to suit you (within working hours). A simple email request or adding it to their Outlook calendar is good enough. However, if you want to invite someone who isn’t an employee but will have the ability and or authority to help with a positive outcome to your meeting, then a more formal request is required.


Letter or email requesting attendance at a meeting

Sample 1


Dear [Name of Recipient],

We would like to request your presence at the board meeting that will be held on [Date] at [place]. The meeting will tackle [topic of the meeting] and it is very important to have you as one of the attendees.

During this meeting we will be discussing [topic here] and, as this is one of the most important issues that our company is currently facing, we would be very grateful for your expertise and input.

Please let me know if you can attend the meeting or we can reschedule it for your convenience.

We look forward to hearing from you.

Your Sincerely,

[Name of Sender]


Sample 2:



Dear [Name of Recipient],

Our annual committee meeting will be held this year on [Date] at [Place].

We request you attendance since we will need all possible members to deal with several matters arising.

If you cannot attend the meeting on the date specified, we would like to request someone from your staff to attend  the meeting in your place who can provide you with the details and the topics discussed.

Attached is the agenda. Unfortunately the agenda cannot be amended at this time but should you wish to discuss anything else at the meeting this can be done under  Matters Arising.

Yours Sincerely,

[name of Sender]

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