What should your appointment request letter include? Manage meeting requests like a pro with our indepth guide to writing the best meeting request emails.I am writing to request an appointment with you at your earliest convenience. These emails are needed to arrange meetings and upcoming appointments with clients, managers, supervisors, or business partners. Sample Meeting Request Letter. Use the sample letter below as a guide for drafting your own meeting request to your Members of Congress. We walk you through the email appointment format, explaining the building blocks of crafting compelling subject lines and body copy. In this piece, you'll learn how to schedule an appointment in an email. You'll also get some samples from experts.