LetterAgent
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State who you are, what you want to discuss, and two or three specific times you are free, then give a reply deadline and a phone number, so the recipient can say yes without writing back to ask for details. A meeting request that forces a round of clarifying questions usually dies in the inbox.
Mail still fits three cases email handles poorly. First, formal requests to officials, boards, and executives, where a letter carries weight an email does not. Second, requests to people who do not know you, where a letter on paper reads as more deliberate than a cold email. Third, requests that need a paper trail: a meeting requested in writing, with a date, is hard to deny later. Mail is slower, so it suits meetings planned weeks ahead, not urgent ones. If you need a meeting this week, call first and send the letter as confirmation.
Keep the whole letter to one page. A two-page meeting request suggests a meeting that will itself run long, and busy recipients notice that signal. If background material is essential, mention it in one line and offer to send it ahead, rather than enclosing it. LetterAgent mails single letters with no inserts, so attachments are not an option through that route in any case.
Offer a small range and a fallback. For example: Tuesday or Thursday afternoons in a named week, or "any weekday morning if those do not work." That gives the recipient a choice without turning the letter into an open-ended "let me know when you are free," which puts all the work on them. Avoid proposing a single time only, and avoid proposing times less than a week out, since mail transit plus diary checking takes time. If the recipient is in another time zone, state times in their zone, not yours, and say so plainly.
| Part of the letter | Strong version |
|---|---|
| Opening | Your name, role, and the topic in two sentences |
| Reason | Why this meeting, and why with this person |
| Times | Two or three dated options, with a fallback week |
| Length and place | Thirty minutes, at their office or by phone |
| Close | Reply deadline, phone, and email |
Wait until your stated deadline passes, then follow up once, briefly, by a second channel: a phone call or a short second letter referencing the first, with its date. Do not send the same letter again without noting it is a follow-up, or the recipient may treat it as a new request and restart their internal clock. If the second attempt also draws no reply, take the silence as an answer for now and try a different contact, such as an assistant or a deputy, rather than writing a third letter to the same person. For formal bodies, such as a council or board, check whether meetings must be requested through a clerk or secretary; a letter to the chair alone may sit outside the official process.
Yes, to any US or Canadian address: describe it to your AI assistant, approve the exact quoted price, and it is printed on standard 8.5 by 11 inch paper and mailed in a double-window envelope. Build in transit time when you propose dates, and keep a copy of the letter with the dates you offered, so your follow-up can reference them exactly.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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