To FIRST LAST, 

[Address]

24 November 2024

 

Dear [Title] LAST,

We are delighted to learn that you will be visiting [City] on [Date]. It would be good to meet up and discuss [TOPIC] in person. If it's convenient for you, shall we arrange to meet on [Date] at [Time]? 

You are welcomed to visit our office at [address] [and we have arranged a tour of our [office / facility].] You will also get to meet with our [Title – CEO / Finance Director / Sales Manager etc.], [Name]. 

[Please let me know if we can arrange transportation for you from your hotel.]

Look forward in seeing you soon.

........................................