[Your letterhead, if desired; if not, your return address]
[Date of letter-month, day, and year]
[Recipient's first and last names]
[Street or P.O. box address]
[City, State ZIP code]
Dear [recipient's name]:
Thanks so much for taking the time to talk with me yesterday about our plans for the Martindale project. As we discussed, we will need to hold some meetings so we can discuss strategy and other project logistics. I have scheduled a meeting for the entire project team, to take place on October 16th from 1 p.m. to 3 p.m. I have also reserved conference room 127 in building 10 for this meeting. Please note this on your calendar, and please also forward this information to anyone else who needs to be aware of the meeting.
Thank you for setting aside the time for this meeting, and please do not hesitate to contact me if you have questions or need additional information. Otherwise, I look forward to meeting with you on the 16th.
[Sender's first and last names]