This letter can be used when inviting visitors:

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Mrs. Susan Squillionaire
Managing Director
Spiffing Widgets Limited
Acomb

Dear Susan,

Many thanks for speaking with me earlier. As discussed, my business group meet on Tuesday morning at The Village Hull.

I have provisionally reserved you a place on the 9th and 16st December and will call you later to discuss which date suits you best.

In the mean time I have circulated your details to the group to make them aware of who you are and what you do so that they may consider opportunities for you before your visit…

Kind regards