Dear :

My colleagues and I will be very pleased to welcome you on your first visit to our company. On , the day of your arrival, I will meet you at the airport myself and escort you to your hotel, provided no urgent business arises at short notice. I can ensure you that your trip to [area] will be both pleasant and productive.

Before we meet, you may like to take a look at the enclosed proposal for . I am aware that there are a number of unresolved issues, but I am confident we can reach agreement on such matters during your visit.

See you on .

Yours sincerely,

[name]

[title]