You are meeting an important business contact from overseas who you have never met in person. You are meeting him/her at the airport.
Write to your business contact. In your letter
• explain that you will meet him/her
• tell them where to wait for you if you are late
• talk about how you will be able to recognise each other
Dear Mr Boswell,
I am writing regarding arrangements for your upcoming visit. To confirm, I will be meeting you at the airport and will be able to take you to your hotel. For your information, I already have your flight details here.
I intend to be at the airport in plenty of time and I will be holding a sign with your name so that you will be able to find me easily. As you come into the arrivals hall, you will see the exit doors straight ahead of you, I thought it would be convenient to wait for you there.
In case of unexpected delays, it may be worth being aware that there is a coffee house to your right as you enter the arrivals hall. Please order a coffee if for some reason I am not already waiting for you, I will come and find you once I arrive.
Given the aforementioned, it may be useful for you to know that my mobile number is 027 566 8973.
I look forward very much to meeting you soon. Please feel free to contact me if you have any questions.