Here is a sample of what the official mail looks like:

Dear Mr. his name/Mrs. her name/Ms. her name

I am XY, your Onboarding manager. I am looking forward to cooperating with you, I believe that we will establish long-term successful cooperation. You have selected the Onboarding program 1/2/3/ that includes 20 hours. It means that we will meet together at the Kick off meeting, then collect important data, set up the system, meet for a presentation of the set up solution, and then train your team.

According to my information we will implement Teamogy for 1/2/3 / … legal entities and overall for XY users. According to the plan, your company should start working in Teamogy from DD.MM.YY, is this correct information? I see that your Teamogy (is / is not ready) at clan.teamogy.com, do you like this domain?

I would like to make an appoiment with you, which we call Kick off meeting. Meeting will take 2 hours and its agenda is fully described in the attachments.  At the first meeting, I would like to meet the key people in your company and those you want to dedicate to Teamogy from the beginning of Onboarding. In the Attachment you will find information on what we will need from you  during Onboarding.

For me, the ideal terms for a Kick off meeting are:

• DD/MM/YY HH:MM
• DD/MM/YY HH:MM

Does any term suit you? 

Thank you! I am really looking forward to meeting you.  

Yours Sincerely

XXX XXX