Request an official appointment with the Diaspora Affairs Office.
Follow the proper procedure to ensure your request receives
appropriate consideration.
1
Subject Matter
2
Personal Information
3
Meeting Details
4
Review & Submit
Procedure for Requesting an Official Appointment
1. Define the purpose of the meeting
Establish, with precision, the reason an appointment is required.
You should be able to articulate:
subject matter to be discussed;
expected outcomes of the meeting;
relevance of the matter to the mandate of the Diaspora Affairs
Office;
benefit to Ghana and/or the diaspora community.
2. Identify the appropriate office holder
Determine whether the matter should properly be addressed to:
Director (for strategic, policy, or high-level engagements);
Deputy Director (for operational or programme-related matters);
or
both, where the issue spans both administrative and strategic
concerns.
3. Prepare necessary background documents
Before initiating contact, assemble supporting materials that may
assist the Office in assessing your request. These may include:
a brief concept note or summary of the matter;
an organisational profile or personal résumé;
copies of relevant correspondence;
evidence of registration or legal standing (if applicable);
proposed agenda or discussion points.
4. Draft a formal written request
Compose a courteous and properly structured letter or email. The
communication should:
be addressed formally (e.g., Dear Director or Dear Deputy
Director);
introduce yourself or your organisation;
state the purpose of the requested meeting clearly and
succinctly;
explain why their attention or guidance is required;
propose possible dates and times;
indicate your availability and contact information;
express appreciation for their consideration.
Maintain a respectful and restrained tone. Avoid casual language
or undue familiarity.
5. Use official communication channels
Submit the request through recognised and appropriate means, such
as:
Office's official email address;
a formal letter delivered to Office premises;
or any designated appointment or correspondence portal.
6. Allow reasonable processing time
Permit sufficient time for review and scheduling. A period of ten
working days is generally appropriate before making any follow-up
enquiry. Excessive or premature contact may be regarded as
discourteous.
7. Conduct a polite follow-up, if required
If no acknowledgement is received within a reasonable timeframe,
send a brief and respectful follow-up message referencing the
original request. Refrain from repeated or insistent
communications.
8. Confirm the appointment formally
Once an appointment is offered:
Acknowledge acceptance promptly;
Confirm the agreed date, time, and venue or virtual platform;
Provide any requested materials in advance.
Adhere strictly to punctuality and protocol.
9. Observe official decorum during the meeting
Attend punctually, dress formally, and conduct the meeting with
courtesy and clarity. Provide concise explanations and avoid
digressions. Afterwards, it is good practice to send a brief
letter of thanks.