1 It is a good idea to have a written agreement of the understandings between all the parties. It would serve as a proof for future. A review of the terms and conditions and a confirmation letter would suffice.
2 If necessary, reiterate the terms discussed in the last meeting with the reader.
3 Review the details of the upcoming meeting and confirm the time and place.
4 Include any other required information. End with a kindly note.