The 7+ Sample Emails to Schedule a Meeting | request meeting (2023)

The 7+ Sample Emails to Schedule a Meeting | request meeting (1)KrunalOctober 13, 2022 | 9 full read 22806 readings

First, what to expect from this blog?

  • Top examples or email samples for scheduling a meeting
  • How do I request a meeting by email?

It means, only one solution!

Scheduling an email meeting is a very common practice for businesses of any size to communicate to discuss a variety of topics, whether it's about an interview, following up with a lead, lead generation, or any other topic, it all comes together. . it fits perfectly in a meeting organized by email.

It should be noted: Email meeting request has three main reasons for scheduling, including:

  • Tempo,
  • Data, &
  • Local/Local

But writing an attractive and well-structured meeting request email is not everyone's cup of tea!

So, in this blog, we cover the best tips on how to request a meeting via email along with 7 examples or email examples for scheduling a meeting.

And using it, you can easily create your own awesome version without scratching your head!


Key benefits of requesting a meeting by email

It is important to schedule meetings correctly and accurately as it is a communication skill that helps you a lot in any type of business career.

And these are some of the main ones.benefits of scheduling meetings through an email listas follows:

  • Both the recipient and the sender can access the meeting details like: location, time, location, contact information or the reason for the meeting in no time.
  • Both the recipient and sender can easily share meeting details to their personal calendars or organization apps with just a few clicks, avoiding any oversights.
  • Through email, the accuracy of the meeting time, place, and date is still very vivid, leaving no room for miscommunications (which often happens in verbal communications).
  • Via email, you can also link RSVP and on-time directions.

How do I request a meeting by email?

Certainly, email opens up many exciting opportunities to keep meetings exceptional.

However, you must be clear when writing an email to schedule a meeting, including certain objectives as the main body of your email script.

Try these quick steps to request a meeting by email:

  • Subject line (clear and crisp)
  • Greeting
  • Your introduction (if necessary)
  • reason for the meeting
  • Time and place (suggest flexible time and date)
  • Confirmation Response Request
  • a reminder

1. Write a clear and direct subject line for your email to schedule a meeting

The recipient's first interaction should always flow with the subject line of an email.

Because it is the most critical part that decides whether the recipient will continue to read the email or not.

Therefore, try to formulate an attractive, crisp and clear subject line that will grab the recipient's attention so that it is difficult for them to ignore your email.

But sometimes you write an email to set up a meeting to connect with someone you've never met before. In those cases, you can only mention the name of the person in the subject line who gave you the referral. For example, "Clara suggested we meet."

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Or try more formal shades like:

  • “Meeting time request”
  • “Please provide your preferred time for a meeting”, etc.

2. Hail booty!

You may have seen countless formal emails that begin with greetings like "Dear Sir/Madam." after the recipient's last name. It works best if you are not familiar with the recipient's gender or name.

Whereas, if you want to schedule a meeting with multiple people, just start with "Dear Department Heads" or "Dear Employees" and easily greet everyone at once.

3. Your presentation (if necessary)

Introductions are essential, especially when the recipient doesn't know you personally or isn't expecting your email to arrive.

This helps break the ice for a more formal or informal discussion of the main topic.

So make sure your presentation contains all the important details, such as your designation, your current work location, and what exactly your job profile offers to clients.

4. Mention the reason for the meeting in the email to schedule a meeting

How the hell can you NOT put that in your email?

Many business people sometimes forget to mention the reason in their emails for scheduling a meeting. And if you do the same, you will find great success on your first impression.

So keep your eyes open when defining the reason for the email. And write exactly why you want to meet the recipient for a meeting.

This not only helps you individually, but also helps the recipient to allocate time and resources accordingly.

And remember: 'Being specific is the key to being sure'

For example, "I'd like to talk about the Field Museum shortlist interviews" is much more accurate than "I'd like to talk about the shortlist."

This means trying to keep sentences short and using bold or other highlighting formatting to make your point stand out.

5. Time and place (provides flexibility)

Of course, a certain place and time always makes things easier not only for you, but also for the recipient.

But, a request should always be generous because an email to schedule a meeting should have some flexibility.

Plus, it gives recipients plenty of room to think more if they can't make it at the set place or time. Also, they are more likely to agree to your request to meet at a time and place that is convenient for both of you.

6. Request a response or confirmation

After completing all the tasks mentioned above, you should request a confirmation response from the recipient.

But why?

How can we help you make reservations, place food and beverages orplanning meetingspace accordingly.

7. Send a reminder

For those who want to strive for perfection, sending a reminder is the most appropriate way.

To do this, be sure to set a reminder on your calendar for the meeting. Also, make a generous follow-up email to remind the recipient if they seem too busy with other work.

In addition to various forms of business communication, there are also a plethora of solicitation email types.

Therefore, we have provided you with 7 unique meeting request email templates with attractive subject lines and many other aspects.

Also, examples for yoursales commitmentOutreach and leadership of successful connections.

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In fact, the RAP template among the top meeting email sample requests has gained a lot of popularity these days. He claims,

  • A - provide oneRease to write
  • A – ask for certainAfiction
  • P - close emailPAGprofessionally

Example 1 – Professional Cold Email Example for a Meeting Email Request

Cold email generally refers to sending emails to someone who is unfamiliar with you or unknown to you.

Let's take a look at its structured format with the RAP formula in mind:

Dear [Recipient Name],

I am [your name/sender's name] and I work for [your designation] at [company name]. We work in [define your specialty]. Regarding your key role in this field, I think a collaboration would be beneficial for both of us. In particular, you would access our experts in the consulting team along with a suite of award-winning products.

I would love to request a [mention location] meeting at [mention flexible date and time] where we can discuss this further.

Feel free to prefer another time and place if that doesn't work for you.


[Your name]

Observation:Be sure to make your CTA a bit flexible because they can only say “yes” to the meeting request via email.

Example 2: Cold email with your introduction

Cold emails are one of the most powerful and difficult prospects for requesting meeting emails.

Because you have to prove your importance in the first 4 lines to keep the unknown recipient interested in more of you. To do so, try the following template:

Hi [recipient name],

I'm [your name] from [company name] and I specialize in [your expertise]. We've grown our clientele from venture-backed startups to Fortune 500 companies like [name some large companies you've helped].

Unlike other companies, we take a different approach to start-ups. We move quickly and let you know ahead of time if it's not the right connection.

If you are available to chat in [mention time slot], we can help you with some [mention pain points of the recipient].


[Your name]

Observation:Here, since you are going to mention the names of your clients, make sure to choose those that are similar to the company you are looking for.

Example 3: Acquaintance Meeting Email Sample Request Template

If you're communicating with someone you met recently, your emails can be shorter and more informal.

Since they already know who you are and why you're communicating with them, it's easy to briefly remind them. Let's dwell on this example of a meeting request email:

Hi [recipient name]!

We met at [mention event] yesterday.

It sounds like you've been interested in some of our [mention your services or experience] Want to chat in a quick meetup this week? Let's see what we can do together.

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Please let me know when it's available.


[Sender Name]

PS: When I say fast, I mean it. Only 15 minutes max, I know you're busy! So think about it and let me know.

Observation:Depending on your conversation or how long you've connected with the recipient, change your tone with the prospect. It's good to mention the event in the subject line of the scheduled meeting email so that the recipient is on the same page.

Example 4 – Added cold email with an issue template

Finding a problem your prospect is having and sending them a meeting request email to let them know the solution is a complicated roadmap. But let's solve it with the help of this example:

Hello [Customer Name],

I was browsing your site yesterday for [mention reason] when I noticed a problem. [Provide brief details about the problem].

I am [name your designation] and I have gained experience solving this problem with many companies, including [name a few similar niche clients]. It would help you in many ways [mentions some benefits in points].

If you're interested, I have some free time next week to talk about it. Please mention your preferred time if this does not suit you.

Sincere greetings,

[Your name]

Example 5 – Cold Email Template for SaaS Businesses

Group your SaaS businesses into categories by revenue and check two or three ways your product or service can help them grow.

This creates a buzz and encourages them to keep reading.

Hello [customer name],

You are doing well in the [mention client industry] space.

But in the pursuit of greatness, we [mention company name], have helped many companies in positions similar to:

[Mention the benefits of the product in bullet points]

We've helped [mention customer names] in the past and we'd be happy to help you too. It would be productive to learn more about your business and see if we are a good fit.

If you only have five minutes this week to talk? We can set up a meeting and discuss more.



Observation:These emails focus on the positive benefits. So try to keep your tone as positive as possible. If you've done this successfully, it's best to use a solid, profit-oriented cold email.

Example 6 – Sample Product Meeting Request Email Template

These emails focus on a product demo that briefly covers the product's features and benefits. Such benefits are translated according to the prospect's need for how to integrate the product into their life. Let's try this example for meeting request emails:

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Hello [Customer Name],

I'm [your name] from [company name]. We do [mention your experience] for a variety of clients like [name some clients].

Every day we deal with leading companies [mention target product area]. We make sure you like it.

[Mention benefits in bullet points]

We currently offer 10 minute demos. If you want to schedule one? Take a look at this [Mention link to developer].


[Your name]

Observation:Mention only the relevant benefits of your product to keep the reader interested and focused on its best features.

Example 7: Corporate Sales Meeting Request Email Template

Product examples are much more different than corporate sales meetings, even though they both sell a product at one point. Since big companies get tons of sales emails, remember to stand out from the crowd.

Subject: Stop! This 5 minute read could save you a month of work.

Dear [name of recipient],

I am [mention your name], [title] at [company name]. Let's move immediately to the reason.

I'm looking for people who are successful in their industry but are currently experiencing [mention some of the recipient's pain points]. At our company, we help many clients like [release name of celebrity client] achieve [value from their work].

We will discuss this further at a meeting at [mention meeting location] on [mention two date and time options].

Yours sincerely,

[Your name]

To involve

Here Short & friendly wins the affirmation! So keep the pitch short and make the dates flexible to increase your chances of getting together.

I hope these meeting request email examples have helped you formulate a structure for your meeting schedule email with more engaging content and professional information.

In case you have any queries regarding this, let us know in the comment section.

Frequently asked questions about requesting a meeting:

1. How do you professionally ask for something in an email?

Write your question in the first 4 lines of the meeting request email, in the most generous and respectful way.

Remember, the goal is to get the professional's attention and arrange a quick response in the form of a meeting.

2. How do you request a meeting with a client by email?

Mention the essence of the meeting/reasons for the meeting in the subject line.

For example: Regarding the application of your project, etc.

Follow up with location details and flexible date and time to confirm the client meeting in the main body of the email.

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3. How do you write a formal meeting request email?

  • Arrange a crisp subject line.
  • Don't get too hung up on personal data.
  • For polite requests, use phrases like "I would appreciate it if you could..."
  • Use nouns instead of verbs to sound more formal.


How do you write an email for scheduling a meeting? ›

Dear (Recipient's name), I would like to request an appointment for us to meet. Please can you send me appropriate dates and times or give me access to your shared calendar? While I'll explain in more detail when we meet, I wanted to discuss (insert information).

What do you say in an email when scheduling a meeting? ›

I am writing to schedule a meeting to [write what the purpose of your meeting is]. If you're available, I'd like to meet at [time] on [date] at [place]. Please confirm whether that works for you or if another time and place is better. I look forward to our meeting.

How do you professionally ask for a meeting via email? ›

I'd love to ask you for a meeting [mention location], at [mention a flexible date and time], where we can discuss this further. Feel free to prefer another time and location if that doesn't work for you. Hi [ Recipient's name]! Thanks for getting in touch — we're excited to chat with you!

How do you ask someone to schedule a meeting? ›

Formal meeting request with someone you already know

I'm writing this email to schedule a meeting concerning [main topic of your meeting]. If it's convenient, I would suggest meeting at [location, time and place]. Kindly confirm your availability and preference if you'd like to change the time or location.

How do you confirm availability for a meeting? ›

Always try and be clear and concise, acknowledge the request, and confirm immediately. Thank you for inviting me to interview for the (job name) position on (date). I can confirm that I will be attending the interview. I can confirm that I have received your meeting request.

How do I send a gentle reminder email for scheduling meeting? ›

How to write meeting reminder e-mails
  • Begin with an engaging subject line.
  • Greet e-mail recipients.
  • Include the meeting's time and date. ...
  • Highlight the purpose of the reminder. ...
  • Provide other necessary information. ...
  • Use a friendly tone. ...
  • Include important details at the beginning. ...
  • Be straightforward and direct.
Mar 3, 2023

How to politely ask for a reply in a formal email example? ›

Polite follow-up email sample

Subject line: Be great to hear from you… Dear Ryan, I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can.

How do you politely request in an email? ›

Request Emails: Phrases for Requests
  1. Could you or could you please…? Could you send me more information about your schedule? ...
  2. Would it be possible to…? Would it be possible to change our meeting from 10 to 11? ...
  3. I was wondering if… I was wondering if I could change my start time from 8:00 to 9:00 on Friday.

How do you write an email to ask for a meeting with your boss? ›

I am [Name], a [Position in the company] from [Company]. I am writing to schedule a one-on-one meeting with you to discuss our project in greater detail. I would love to elaborate on what we do and how we can help your organization. I believe a meeting would be the best way to accomplish this.

How do you reply Could you please confirm your availability? ›

Yes, I am available on day, date, month, at time am / pm." "Yes, I very much would like to interview with you at..." Yes, I can be available for an interview at several times during the week of..." Thank you for the invitation to interview for the [job position].

How do you write a simple reminder email? ›

Reminder emails best practices
  1. Choose a clear subject line. ...
  2. Be friendly, yet direct. ...
  3. Be brief. ...
  4. Include a CTA. ...
  5. Find the right sending time. ...
  6. Follow up more than once if needed. ...
  7. Use it as a marketing opportunity.

How do you professionally remind someone of a meeting? ›

How to write a meeting reminder email
  1. Make your meeting reminders personal.
  2. Write a clear subject line.
  3. Keep it conversational and friendly.
  4. Put the important info in the beginning.
  5. Be succinct and straightforward.
  6. Give appropriate meeting details.
  7. Take note if you're sending too many reminders.
May 26, 2022

How do you politely remind someone to do something? ›

10 expressions to Use In Speaking And Writing:
  1. Don't forget to do it.
  2. Remember to do it.
  3. You will remember to do it.
  4. You won't forget to do it, will you?
  5. Can / Could I remind you to...?
  6. I'd like to remind you about...
  7. You haven't forgotten about __, have you?
  8. I hope you haven't forgotten to...

How do you politely ask for an answer? ›

As this matter is urgent, I would appreciate a reply as soon as possible.” “I would be grateful for your prompt reply.” “I look forward to hearing from you as soon as possible.” “I look forward to hearing from you at your earliest convenience.” (Slightly old-fashioned.)

How do you professionally ask for a response? ›

To increase your chances of getting of a reply, here are nine tricks you can try:
  1. Ask For A Response In Your Subject Line. ...
  2. Change The Subject Line When The Topic Changes. ...
  3. Don't Skip The Greeting. ...
  4. Start Your Message With A Clear Request. ...
  5. Stay In The Sweet Spot When It Comes To Length. ...
  6. Use Third-Grade Language. ...
  7. Use Emotion.
Mar 30, 2016

How do you write an email waiting for response? ›

7 alternatives to “I look forward to hearing from you”
  1. 1 Use a call-to-action. ...
  2. 2 I'm eager to receive your feedback. ...
  3. 3 I appreciate your quick response. ...
  4. 4 Always happy to hear from you. ...
  5. 5 Keep me informed . . . ...
  6. 6 I await your immediate response. ...
  7. 7 Write soon!
Sep 3, 2021

What can I say instead of please and kindly in an email? ›

Other alternatives to 'please' include: - I'd appreciate it if you could... - It would be great if you would... - I'd be grateful if you'd... - It would be a big help if you...

How do I ask my boss for meeting him today in a polite manner? ›

How to request a meeting with your supervisor
  1. Check their availability. Verify the availability of the person by phone before sending your email. ...
  2. Pick a location. ...
  3. Prepare your notes. ...
  4. Write a subject line. ...
  5. Choose the proper vocabulary. ...
  6. Format your email correctly. ...
  7. Prepare or include your documentation. ...
  8. Follow up.
Mar 29, 2023

How do you politely ask your boss for something? ›

Tips for making a request of a supervisor
  1. Identify your goals. ...
  2. Be flexible. ...
  3. Remember your company's mission. ...
  4. Practice active listening. ...
  5. Be mindful of body language. ...
  6. Ask questions. ...
  7. Know your audience. ...
  8. Name your concerns.
Feb 3, 2023

How do I ask my boss for a schedule? ›

How to request a schedule change at work
  1. Determine exactly what you're requesting. ...
  2. Understand what kind of request is appropriate and realistic for your company. ...
  3. Schedule a meeting with your manager. ...
  4. State your case. ...
  5. Set clear expectations. ...
  6. If approved, transition as professionally as possible.
Mar 10, 2023

What should you say for availability? ›

Here are several examples of answers to the days and hours available interview question:
  • You are completely available. ...
  • You can't work weekends. ...
  • You have some outside educational commitments.
  • You are only willing to work regular full-time hours.
  • You are available part-time.
Jun 24, 2022

How do you politely confirm? ›

Tips For Writing A “Could You Please Confirm” Statement In A Chat Or Email
  1. Explain Why You Need The Information They Are Confirming. ...
  2. Remember To Save The Information You Asked The Other Person To Confirm. ...
  3. Don't Ask For Too Much Personally Identifiable Information.


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