Crafting a Meeting Request Email

A meeting request email is a message sent to propose a time and place for a meeting. Its primary purpose is to arrange a meeting that suits all parties involved, whether for a business discussion, a client consultation, or a networking opportunity. A well-crafted meeting request email helps ensure that the meeting is scheduled efficiently and that all participants are clear on the purpose and details of the meeting.

Scenarios of when you might send meeting request emails include:

• Business meetings: Business meetings are a staple in any professional environment. Whether you're coordinating with team members on a project in a quick meeting, discussing strategy with management, or having a performance review, sending a meeting request email ensures everyone is aligned and available.
• Client consultations: When dealing with clients, a meeting request email can be used to arrange consultations, discuss project progress, or present new proposals. Clear communication through email helps build trust and demonstrates professionalism. It ensures that both you and the client are prepared and understand the agenda, making the consultation more effective.
• Networking opportunities: Sending a meeting request email to a potential mentor, partner, or industry peer can open doors to new opportunities. Whether for an informational interview, a collaboration discussion, or simply to expand your professional network, a well-written meeting request email sets a positive tone for the relationship.

Many businesses need to request meetings with internal and external stakeholders, so we recommend creating meeting request email templates once you have the process down. These templates will save you time when you need to write meeting request emails in the future.

Crafting the perfect subject line

The subject line is the part of your email the recipient sees, and it often dictates whether your email gets opened or ignored. A catchy, clear, and concise subject line can grab attention, encouraging the recipient to read further. In the context of a meeting request, a solid subject line sets the tone for the message and provides a brief overview of the email's purpose.

Examples of effective subject lines include:

• "Request for meeting: Discuss [Topic]"
• "Let's connect: Schedule a meeting"
• "Meeting request: [Your Name] & [Recipient's Name]"
• "Quick catchup? Schedule a brief meeting"
• "Follow-up meeting: [Previous Meeting Topic]"

Write a professional greeting

The email greeting establishes respect and formality. Choosing the right greeting depends on your relationship with the recipient and the context of the meeting request. In some email clients, your greeting may also appear as the email preheader, which is a preview of what's to come when the recipient opens the email.

A formal greeting is appropriate for business meetings, client consultations, or when contacting someone you don't know well. Formal greetings convey respect and professionalism, which is crucial in maintaining a positive impression. Examples of formal greetings include:

• "Dear Mr. Smith,"
• "Dear Dr. Johnson,"
• "Dear Ms. Brown,"

When using a formal greeting, it is best to use the recipient's title and last name. This demonstrates respect and acknowledges their professional status. For instance:

• "Dear Mr. Johnson,"
• "Dear Dr. White,"
• "Dear Professor Green,"

An informal greeting can be more suitable for colleagues, team members, or when you have an established relationship with the recipient. Informal greetings can help create a friendly and approachable tone. Examples of greetings to use for an informal meeting request email include:

• "Hi Sara,"
• "Hello Mary,"
• "Hi everyone,"

When the recipient is someone you know well or have an ongoing professional relationship with, using their first name in the greeting is appropriate and can foster a sense of familiarity and warmth. Using first names can also be suitable for internal communications within a company or team, where a more relaxed tone is standard.

Addressing the recipient properly is essential for showing respect and ensuring your email is well-received. The level of formality you choose should reflect your relationship with the recipient and the context of your email.

Clearly and specifically stating the purpose of your meeting is essential for effective meeting request emails. It helps the recipient understand the relevance and importance of the meeting, which can increase the likelihood of a positive response.

Being specific about the purpose of the meeting provides clarity and sets expectations for both you and the recipient. A vague or ambiguous purpose can lead to confusion, reducing the chances that your meeting request will be accepted. Clear purpose statements help the recipient prepare for the meeting, ensuring it is productive and focused.

Examples of clear purpose statements you can use for meeting requests are:

• "Discussing project progress"
• "Exploring partnership opportunities"
• "Reviewing quarterly financial results"
• "Planning the upcoming marketing campaign"
• "Addressing customer feedback and complaints"

Propose a convenient date and time

Whether you're sending a warm or cold meeting request email, suggesting a date and time for the meeting is a critical step in your email. Offering multiple options and considering the recipient's schedule and time zone ensures a higher likelihood of agreement and convenience for all parties involved.

Providing at least three different time slots increases the chances of finding a convenient time for all parties involved. For example:

• "Could we meet on Wednesday at 10 AM, Thursday at 2 PM, or Friday at 11 AM?"
• "I'm available next week on Monday at 3 PM, Wednesday at 10 AM, or Thursday at 1 PM. Do any of these times work for you?"

Offering multiple options also demonstrates that you respect the recipient's busy schedule and are willing to accommodate their availability.

It's important to be mindful of the time differences when scheduling virtual meetings, especially with participants in different time zones. Specify the time zone you are referring to and, if possible, suggest reasonable times for all participants. For example:

• "Can we schedule a meeting on Tuesday at 9 AM PST, 12 PM EST, or 5 PM GMT?"
• "I'm available for a call next week on Monday at 4 PM EST, which would be 1 PM PST. Does that work for you?"

To simplify the process of finding a convenient meeting time, you can use scheduling tools such as Doodle or Calendly. These tools allow you to propose multiple time slots and let recipients choose the ones that work best for them.

• Doodle: Create a poll with various time options and send the link to your recipient. They can then select the times they are available, making it easy to identify a mutually convenient time.
• Calendly: Set your availability preferences, and Calendly will generate a scheduling link. The recipient can choose a time that suits them, and the meeting will be automatically added to your calendar.

With scheduling tools, you can streamline the process and avoid the back-and-forth business meeting request emails that often come with coordinating meeting times. These tools help you find a time that works for everyone involved, making the meeting scheduling process more efficient and less stressful.

Provide location or virtual meeting details

Specifying the meeting location or providing virtual meeting details ensures that all participants know where and how to join the meeting. This reduces confusion and ensures everyone is prepared and on time.

When your meeting is to be held at a physical location, include the full address and any necessary details to make it easy for the recipient to find the location.

Providing clear directions or a map link can also be helpful, especially if the location is not well-known or easy to find.

For virtual meetings, include the link to the meeting platform (e.g., Zoom, Google Meet, Microsoft Teams) and any relevant login details. Ensure the link is correct and accessible to all participants. Include any additional instructions, such as how to download the necessary software or app if the participant has not used the platform before.

Add a compelling call to action

A clear and specific CTA encourages the recipient to take the next step, making it easier for both parties to finalize the meeting details. This is especially important for cold email outreach as it tells the recipient what to do next. Whether confirming their availability, choosing a meeting time, or providing additional information, ensure the instructions are straightforward.

Encouraging a prompt response helps in scheduling the meeting quickly and shows that you value the recipient's time and input. Phrasing your CTA politely yet assertively can motivate the recipient to respond promptly. For example, you might say:

• "Please confirm your availability."
• "Looking forward to your response."
• "I would appreciate it if you could confirm your availability by [specific meeting date]."
• "Could you please select a convenient time from the options provided?"

Adding your contact information and a professional signature at the end of your meeting request email makes it easy for the recipient to reach you and further establish your credibility.

Offering alternative contact methods beyond email can accommodate the recipient's preferences and ensure accessibility. Include your phone number, LinkedIn profile, or any other relevant contact details.

Create a professional email signature with your name, position, and company information. This adds a personal touch and reinforces your identity and affiliation with your organization.

Clearly state your name and job title to establish authority and credibility. This helps the recipient identify who the email is from and understand your role in the context of the meeting request.

Include relevant company information such as the company name, address, and any additional details that may be useful for the recipient. This provides context and legitimacy to your email.

If you have any unrelated information to share with the recipient, you can add it as a postscript. This P.S. section allows you to discuss anything that wasn't discussed in the meeting request email, especially if it's unrelated to the main message.

Best practices for writing meeting request emails

Crafting an effective meeting request email involves following several best practices to ensure clarity, professionalism, and a higher likelihood of a positive response.

• Keeping the email concise: Your meeting request email should be concise and to the point. Avoid unnecessary details or lengthy explanations. Be respectful of the recipient's time by providing only essential information and keeping the email brief and focused.
• Personalizing the message: Personalize your meeting request email to make it more engaging and relevant to the recipient. Use the recipient's name, reference previous interactions or shared interests, and tailor the content to their specific needs or preferences. 
• Proofreading for errors: Before sending your meeting request email, proofread it to ensure there are no spelling errors. A well-written and error-free email reflects positively on your professionalism and attention to detail. Take the time to review your email before hitting send to avoid any embarrassing mistakes.
• Following up if no response: If you don't get a response to your meeting request email within a reasonable timeframe, don't hesitate to follow up politely. Sometimes, emails get overlooked or lost in busy inboxes, so a friendly reminder can prompt the recipient to respond. Make sure you send a confirmation email after you and the recipient have agreed on the meeting time to ensure they can refer back to the email for details once they schedule their time with you.

An effective meeting request email can help you schedule productive and successful meetings. By following the best practices outlined above, you can increase the likelihood of getting a positive response and ensuring that your meetings are well-organized and efficient.