Writing a Sales Appointment Request Email That Works

In the fast-paced world of sales, securing appointments with potential clients is crucial. I’ve crafted countless sales appointment request emails throughout my career, and I’ve learned what works and what doesn’t. In this guide, I’ll share my insights and provide you with three unique templates to help you get those meetings on your calendar.

Key Takeaways

  • Purpose: Understand the goal of your email.
  • Personalization: Tailor your message to the recipient.
  • Clarity: Be clear about what you want.
  • Value Proposition: Explain why meeting with you is beneficial.
  • Templates: Ready-to-use examples for different scenarios.

Understanding the Purpose of Your Email





The primary purpose of a sales appointment request email is to secure a meeting with a potential client. This meeting could be a phone call, a video conference, or a face-to-face meeting. The goal is to present your product or service in detail and explore how it can meet the client’s needs. From my experience, a well-crafted email can significantly increase your chances of getting a positive response.

Personalization: The Key to Success

One of the most critical aspects of writing an effective sales appointment request email is personalization. People receive dozens, if not hundreds, of emails daily, and a generic message is likely to be ignored. Personalizing your email shows that you’ve done your homework and genuinely believe in the value you can offer to the recipient.

Example of Personalization:

  • Mention a specific challenge the recipient’s company is facing.
  • Refer to a recent achievement or news about the recipient.
  • Highlight any mutual connections or previous interactions.

Crafting a Clear and Compelling Message

Clarity is essential in your email. You should be straightforward about why you are reaching out and what you hope to achieve. Here’s a simple structure to follow:

  1. Introduction: Who you are and why you’re writing.
  2. Value Proposition: What you offer and how it benefits them.
  3. Call to Action: A clear request for a meeting.

Example Structure:

  • Introduction: “Hi [Name], I’m [Your Name], and I work with [Your Company]. We specialize in [brief description].”
  • Value Proposition: “I noticed [specific observation about their business], and I believe our [product/service] could [specific benefit].”
  • Call to Action: “Could we schedule a 15-minute call next week to discuss how we can help [specific goal]?”

Templates for Sales Appointment Request Emails

Here are three unique templates for different scenarios:

Template 1: Cold Email to a New Prospect



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Subject: Let’s Discuss How [Product/Service] Can Benefit [Prospect’s Company]

Hi [Prospect’s Name],

I hope this message finds you well. My name is [Your Name], and I’m with [Your Company]. We specialize in [brief description of product/service], and I believe we can help [Prospect’s Company] achieve [specific goal].

I noticed that [specific observation about their business], and I’d love to discuss how our [product/service] could [specific benefit].

Would you be available for a 15-minute call next week to explore this further? I’m available on [two possible dates/times].

Looking forward to your response.

Best regards,
[Your Name]
[Your Contact Information]

Template 2: Follow-Up Email After Initial Contact

Subject: Following Up: Meeting Request to Discuss [Product/Service]

Hi [Prospect’s Name],

I hope you’re doing well. I wanted to follow up on my previous email regarding [product/service] and how it can benefit [Prospect’s Company].

As mentioned, we’ve helped companies like [example client] achieve [specific result], and I’m confident we can do the same for you. I would love to schedule a 15-minute call next week to discuss this in more detail.

Are you available on [two possible dates/times]?

Thank you for your time, and I look forward to speaking with you.

Best regards,
[Your Name]
[Your Contact Information]

Template 3: Referral or Mutual Connection Introduction

Subject: Introduction from [Mutual Connection’s Name]

Hi [Prospect’s Name],

I hope this email finds you well. [Mutual Connection’s Name] suggested I reach out to you. My name is [Your Name], and I work with [Your Company]. We specialize in [brief description of product/service].

[Mutual Connection’s Name] mentioned that you might be interested in [specific benefit or solution]. I’d love to discuss how our [product/service] can help [Prospect’s Company] achieve [specific goal].

Could we schedule a 15-minute call next week to explore this further? I’m available on [two possible dates/times].

Looking forward to your response.

Best regards,
[Your Name]
[Your Contact Information]

Tips from Personal Experience

Over the years, I’ve found several strategies that improve the effectiveness of sales appointment request emails:

  • Keep It Short and Sweet: Busy professionals appreciate brevity. Aim to keep your email under 150 words.
  • Follow Up: If you don’t get a response within a week, send a polite follow-up email.
  • Use a Professional Email Signature: Include your contact information and a link to your LinkedIn profile.

Example Follow-Up Email:

Subject: Just Checking In

Hi [Prospect’s Name],

I wanted to follow up on my previous email about [product/service]. I believe it can significantly benefit [Prospect’s Company] by [specific benefit].

Could we schedule a quick call to discuss this further? I’m available on [two possible dates/times].

Thank you for your time, and I look forward to hearing from you.

Best regards,
[Your Name]
[Your Contact Information]

Table: Do’s and Don’ts of Writing Sales Appointment Request Emails

Do’sDon’ts
Personalize your emailSend generic messages
Be clear and conciseWrite lengthy emails
Highlight the value propositionFocus only on your product/service
Use a professional toneUse informal language
Follow up appropriatelySpam the recipient

Final Thoughts

Writing an effective sales appointment request email takes practice and a bit of finesse. By personalizing your message, being clear about your intentions, and highlighting the value you bring, you can increase your chances of securing those crucial meetings. Use the templates provided, incorporate the tips from my personal experience, and you’ll be well on your way to success.

Key Points Recap

  • Purpose: Secure a meeting with a potential client.
  • Personalization: Make your email stand out by tailoring it to the recipient.
  • Clarity: Be upfront about why you’re reaching out and what you want.
  • Value Proposition: Show the recipient how they can benefit from meeting with you.
  • Templates and Tips: Use provided templates and follow practical tips for better results.