Writing a Meeting Request Email That Works

As someone who has written countless meeting request emails over the years, I know firsthand the importance of crafting a message that is clear, concise, and persuasive. In this guide, I’ll share my tips and experiences on writing effective meeting request emails, along with three unique templates that you can use for different scenarios.


Key Takeaways

  • Purpose and Clarity: Clearly state the purpose of the meeting and why it’s important.
  • Personalization: Customize your email to the recipient to make it more engaging.
  • Brevity: Keep your email short and to the point to respect the recipient’s time.
  • Call to Action: End with a clear call to action, such as proposing a date and time for the meeting.
  • Follow-Up: Don’t hesitate to send a follow-up if you don’t get a response within a reasonable timeframe.

Why Writing a Good Meeting Request Email Matters





A well-crafted meeting request email can be the difference between landing a crucial business opportunity and being ignored. When you send a clear and compelling email, you increase the likelihood of getting a positive response. Here are a few reasons why it matters:

  1. First Impressions Count: Your email is often the first impression someone will have of you and your business. Make it count.
  2. Clarity and Professionalism: A well-written email reflects your professionalism and attention to detail.
  3. Time Management: Clear communication helps in managing time efficiently for both parties.

Steps to Write an Effective Meeting Request Email

1. Start with a Strong Subject Line The subject line is the first thing your recipient will see, so make it count. It should be direct and give a clear idea of the email’s purpose.

Example Subject Lines:

  • “Request for Meeting to Discuss [Project/Topic]”
  • “Invitation to Meeting on [Date]”
  • “Let’s Connect: Meeting Request for [Purpose]”

2. Open with a Polite Greeting Begin your email with a polite greeting, addressing the recipient by name. This sets a respectful tone for the rest of your message.



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3. Introduce Yourself and State the Purpose Briefly introduce yourself if the recipient doesn’t know you. Clearly state the purpose of the meeting and why it’s important.

4. Propose a Time and Place Suggest a few dates and times for the meeting, offering flexibility to accommodate the recipient’s schedule. Mention the preferred mode of meeting (in-person, phone call, video conference, etc.).

5. Include a Call to Action End your email with a clear call to action, such as confirming the proposed time or suggesting an alternative.

6. Close with a Thank You Express gratitude for their time and consideration, and sign off with a professional closing.

Real-Life Example

I once needed to schedule a meeting with a high-profile client who had a very tight schedule. By clearly stating the purpose of the meeting, proposing flexible times, and emphasizing the benefits of the meeting for them, I received a positive response within hours. This led to a successful partnership that benefited both parties.

Template 1: Meeting Request for New Project Discussion

Subject: Request for Meeting to Discuss New Project

Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I am [Your Position] at [Your Company]. I am reaching out to request a meeting to discuss a new project that I believe could be highly beneficial for [Recipient’s Company/Department].

Would it be possible to meet on [Proposed Date 1] or [Proposed Date 2]? I am flexible with the timing and can adjust to fit your schedule. Please let me know your availability, and I will coordinate accordingly.

Thank you for considering this request. I look forward to the opportunity to discuss this exciting project with you.

Best regards,

[Your Name]
[Your Contact Information]

Template 2: Internal Meeting Request for Team Collaboration

Subject: Invitation to Team Collaboration Meeting

Hi [Recipient’s Name],

I hope you’re having a great day. I wanted to set up a meeting with the team to discuss our upcoming project and collaborate on the initial planning. This meeting will help us align our goals and ensure we’re all on the same page moving forward.

Could we meet on [Proposed Date 1] or [Proposed Date 2] at [Proposed Time]? Please let me know if these times work for you or suggest an alternative.

Thanks, and looking forward to our discussion!

Best,

[Your Name]
[Your Position]

Template 3: Meeting Request for Follow-Up Discussion

Subject: Follow-Up Meeting Request

Dear [Recipient’s Name],

I hope this message finds you well. I am writing to follow up on our recent discussion regarding [Topic]. I would like to schedule a meeting to further discuss the details and next steps.

Are you available to meet on [Proposed Date 1] or [Proposed Date 2]? I am flexible and willing to adjust to your availability.

Thank you for your time and consideration. I look forward to continuing our conversation.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

Tips from Personal Experience

  • Personalization is Key: Tailor each email to the recipient. Mention any previous interactions or shared connections to create a personal touch.
  • Keep It Short: People appreciate brevity. Get to the point quickly and clearly.
  • Be Professional but Friendly: A warm, professional tone can make a big difference in how your email is received.
  • Follow Up: If you don’t get a response within a few days, send a polite follow-up email.

Table: Common Mistakes to Avoid

MistakeExplanation
Being Too VagueAlways be specific about the purpose of the meeting.
Writing Lengthy EmailsKeep it concise to respect the recipient’s time.
Not Proposing TimesAlways suggest possible dates and times.
Lack of PersonalizationCustomize your email to make it relevant to the recipient.
Forgetting a Call to ActionEnsure you include a clear next step.

Conclusion

Writing an effective meeting request email doesn’t have to be daunting. By following these guidelines and using the provided templates, you can increase your chances of getting a positive response. Remember to be clear, concise, and respectful of the recipient’s time.