Check these free email templates and samples to write effective business meeting request emails for appointment, one-on-one, clients, supervisor, phone call…
Meeting requests can be a hassle. Especially when you get them all the time and don’t know how to respond. You either feel like you’re ignoring the person, or you feel like you’re not giving them enough attention. So, what do you do?
Email is a great way to keep in touch with people without having to schedule a meeting. Here’s an expert-recommended list of email samples that will help get your message across clearly and quickly for a meeting request.
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Why Sending Meeting Requests?
Meeting requests are a pain. Everyone has them, but they can be tricky to manage. If you have office hours or lead a busy team, chances are you’ll need to set up certain time slots for certain colleagues to meet with you.
But how often do you get asked to set up a meeting? And what kind of details should you include? These are just some of the questions that will come up when making an appointment for your team.
This article will provide you with tips and tricks on how to manage your meeting requests efficiently so that you don’t end up stressed out from being asked constantly.
How to Respond to a Meeting Request
One way to respond to a meeting request is to offer a time that works for you. If you are unavailable, consider offering a time in the future when you are.
Another way to respond to a meeting request is to simply state your availability. If you are available, mention the time and date of the meeting in your response. If you are unavailable, you can offer a time in the future when you are available.
A third way to respond to a meeting request is to offer your availability and ask the person if there is a time that works for them. This will give them the opportunity to choose an appropriate time.
If you know the person well, feel free to offer your availability and provide your contact information for them to choose an appropriate time.
How To Write an Email When You Don’t Have Time
For starters, it’s best to avoid scheduling a meeting for the future. There’s no way to know what’s going to come up between now and next week, so it’s best to get the ball rolling right away.
Next, get to the point. You don’t want to get into too much detail, because you don’t want to keep the person on the other end of the email waiting for your response.
Try these phrases:
- “When can we meet?”
- “I’m interested in your company and I’m hoping we can chat about it.”
- “I know this is short notice, but I’d like to meet.”
- “I understand you’re busy and I don’t want to take up too much of your time.”
- “My schedule is wide open on Monday, Tuesday, Thursday and Friday afternoons between 1:00-2:00pm.”
- “What time works best for you?”
- “How should we schedule this meeting?”
- “I need to speak with you about _______.”
- “I have some quick questions about _______.”
- “Can I call you about _______
The Email Two-Steps Approach
In a nutshell, there are two types of email you can send to a meeting request sender. The first type is a response to a meeting request you’ve already received. The second type is a general follow-up email requesting a meeting.
The response to a meeting request you’ve received:
When you receive a meeting request from someone, the first thing to do is thank them for reaching out.
Next, tell them that you’re glad you’re on their radar and that you would love to get acquainted with them.
- Tip: Let them know that you’re not always available for meetings, but that you will be happy to get back to them.
The general follow-up email requesting a meeting
If you want to reach out for a meeting, the best thing to do is ask if they have time for a call, coffee, or a drink. Let them know what you would like to discuss and offer to send more information or give them a call.
- Tip: Be sure not to sound like you’re rushing the person.
The First Step in Your Email
The first step in your email should introduce yourself. If you are requesting a meeting, you want to let the other party know who you are and what you do. You want to be concise and direct.
For example, here’s an email sample for requesting a meeting:
Template
Hi My name is _______. I'm a freelance writer with _____ years of experience, and I'd like to speak with you about the possibility of providing content for your site. I specialize in ____ and am confident I can be of service to you. Thank you for your time. Best,
The Second Step in Your Email
The second step in an email is to thank the person for reaching out to you to schedule a meeting. You can also add in a sentence or two about how you’re looking forward to the meeting.
- Tip: If you want to add in a little humor, be sure to do so in a lighthearted way.
After thanking them for their interest, you want to state the date, time, and location of the meeting. This will help ensure that you and your contact are on the same page and that there’s no confusion about when and where the meeting will take place.
Even if you’re not sure when you can schedule a meeting, including this information still works well.
This way, the person will know that you’re at least considering their request and they’ll continue to reach out.
Finally, make sure to include any necessary information such as how many people should attend, where the meeting will take place, and what type of format it will be (in person or via video chat).
Once you’ve crafted your email, you’ll want to make sure it’s well-written and that it’s clear and easy for the person to understand.
- Tip: You may also want to do a test run with a friend or family member before sending it out.
10 Meeting Request Email Subjects
This article provides a list of 10 meeting request email subjects for you to use in your next meeting request email. You can customize the email subject based on the topic of the meeting. These are some examples:
- I would be happy to meet on Wednesday this week.
- Looking to schedule a meeting?
- Do you have any time to meet this week?
- I am looking for a partnership opportunity.
- Here is the meeting schedule for tomorrow.
- Join us at Bark Park on Wednesday, for happy hour from 6 pm.
- Please note that the meeting is scheduled for tomorrow, at 3:00 pm.
- Remember that we have a meeting on Thursday.
- Would you like to meet up on Sunday?
- I would like to schedule a time to meet with you about my compensation.
Top 10 Email Samples for Meeting Request (Templates List)
Here’s a list of email samples for meeting requests to help you get started. These are just a few ideas, but they can help show you the different ways to ask someone to come to an event.
If you’re looking for some help with meeting requests, here are an example of effective emails to help you get the ball rolling:
In this email Alyssa sends an email for a meeting request:
Sample 1
subject: Meeting Request email: Hi X, I am reaching out to set up a time for us to meet. I would like to discuss a potential partnership opportunity that could be mutually beneficial. Please let me know your availability and we will work on setting up a time. Thank you,
Alyssa sends a thank you email for being introduced to a new prospect:
Sample 2
Hi ___ , Thank you so much for introducing me to ___! I'm looking forward to discussing ___ with them. Best, Alyssa
In this email, Alyssa is acknowledging the introduction and expressing her excitement for contacting the prospect.
In this next email, Alyssa sends an email to say she will be out of town:
Sample 3
Hi ____, I hope your business with us is going well. I wanted to let you know that during the next few weeks, I'll be out of town and may not be able to respond as quickly as usual. If this affects your timing, please let me know and we'll work something out. Best, Alyssa
In this email, Alyssa lets the person know she will be unavailable for a few weeks and offers to work something out if it is an issue.
In this last email, Alyssa declines a meeting request:
Sample 4
subject: Decline meeting email: Dear X, I am sorry to say that I will not be able to attend your meeting on Friday. I have a family emergency that I need to attend to. I understand that you may want to reschedule the meeting, but I am not sure when I will be available. Please let me know if you would like me to attend another time. Thank you for understanding,
Example 5
subject: Request for a meeting email: Hi X, I am reaching out to request a meeting with you. I am the CEO of [company name] and we are looking to explore ways we can work together. We have been following your company for some time now and I think there is a lot of potential for collaboration. We would love to talk to you about how we can work together. Please let me know if you are available for a meeting anytime in the next week or so. I look forward to hearing from you. Best regards,
Sample 6
subject: Request for a meeting email: Dear X, I am the CEO of [company name] and I am interested in talking to you about your company's product. I understand you are currently working on a new project, but I would like to invite you to meet with me next week. We can talk about how we can work together. I am looking forward to hearing back from you soon. Best regards,
Sample 7
subject: Request for a meeting email: Hi X, I am reaching out to request a meeting with you. I would like to discuss the possibility of working together. I have been following your YouTube channel for a long while now. You share a lot of really interesting and informative tech videos, and have built up a loyal following. I also noticed that you review a lot of useful products. So, I am reaching out to let you know I have the next product for you to promote. It’s an app called [app name] that helps laptop/desktop users control their computer using hand gestures without any extra hardware. I am sure you and your followers will like it. You can use it to control your PowerPoint presentations as well as media services like Spotify, Netflix and more. Please let me know if you would like to promote it. We’ll send you a license of___
Sample 8
subject: Meeting request email: Hi X, I hope you are doing well. I am reaching out to see if you would be interested in meeting with me. I am looking for a few minutes of your time to discuss an idea that I think could help both of us. I would love to talk to you about it and see if we can work together on this project. Can we schedule a time that works for both of us? Best,
Sample 9
subject: Request for Meeting email: Hi X, I hope you are doing well. I am reaching out to request a meeting with you to discuss an opportunity we have for your company. We would like to invite you to be our guest speaker at our upcoming conference. We are looking for someone who is knowledgeable in the field of ____, and you seem like the perfect fit. Please let me know if this is something that might interest you. We can work out all of the details in person. Thank you,
Sample 10
subject: Request for meeting email: Dear X, I am reaching out to request a meeting with you. I would like to talk about how we can work together on a project we are both passionate about. Please let me know when you are available and I will set up a time that works for both of us. Thank you,
4 Simple Meeting Invitation Email Samples
These are the best meeting invitation email samples you’ll find. They are simple, concise, and professional – perfect for you to use in any business situation. If you are looking for the best way to set up a meeting with your clients or business partners, these samples can help!
Meeting Invitation Email Template 1
subject: Lunch meeting email: Hi X, I wanted to invite you to a lunch meeting next week. I am looking for your input on something that could be really helpful for our company. Please let me know if you are available and we can set up a time. I look forward to hearing from you. Best regards,
Template 2
subject: Lunch meeting email: Hi Z, I hope you are well. I wanted to invite you to a lunch meeting on Friday at 12pm. Sincerely,
Template 3
subject: Lunch meeting email: Hi X, I hope you are doing well. I wanted to invite you to a lunch meeting at the ABC Hotel on Friday at 12 pm. We can discuss your thoughts on our current project and how we can improve it. Best regards,
Template 4
subject: Request for Meeting email: Hi X, I hope you are doing well. I am reaching out to request a meeting with you to discuss an opportunity we have for your company. We would like to invite you to be our guest speaker at our upcoming conference. We are looking for someone who is knowledgeable in the field of ____, and you seem like the perfect fit. Please let me know if this is something that might interest you. We can work out all of the details in person. Thank you,
Email Samples to Request for a Meeting Appointment
You can find a collection of email requests for meeting appointment samples and examples listed below. These emails will help you make your next meeting request. You can quickly and easily send out an email requesting an appointment with more success.
Meeting Appointment Example 1
subject: Request for a meeting email: Dear X, I am reaching out to request a meeting with you. I am the founder of [company name] and we are looking to partner with your company. We specialize in (product/service), and I think our product will be perfect for your company. Please let me know if you would like to set up a time for us to chat. We can discuss what we can do together and how we can help each other grow our respective businesses. Thank you,
Example 2
subject: Request for a meeting email: Hi X, I am reaching out to request a meeting with you. I have an idea that I think you will be interested in. I would love to chat with you about it and see if there is any way we can work together. I have attached my resume in the email below. Please let me know when would be a good time for us to meet. Thank you!
Example 3
subject: Requesting Availability for a Meeting email: Hi, I am reaching out to request your availability for a meeting. I would like to discuss the possibility of you joining our team. We are looking for someone who has experience in the market we are entering, and I think you would be a great fit. If you are interested, please let me know when you are available. Thank you,
One-on-One Meeting Request Email Samples
Whether you’re looking to give feedback on a project, share an idea, or ask for clarification on a memo, these email samples will help you craft the perfect request. For those looking for more sample email templates, check out our one-on-one meeting request email samples.
One-on-One Meeting Request Sample 1
subject: One on One Meeting Request email: Hi X, I am reaching out to see if you might be available for a one on one meeting. I am interested in learning more about your experience with __________ and how you manage __________. I would love to chat about this over coffee or lunch. I hope you can make time for me! Best regards,
Sample 2
subject: Request for a meeting email: Dear X, I am reaching out to see if you would be available for a quick meeting. I have been following your work and think that we might have some mutual interests. I am looking for a person with your experience to help me with an upcoming project. I am not sure if this is something you are interested in, but I wanted to reach out and see if we could chat about it. Would you be available for a quick call? Best regards,
Sample 3
subject: Request for a meeting email: Hi, I am writing to request a meeting with you. I would like to discuss the possibility of working together. I have been following your work for some time now and find it very inspiring. I think that we could really benefit from one another's strengths and expertise. I am confident that this collaboration would be mutually beneficial. Please let me know if you are available to meet. I can provide more details in person. Thank you,
Sample 4
subject: Request for Meeting Availability email: Hi, I am reaching out to request availability for a meeting. I would like to discuss the possibility of your company partnering with us on a new project. Please let me know what days and times work best for you. We will be in touch soon. Thank you,
Sample 5
subject: Availability for a meeting email: Hi X, I wanted to reach out and see if you have any availability for a meeting next week. I am reaching out to a few people and wanted to see if you are available on [date] at [time]. Please let me know. Thank you,
Sample Emails for Meeting Request With Supervisor
Orientation meeting requests are one of the most common types of emails that companies send out. As such, these emails should almost always be relevant and contain useful information for the employee that receives them. It’s also important not to flood the inbox with them, as this can make it difficult to quickly recognize and respond to meeting requests.
If you have experience handling meeting requests, then this guide will help you create a template email that best suits your company’s needs. However, there are many factors you should take into account before adopting any one of these templates as your own standard reply policy.
If you’re looking for some guidance on how to write an effective meeting request email, then this article is for you. Let’s take a look at some meeting request email examples. You can use this email samples list to help you write a meeting request with your supervisor.
Meeting Request With Supervisor Example 1
Subject: Request for meeting email: Hi, I am reaching out to request a meeting with you. I would like to discuss my current work and future goals. I would also like feedback on my performance and a discussion of how I can best grow within the company. Would you be able to meet with me? Please let me know when you are available so we can set up a time to meet. Thank you,
Example 2
Subject: Request for meeting email: Hi Jim, I would like to schedule a meeting with you in order to discuss my current work situation and how I can improve my performance. I am looking for feedback on what I need to be doing in my current role, as well as feedback on other opportunities that are available for me within the company. Thank you,
Example 3
Subject: Request for meeting email: Hi X, I hope that you are doing well. I wanted to reach out because I am interested in discussing my career development with you. I would like to request a meeting with you. Please let me know what times work for you and we can set up a time that accommodates both of our schedules. Thank you,
Phone Call Request Email Samples
Use this sample request email list to help you craft your own. Be sure to include the information you feel is pertinent to your request, and avoid using hyperlinks or attachments where possible.
In this section, you will find a few sample email templates for phone call requests. These samples can help you decide which template would work best with your company.
- Tip: When writing a phone call request email, you should include the following:
- Your name and company name
- The date and time of the requested phone call
- The reason for the phone call
- A way to make contact in the event of an emergency
Phone Call Request Sample 1
subject: Request for a phone call email: Hi X, I saw your LinkedIn profile and I would like to request a phone call with you. I am interested in discussing the possibility of working together. Please let me know what time would work best for you. I will be available from [time] to [time]. Thank you,
Sample 2
subject: Requesting a phone call email: Hi X, I hope you are doing well. I was wondering if you could spare some time for a quick phone call. I would like to talk to you about the possibility of hiring you for our marketing campaign. I am looking forward to hearing back from you soon. Best regards,
Sample 3
subject: Request for meeting email: Hi, I am reaching out to request a meeting with you. I would like to discuss my current work and future goals. I have been working at this company for over two years now and I am looking for feedback on my performance. I also want to discuss my career trajectory and how I can best grow within the company. Please let me know when you are available so we can set up a time to meet. Thank you,
Sample 4
subject: Request for meeting email: Hi Jim, I am reaching out to request a meeting with you. I would like to discuss my current work situation and what I can do to improve it. I am looking for feedback on how I can do better and what else I can be doing. I would also like to talk about the opportunities that are available within the company. What are some of the things that you think I should be doing to prepare myself for future positions? Thank you.
Final thoughts
When you need to get in touch with someone, you need a way to do it. Email is a great way to do it. It’s fast, efficient, and convenient. It’s also a great way to build relationships. However, there are some downsides to email.
- First, it can be difficult to keep up with. You may not always have time to respond to every message.
- Second, email can be frustrating when you don’t know what to say.
- Third, email can be hard to read. This can make it hard for people to understand what you’re saying.
So, if you need to get in touch with someone, make sure you have a way to do it that’s easy to understand and easy to read.
So, what are you waiting for? Try these email samples out for yourself! You’ll be able to meet your obligations to others with ease.
We hope this list of meeting request email samples will help you out!