How to Craft the Perfect Meeting Request Email (4+ Examples)

Marlon Misra May 02, 2023

Messaging back and forth with anyone — especially coworkers — can be a cumbersome process. Rather than overwhelming a sender with multiple email responses, it can be much simpler to just schedule meetings. A meeting request email is an effective way to establish a place and time to gather colleagues or even potential business partners to make collaborative, action-based decisions.

Often, decisions need to be made in real-time, which sometimes can't happen over messaging or social media. Effective meeting request emails can help you nail down a time to talk to the invitee and work through more complex projects. Read on to learn about the anatomy of a meeting request email and look at some meeting request email samples.

When to Send a Meeting Request Email

Several instances merit a meeting request email. For example, you may need to collaborate with your boss over specific items that would be difficult to discuss over email or other media. Meeting invitation emails are constructive when clarification between two or more people is needed. You also may need to contact another organization over a business prospect through an outreach email. Often, in-person meetings let you express yourself clearly and allow for a more flexible meeting agenda. Conversations that require real-time decision-making or plenty of back-and-forth between two or more people, whether at a cafe or on Zoom, often are much better in person.

If you suspect a conversation may require several or more emails, it may be worth creating a meeting to mitigate the back and forth. That being said, consider whether or not your potential meeting hits those criteria before sending your email.

Anatomy of a Meeting Request Email

With a meeting invitation email, you give yourself the opportunity to select your words and structure your phrases thoughtfully and efficiently to get your point across. Take this extra opportunity to your advantage.

Attention-getting subject line

Begin your email with an attention-getting email subject line informing your recipient exactly what to expect when they open their message. Making your subject line something that conveys urgency and is clear about the importance of the meeting will increase the likelihood that the recipients will open the email.

Short introduction

Follow your subject line with a short introduction to set the tone and expectations. If you have never met your intended recipient, only include information directly pertinent to them, such as your full name and company name, and let the recipient know where you got their contact information.

Meeting purpose

Following your introduction, give a general overview of the topics you want to discuss in your meeting and what you hope to achieve. Briefly delineate how these topics could relate to their priorities.

Request with precise availability times and a location

Offer a time frame for the meeting dates and a location or meeting link (if speaking virtually).

Tips for a Successful Response

Relieve your recipient from having to do too much planning. Instead, offer them two or more choices of time, such as "I'm available tomorrow and Friday," and come up with a selection of venues.

Personalize the greeting

Personalize your email to the recipient. If you send the invite to just one person, include their first name in the message or subject line.

Triple-check the recipient's exact name

Remember that when you include someone's name, double-check your spelling when addressing them.

Succinct is better

Your reader will be more likely to respond to a succinct email that is specific and has clear intent.

Send it early morning or around lunch in the recipient's timezone

Ask a question to increase response chances

4 Examples of Meeting Request Emails

General cold meeting request

Dear [name of recipient],

My name is [your name], writing on behalf of [your company name or manager's name]. Here, we specialize in . . .

We heard about you and your company through [reference]. Since you're an [position] at [company name], I would like to set up a time to discuss [general outline topics of meeting] and collaborate face-to-face or on Zoom.

If face-to-face is your preference, I would like to invite you to our office at [address] for a meeting to discuss this more. Would [two choices of date and time] work with your schedule?

Let me know if you have any questions, need further information, or if you would like to schedule a different time.

Kind regards, [your name]

Formal meeting request (with someone you know)

Dear [recipient],

I thought it would be good to schedule a meeting to go over [outline intent and goals of engagement]. I recommend [two suggestions for dates and times] at this location. Is this something that works for your schedule?

Kind regards, [your name]

Informal meeting request (with someone you know)

Hi [recipient’s name],

Hope you're doing well! I'm reaching out to get a meeting going concerning [main topic and goals of meeting] at [location and two choices of time]. Is this convenient for you? Would you mind confirming your availability and preference if you'd like to change location?

Best, [your name]

Meeting request with someone you've recently met

Hi [recipient’s name],

I would like to continue our discussion by setting up a follow-up meeting at [location and two date and time choices].

Please confirm your availability and preference if you'd like to change location.

Frequently Asked Questions

Can you have a meeting by email?

Why is a meeting better than an email?

When should I use email vs a phone call?

How do you ask someone's availability for a meeting?

How do you send a meeting invitation via email?

Summary

A meeting request email personalized to the recipient, structurally sound, and succinct can be the perfect way to get you closer to that face-to-face exchange, virtual or otherwise.