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Sep 21, 2022

Writing

Request for meeting email with samples and templates

Manage meeting requests like a pro with our in-depth guide to writing the best meeting request emails.

Blog writer

Lawrie Jones

Writer

Blog writer

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How to request a meeting via email

Meetings are the social glue that keeps organizations working together. In meetings, we share information, discuss projects and decide the future of our careers and the companies we work for.

But before we have any great meetings, we must send a great meeting request email.

Dwight shows you how to request a meeting 😜 But sometimes you'll need email. That's why we wrote this guide.

Don’t believe us? In this article, we’ll break down the steps to write better email meeting requests. We’ll learn from the pros about what to include, unlocking the secrets of successful emails. You’ll never find yourself sitting in an empty room or staring at an empty Teams screen again. 

With some help from Flowrite, everyone will want to attend after they get your email – so you better ensure the meeting is worth it!

Basic rules of meeting request emails

1. Invite as few people as possible

The world is experiencing meeting madness,’ says the academics writing in the Harvard Business Review. The average executive spends 23 hours weekly in meetings, leaving little time to do what they’re paid to do.  

The more people there are in a meeting, the less efficient they are. 

  • Problem: Too many people are invited to meetings they don’t need to attend
  • Solution: Don’t invite them

Start with those people who have to be there and invite them and nobody else.

Meetings with more people also tend to be less efficient. The more people there are to speak, the longer and harder it becomes to hold the conversation.

How many people is ideal, then? Well, as with most things, it depends. But generally, keeping online meetings to 2-5 people is good practice. You can always keep others in the loop by recording the meeting and sharing clips using tools like tl;dv or taking notes and sharing them afterward.

2. Check calendars to see potential times

Is your calendar a solid block of booked-out time with no breaks at all? That’s because meetings have increased an incredible 70% since the covid pandemic.

When proposing a meeting, it’s a great idea to check that the people who matter are available. (Before checking calendars, see the tip above.)

If you don’t have access to calendars, you can set up an online poll to find a suitable time. If it’s critical that a meeting occurs on a specific date or at a particular time, then go with that.

When asked to attend by your boss, MD, CEO, or senior manager, people will often make the time or face the consequence.

3. Be clear about why the meeting is needed

It sounds like common sense, but state upfront what the meeting is about, what you’re trying to achieve, and why the person (or persons) are invited.

Think of it like a play with five acts:

  1. You’ve got a problem that affects all of you in some way
  2. At the meeting, you’ll discuss the problem and agree on a solution
  3. The people in the meeting will be responsible for delivering the solution
  4. Problem is solved 
  5. Everyone lives happily ever after (until the next crisis)

If your meeting request contains parts 1-4, you’ll achieve 5.

4. Send a meeting agenda in advance

Before your meeting, send out an agenda to everyone. As well as breaking down the process of the meeting, an agenda acts as a timely reminder. 

If you’ve been to as many meetings as we have, you’ll know that timekeeping is often an issue, so set out the rules of engagement in the agenda. Here are some tips:

  • Introductions can take ages, so if everyone knows each other, don’t bother  
  • Set out what you want to achieve at the start
  • Put the important stuff at the start, as agendas are always pushed
  • Tell people if they don’t need to be at the meeting to leave (and don’t hold a grudge if they do)
  • ALWAYS ask people to test their connections before dialing in and ensure they have downloaded the software they need
  • Provide instructions on how to share screens
  • Let others know in advance if you will be discussing private or confidential matters to prevent participants from dialing in from a train or busy cafe

5. Provide a call to action (CTA)

In the online world, CTAs encourage someone to do something – and the principles work for meeting invites too. If you need people to read and prepare, tell them to do so. It’s always easier if attendees have done their homework.

There’s a real science to writing CTAs (as Hubspot explores here), so we won’t go into it in detail, but check our examples below for some inspiration. 

6. State the time and place clearly

It sounds obvious, doesn’t it? But you should state the time, place, and software you use. If you’re working across time zones, countries, and continents, be sure that everyone understands this.

Blended meetings (where some people are there in-person and others dial-in) are notoriously challenging, so give people clear options and instructions. There’s nothing worse than wasting a quarter of your meeting for someone to download Zoom and dial in. There are also no excuses if you’ve planned things properly.

Meeting request email format

1. Meeting request email subject

Subject lines are the first thing your recipients will see, so make them memorable. Need some inspiration? Here are some email subject line examples for meeting requests:

  • Meeting request (insert dates)
  • Can you help us? 
  • We’re meeting on (insert dates)
  • Can you attend a meeting on (insert dates)
  • Urgent meeting request

2. How to start an email asking for a meeting

Remember the story narrative we set out above? Now’s the time to put it into practice.

You start your meeting request by explaining who you are and why you’re messaging them. Then set out that reason you’re messaging. Sure, you want to arrange a meeting, but spell out why – whether this is to check on progress, solve a problem, or agree to a solution – and why it’s critical to hold a meeting.

You’ll see examples of how to do this below, but here’s a great cookie-cutter example:

Hi (Recipient's name),

My name is (your name), and I’m the (job) at (company).

I’d like to invite you to a meeting at (insert date and time) where we will discuss (details of what you’re talking about).

Best regards,
(Your name)

3. How to write the body of the meeting request email

The body of your email is the filling in your sandwich, so make it satisfying. Remembering the narrative we set out above, provide a breakdown of what the meeting is, why you’re calling it and what you hope to achieve by the end.

People won’t read through mountains of text, so say it succinctly as possible. Don’t be afraid to break up information into blocks; use bold type to highlight important parts and use bullet points.

We can’t tell you what to include in your meeting requests, but we can show you how to write them – and at the end, you’ll find 24 examples.

4. How to end an email requesting a meeting

Remember rules 5 and 6 from above: provide a CTA and give the time and place. Tell them if you want people to do certain things (read a document, watch a video, or prepare a presentation).

If you’re calling the meeting, you’re also calling the shots, so be confident in asking for what you want.

Request for meeting email samples and templates

Now we’re ready to see some sample emails requesting a meeting. In fact, here are 24!

These meeting email request samples are here to give you some ideas and inspiration. Of course, you’ll need to include information here to make these work. But, whether you work as a senior executive in a Silicon Valley start-up or are starting out in accounts, these samples will work for you all. 

24 requests for meeting email samples

1. How to request a meeting with your boss sample email

Take charge of the situation and get a meeting in the diary with this straightforward and direct meeting request for your boss. In this example, we ask the boss to suggest some times and dates for the meeting, rather than dictate to them when they should meet us (because they’re in charge, right?).

Hi (Recipient's name),

I hope you’re well. I would like to arrange a meeting to discuss (describe whatever you want to discuss).

During the meeting, I hope we can agree on a way forward. This will help me continue delivering everything I need for our customers.

Let me know what dates and times work for you, I'm free on Tuesday, Wednesday and Thursday after lunch until 5PM.

Thanks,
(Your name)

2. One-on-one meeting request email sample

This example is similar to the requested email above, but we’ll assume you’ve got something specific you want to discuss with your boss – and want some privacy to chat. 

Hi (Recipient's name),

I have a personal matter I would like to discuss with you and wanted to arrange a meeting. I’ve always valued being able to talk to you about anything and would welcome this opportunity.

Please let me know suitable dates and times for us to meet.

Thanks,
(Your name)

3. Business meeting request email example

This is a more formal approach for a meeting where we spell out the objectives. Then, after that, it’s about getting things done!

Dear (Recipient's name),

I would like to invite you to a meeting with me and (insert details of others). At the meeting, we will discuss (insert details).

At the end of the meeting, we will agree on a way forward that will benefit us all.

Please let me know if you are interested in meeting and some convenient dates and times.‍

Yours sincerely,
(Your name)

4. Professional email to request a meeting sample

This sample targets a potential client or customer you’ve never met. It’s a typical prospecting email with the end result: a meeting request. 

Dear (Recipient's name),

My name is (name), and I’m contacting you from (company). I would like to request a meeting to explain how we can help your business to grow.

During the meeting, I’ll talk you through how, by working together, we can (insert details).

Would you like to meet? If you do, respond to this email with some dates and times that work for you, and we can agree on a date.

I look forward to hearing from you and hopefully working together.

Kind regards,
(Your name)

5. Follow-up email for meeting request sample

This email follows the prospecting email above and acts as a reminder. It’s short and straight to the point…

Hi (Recipient's name),

I’m just checking that you received my last email. Would you like to arrange a meeting to discuss my proposition further?

If it’s not of interest to you, please let me know, and I won’t contact you again.

Thanks,
(Your name)

6. Meeting request email sample to manager

Your boss is (if they are anything like ours) busy, so we’ve kept this meeting request email sample to a manager short and sweet.

Hi (Recipient's name),

I’d like to arrange a meeting for us to chat about (insert details). When we meet, I’ll fill you in on the details

Send me some dates and times, and I’ll arrange a room for us.

Thanks,
(Your name)

7. Casual meeting request email sample

You don’t need to be formal if you're friends with someone. Here’s a casual meeting request sample you can use to get a date in the diary.

Hey (Recipient's name),

How are you doing? I’m getting in touch as I’d like to arrange a meeting for us to discuss (insert details).

Can you let me know when you’re free, and we can get a date in the diary?

Looking forward to catching up!

Speak soon,
(Your name)

8. Sample email requesting availability for a meeting

Sometimes you’ll need to get availability from someone before you go through the process of arranging a meeting. Use our sample email requesting availability for a meeting template, and you won’t go wrong!

Hi (Recipient's name),

I'm in the process of arranging a meeting for (insert details).

Please send me some available dates and times for the next two weeks. Once I have collated all the details, I’ll find a suitable date for us all.

Kind regards,
(Your name)

9. Sample email to request a meeting with client

Here’s a sample email to request a meeting with a client! This is an email to a client you have a relationship with. It may be too informal for a new client, so update and amend it.

Hi (Recipient's name),

We’re making some changes here at (company name), and I wanted to talk you through them.

I’m happy to come and visit you at your office. Please can you suggest a meeting date and time that works for you?

I’m excited to meet and talk you through what we’re doing.

Thanks,
(Your name)

10. Introduction meeting request email sample

Introduction meetings are a great way to present a new employee, client, or contact to someone. Here’s a standard introduction meeting request email sample that’s brief and ideal for business meetings.

Dear (Recipient's name),

I would like to arrange a meeting with you to introduce my new colleague (name). They have recently joined us as (job title).

We’re excited about (name) working with us, and I’m sure she’ll have a massive impact on our working relationship.

Please let me know of dates and times you are available next week, and I will find a suitable time for us all.

Many thanks,
(Your name)

11. Lunch meeting request email sample

What’s better than a meeting? A lunch meeting!

In our lunch meeting sample request, we let the person you’re meeting pick the place (it’s only polite, after all).

Hi (Recipient's name),

Would you like to meet for lunch to catchup on recent progress of our project?

Let me know if you have free time next week and feel free to suggest any nice lunch spots around (Name of city/Location).

I look forward to hearing from you and meeting up soon. We have a lot to discuss!

Best,
(Your name)

12. Requesting a phone call meeting email sample

Sometimes after a meeting, you’ll need to arrange a phone call to discuss some details. Our email sample requesting a phone call is a great template, so get busy.

Dear (Recipient's name),

I would like to arrange a call for us to discuss (insert details). Are you free at (time) on (date)?

During the meeting I would like to cover the following areas:
  • Insert bullet point(s)
I’ll share an agenda before we meet. Feel free to suggest anything else you feel we should discuss.

Yours sincerely
(Your name)

13. Request to reschedule meeting email sample

Plans can change; if they do, it’s polite to let people know. In this request to reschedule a meeting sample, we don’t provide a lengthy explanation, as there’s no need, but feel free to add more detail if you want to.

Hi (Recipient's name),

Unfortunately, due to circumstances outside of my control, I won't be able to attend our meeting on (date). Could we rearrange the meeting?

Please send me some dates and times that work for you, and we can rearrange as soon as possible.

Kind regards,
(Your name)

14. Sales meeting request email sample

Sales meetings are crucial for any company, creating connections and generating cash (hopefully!). This sales meeting request email sample is a way to get to the business with your prospect to close a deal.

Hello (Recipient's name),

Thanks for the interest in (Your company)! Here goes answers to the questions you sent me:
  • Details about your company
  • References from other customers
  • Answer to a question
To check whether our solution would suit your needs, can we schedule a 30 minute meeting, with the following agenda:
  • Assessing if (Your solution) is the right fit for your company
  • 15 minute demo of how (Your solution) brings value to companies like you
  • Answering questions that arise
Please propose suitable dates and times, and I will arrange a meeting.

We look forward to hearing from you.

Best,
(Your name)

15. Team meeting request email sample

Team meetings are an important way to get everyone together and communicate. But, they can be drawn out and dull, particularly if there’s no agenda. In this team meeting request sample, we provide a helpful template that could help you avoid these issues.

Hi Team!

We need to meet to discuss our strategy for the next quarter. I’ve booked us a room on (date and time). Can you confirm that you can attend ASAP?

I’ll prepare a detailed agenda before the meeting, but some of the things I want to discuss include:
  • Add some bullet point(s)
Let me know if there are any additional items that you would like to attend the agenda or discuss.

We’re all raring to go for the most successful quarter ever. Looking forward to meeting and getting started.

Thanks,
(Your name)

16. Urgent meeting request email sample

Urgent meetings can be tough to call as everyone seems so busy. The key is to make it clear why your meeting is a priority. Then, keep it on point with our professional urgent meeting request sample.

Hi (Recipient's name),

I’m contacting you to request an urgent meeting about (insert details).

It’s essential that we meet as soon as possible. So, I suggest we meet on (insert details).

Can you confirm that this date and time works for you? If not, please suggest an alternative time.

Many thanks,
(Your name)

17. Request for virtual meeting email sample

Virtual meetings make getting together easier than ever. But there are some considerations, including software and technology. We tackle these issues in our request for a virtual meeting email sample. 

Hi Team,

Can we all make a Teams meeting on (insert date) at (time)?

There’s an agenda attached to this email for you to review before time. If you’ve got items against your name, please send me presentations at least two days before the meeting.

Find all dial-in details below. Ensure the camera and microphone are switched on for the meeting. It’s always a good idea to test your connection before the meeting starts. Any issues, please let me know.

Looking forward to catching up with you all!
(Your name)

18. Request for Zoom meeting email sample

Zoom meetings are a popular online platform for professional meetings. While Teams is standard as part of the Microsoft 365 package, you’ll need to download Zoom for it to work and have the meeting code and ID to get let in. Our request for a Zoom meeting email sample deals with it all.

Hi Team,

Can we all make a Zooms meeting on (insert date) at (time)?

There’s an agenda attached to this email for you to review before time. If you’ve got items against your name, please send me presentations at least two days before the meeting.

You can find all dial-in details below. Please ensure that the camera and microphone are switched on for the meeting. It’s always a good idea to test your connection before the meeting starts. 

Looking forward to meeting with you all!
(Your name)

19. Informal meeting request email sample

Business correspondence doesn’t have to be boring, as our informal meeting request sample shows. Of course, this won’t be suitable for everyday use, but if you’re friendly with the people you’re messaging, feel free to be a little less formal.

Hey (Recipient's name),

How's it going? It's been awhile We’ve not met in a while, let's catchup sometime soon?

I’m free over the next few weeks, so let me know when you’re free. We could get a coffee or head out and grab a bite to eat.

Looking forward to catching up!

Cheers,
(Your name)

20. Formal meeting request email sample

This formal meeting request email sample is the opposite of the one above. This formal meeting request sample is ideal for sending to anyone you’ve never met before.

Dear (Recipient's name),

I would like to invite you to a meeting on (insert date and time).

During the meeting, we will discuss (insert details). I will prepare a detailed agenda and circulate this once we have a date and time agreed upon among all participants.

Your attendance at the meeting will be warmly welcomed by all participants. Please do not hesitate to contact me if you would like to discuss this further.

I await your reply.

Yours sincerely,
(Your name)

21. Face-to-face meeting request email sample

Sometimes only a face-to-face meeting will do. This face-to-face meeting request sample sets out the date, time, and place of your meeting. Just don’t forget to turn up!

Hi (Recipient's name),

I’m contacting you to request a meeting on (insert dates and time). I would prefer if we could meet face-to-face to discuss it. I suggest we meet at (place).

Please can you confirm with me if this date and time, and location work for you?

I’ll share an agenda with you before we meet, but feel free to add things to it.

Thanks,
(Your name)

22. Cold email meeting request sample

This cold email meeting request sample is what professionals call prospecting. Of course, you’re not sure if you’ll get a response, but you should send the request anyway because it could be the start of something big.

Hi (Recipient's name),

Are you struggling with (Insert problem your prospect has)? Statistics show that it might cause you (Money lost/Time lost).

We help companies like you solve (Above mentioned problem) by (Insert details).

We’ve never met before, but I’d love the chance to meet with you and talk to you about our incredible offer.

After viewing your website and learning about what you do, I’m 100% sure we could help you! Ask me anything and make sure to check some of our references on our website, to hear what our customers have to say: (Link to your references)

Let me know some dates and times you’re free to meet, and I’ll make the arrangements.

Get back to you soon,
(Your name)

23. Request for a meeting appointment email sample

What’s a meeting appointment? It’s a request for a meeting time from someone important (a doctor or other professional). Use our request for a meeting appointment email to create a great impression on anyone you need to. 

Dear (Recipient's name),

I would like to request an appointment for us to meet. Please can you send me appropriate dates and times or give me access to your shared calendar?

While I’ll explain in more detail when we meet, I wanted to discuss (insert information).

I await your reply.

Many thanks,
(Your name)

24. Request for meeting agenda email sample

Not been sent the agenda for your meeting? Use our request for a meeting agenda template to ensure you get the docs you need before it kicks off.

Hi (Recipient's name),

I’m looking forward to our meeting on (insert details). But unfortunately, I don’t seem to have an agenda.

Could you please send me a copy of the agenda as soon as possible?

With kindest regards,
(Your name)

Meeting request email template

We’ve focused entirely on emails inviting others to meetings, but what happens when you’re the one being asked to attend? Here are a few ways you can respond to meeting requests for events you want to attend and those that you don’t.

1. Accept a meeting request email template

It’s always great to give good news. So here’s our email template for accepting a meeting.

Hi (Recipient's name),

Thanks for inviting me to the meeting. I’ll be delighted to attend.

I look forward to receiving the agenda and meeting you all.

Kind regards,
(Your name)

2. Decline meeting request email template

You may have another engagement or simply have something better to do than attend a meeting. Whatever your reasons for turning down a meeting, telling the person is polite, and here’s how to do it.

Dear (Recipient's name),

Thank you for inviting me to the meeting. Unfortunately, I will not be able to attend on this occasion.

Please accept my apologies.

Kind regards,
(Your name)

Flowrite’a schedule a meeting email template

Let’s face it. Scheduling meetings is one of the most tedious tasks in working life.

Because all of us can’t (unfortunately) afford to employ an assistant to schedule our meetings for us, we created Flowrite’s AI-powered meeting scheduler.

We guarantee that this will help you book that meeting faster than ever. Have a look at Flowrite in action:

Responding to a meeting request email with Flowrite

Another thing we hate is replying to countless Google Meet, Zoom and Teams meeting requests. Luckily Flowrite can help us with this too.

It’s often as fast as choosing the right template (Decline/Accept a meeting) and clicking “Generate response”. All in all maybe 5 seconds. That’s the magic of Flowrite!

Final words

The ability to arrange a meeting is a basic skill we all need to work and live. But that doesn't mean it’s easy.

We hope that breaking down the process into simple steps will make it easy for you to write meeting request emails.

If you get stuck, remember that meeting requests follow a simple structure. Don’t overthink it, just get the intro right, outline the meeting’s date, time, place, and purpose, and you’ll be fine.

If you get stuck, Flowrite is there for you with our handy meeting request email template.

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