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Jan 11, 2023

Writing

How to write an email to schedule something with 3 samples and a template

You’ve already done the hard work of creating a connection, now’s the time to schedule a time that suits you. Read on to learn how.

Blog writer

Lawrie Jones

Writer

Blog writer

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Table of contents

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How to write a scheduling email

Have you got an empty slot in your calendar you need to fill? Then, you need a scheduling email.

Scheduling emails are used to agree on a date and a time for a meeting, interview, appraisal, or appointment. 

In this guide on how to write a scheduling email, we break things down to the basics. You’ll learn how to structure your scheduling email messages and some dos and don'ts.

We finish with 3 scheduling email samples and a foolproof template and show you how to use Flowrite to automate your scheduling emails, like this:

Schedule email format

If you’ve written a formal email before, you should have no problems with the email format for scheduling a meeting.

It all starts with a clear and simple subject line. Once you’ve grabbed their attention, you provide clear and simple instructions in your body copy. You finish with a CTA, your contact details, and a sign-off. It sounds simple because it is. Here’s how to format your scheduling emails. 

1. Scheduling email subject line

Scheduling emails need a clear and straightforward subject line. Tell the recipient upfront what it is you want.

  • Can we schedule a meeting?
  • Meeting schedule request
  • Appointment request

If you want to be more specific, you can add details to your scheduling emails, such as the date, time, or place.

  • Appointment request – (Date, time, location)
  • Date – Meeting schedule request

This approach may appear simple, but it will ensure that there’s no confusion about the purpose of your message. That means it’s less likely to be deleted or ignored. 

2. What to include in scheduling email

Scheduling emails are all about arranging a date, time, and location for a meeting and an appointment. It’s easy to jump into the details but always start with a polite greeting. It’s the (not so) secret to email scheduling success.

  • I hope you’re well and having a great week. I wanted to schedule an appointment for (insert details).

If you don’t know the person you’re messaging, it’s always a good idea to introduce yourself. 

  • My name is (name), and I'm contacting you from (company name). I’m getting in touch to schedule a meeting to review… (whatever the reason you’re emailing).

Next, you’ll need to provide details about when (date and time) of the meeting and the location. Scheduling an appointment may take a little back and forth, so suggest several suitable dates and times if possible. 

  • I’m available to meet on (date) at the following times:
  • Use bullet point lists to offer options

You should also provide the recipient with the chance to suggest alternatives.

  • If none of these dates and times works for you, please suggest an alternative.

And that’s it!

Of course, you may want to provide information on the purpose of the meeting. You may also like to share documents, reports, or other information the recipient may need. We show you how to do this in the scheduling email examples below.

3. How to end an email when scheduling something

Scheduling emails are all about getting a response, so you’ll need to add your contact details and request confirmation.

  • Please confirm that you’ve received this message and let me know a suitable date and time for our meeting.

In some cases, you may need to specify a cut-off for replies.

  • I’m currently scheduling several meetings that week, so I’ll need to hear from you by (insert date) to secure the slot.

You’ve made your point now and can sign off. However, you should ensure that your contact details are available, either as part of the body copy of the email or in your signature. That way, the recipient will have everything they need to contact you.

Scheduling email examples

The best scheduling emails are from and formal. They’re polite but never pushy. What do we mean by that?

You should ask for a meeting, appointment, or interview that suits you – not demand it. This means being clear in your language but respecting the other person’s time and commitments.

How does that work? You can see these 3 scheduling email examples. These cover several common reasons you may need to send a scheduling request.

1. Schedule a meeting email sample 

This schedule meeting email template follows all the rules set out above, including offering alternative dates and times and a cut-off point for replies.

In addition, as outlined above, this scheduling email template allows you to add more information about the purpose of the meeting and any supporting information you may need to supply.

Hi (Recipient's name),

My name is (your name), and I’m contacting you from (company name). I wanted to schedule a meeting with you to discuss (whatever it is you need to discuss).

I’m available to visit you at your office. I’ve provided a list of suitable dates and times below:
  • Add dates and times
Please let me know if any of these slots suit you. If so, I’ll add it to my calendar and send you some essential information.

If these dates and times for our meeting don’t work, please feel free to send me some alternatives. 

I’m looking forward to scheduling a date and meeting with you soon. If you want to discuss details or have a call beforehand, you can contact me at (insert details).

I look forward to receiving your reply.
(Your name)

2. Schedule an interview email sample 

Securing an interview is already an achievement, and this interview schedule email template can help you get the right slot. In this example, we explain why we’re seeking to schedule our interview at a specific time. 

Hi (Recipient's name),

Thank you for inviting me to interview for the post of (role name). I can confirm that I am free to attend.

I am currently working and must arrange leave with my manager to attend the interview. The most suitable slot for me is (provide details).

Please confirm that you have received my confirmation and that this slot has been secured.

I look forward to the interview and learning more about your organization.

Many thanks,
(Your name)

3. Schedule an appointment email sample 

It doesn’t matter whether you’re scheduling an appointment with a lawyer, accountant, or recruitment agent; this sample is suitable for all these situations (and more). The key to this appointment scheduling request is to provide the recipient with several options to choose from.

The language is professional without being pushy. Getting this balance right is the best way to secure a slot in the busiest of schedules.

Hi (Recipient's name),

I Would like to schedule an appointment with you (whatever the person does).

During my appointment, I would like to (it’s a good idea to provide some details about what you want to discuss during your appointment).

I have attached some information along with this email for you to read before the appointment.

I currently have availability on the current days and times. Are any of these suitable for you?
  • Add dates and times
I will wait to hear from you about the date and time for our meeting. If you require additional information before we meet, please do not hesitate to contact me (insert details).

Best regards,
(Your name)

Scheduling email template

We’ve processed all of our knowledge and experience as pro writers to produce what we consider to be the ultimate email scheduling template.

This one is ready to be cut, pasted, and posted (OK, emailed) to the right person, and we guarantee it’ll get the correct result (well, we can’t guarantee this, but you’ll stand the best chance.)

Hi (Recipient's name),

My name is (your name). I would like to schedule a meeting with you to discuss (what you want to discuss).

The meeting will give us a chance to (this is where you discuss the outcomes you want from the meeting).

I’m currently available to meet on the following days and times:
  • Add your dates and times
I’m happy to visit your office (or if you’re not, suggest a suitable location).

Can you confirm that you have received this email and let me know which slot suits you, I’ll book it. Alternatively, if you would like to suggest an alternative date or time, please contact me (add contact details).

I look forward to hearing from you and meeting soon.
(Your name)

Make sure to try Flowrite for free to write any scheduling emails faster, like this:

Final words

Scheduling emails aren’t the most fun to write, but they’re an essential part of the professional world.

Hopefully, by now, you’ve seen that following the format and sticking to the rules makes it easy to create effective scheduling emails. Our final advice is always to proofread your scheduling emails to ensure you’re on the right side of professionalism and not on the wrong side of being pushy.

Follow our guide and be an email boss, not an email bully!

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