Meeting request email
A good meeting request says what it's for, how long it takes and when, in a few lines. Here's the structure and five templates.
Requesting a meeting sounds easy, but many emails go unanswered because they don't make the reason clear, ask for too much time or force the other person to suggest a slot.
Here's the structure of an email that makes saying yes easy, plus five templates for the most common situations.
What a meeting request email should include
- The reason, in the first sentence and the subject line.
- What the other person gains from the meeting.
- The length: "20 minutes" is more inviting than "a meeting".
- Two or three suggested days and times, or a booking link.
- The format: video call, phone or in person.
5 meeting request email templates
1. With a client
Subject: 20 minutes to review [topic] Hi [name], I'd like us to review [topic] together. In 20 minutes we can agree on next steps. Would [day] at [time] or [day] at [time] work for you?
2. With your manager
Subject: Can we talk about [topic]? Hi [name], Would you have 15 minutes this week to talk about [topic]? I'd like to share [what] and hear your thoughts. I'm happy to work around your schedule.
3. With a colleague from another team
Subject: Coordinating [project] Hi [name], We're starting [project] and I think your team could contribute a lot on [area]. Shall we do a 30-minute video call on [day]?
4. With a new contact
Subject: [person] suggested I reach out Hi [name], [Person] mentioned you work on [topic]. I'd love to hear about your experience on a short call. You can pick the slot that suits you best here: [link].
5. To reschedule
Subject: Time change: [day] meeting Hi [name], I'm sorry, but something has come up and I won't be able to make it on [day]. Could we move it to [day] at the same time?
Tips to get a yes
- Mind the time zone if the other person is in another country.
- Ask for little time: you can always extend it if it goes well.
- Send an agenda before the meeting, even if it's three bullet points.
- If there's no reply, follow up after three or four days. You'll find ideas in our sales follow-up templates.
Send it in seconds with a shortcut
If you request meetings often, save your template in NexoPad with a shortcut like /meeting and variables for the name, topic and suggested day and time.
When you type the shortcut in your CRM or email, NexoPad asks for those details and writes the full message, with the topic in bold.
Frequently asked questions
How many time options should I suggest?
Two or three. Just one means more back-and-forth if it doesn't fit; too many make the decision harder.
What should the subject line say?
The reason and the length: "20 minutes to review the proposal". That way it's understood without opening the email.
What if they don't reply?
Wait three or four days and send a short, friendly reminder.
How do I write a formal email for an important meeting?
We explain the structure and the right phrases in our guide to writing a formal email.
Published on October 11, 20266 min read
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