Meeting Request Emails: 25 Templates & Writing Guide

Fernando Figueiredo
January 21, 2025
12
 min read
Contents

Scheduling meetings via email has become the norm in today's professional world. With packed calendars and remote work arrangements, email is usually the way to coordinate schedules. However, poorly written meeting requests can come across as rude or unclear, potentially jeopardizing important relationships before a meeting even takes place.

That's why learning how to request a meeting via email effectively and politely is crucial for professional success. A well-crafted effective email appointment request that warmly and clearly explains the purpose makes participation more appealing and creates goodwill.

In this comprehensive guide, we'll show you how to write meeting request emails that get positive responses, along with 25 practical templates for various scenarios. We’ll also explain how Zeeg can help you get more bookings, and simplify your scheduling process.

How to write a meeting request email politely

Quick Tips to ask for appointment:

Keep subject lines under 50 characters

Always state the purpose in the first paragraph

Offer specific times instead of asking "when are you free?"

Include your scheduling link early in the email

Follow up within 2-3 business days

Learning how to ask for an appointment politely in an email requires understanding several key components. Therefore, here's a complete step-by-step process to craft effective meeting request emails:

1. Find and verify the recipient's email address

Ensure you have the correct email to avoid bounces and maintain professionalism.

2. Write a compelling subject line

Create a clear, concise subject that immediately conveys the purpose. This is your email's first impression, and with a personalized subject line you could get significantly higher open rates. So, here are some key principles for writing effective subject lines to keep it clear and concise:

  • State the purpose directly
  • Avoid vague or clever phrases

Some examples of good subject lines

  • "Meeting Request: Q4 Budget Review"
  • "Quick Chat About [Project Name]?"
  • "15-Minute Discussion: [Topic]"
  • "Meeting to Discuss [Specific Purpose]"

Examples of poor subject lines to avoid:

  • "Let's Connect!"
  • "Important Meeting"
  • "Got a Minute?"

3. Open with a personalized greeting: 

Address the recipient by name to establish rapport. Start with a proper salutation using the recipient's name:

  • "Hi [Name],"
  • "Dear [Name],"
  • "Hello [Name],"

4. Introduce yourself 

Briefly explain who you are and your role. 

For example: "I'm Sarah Johnson, Marketing Director at Acme Corp, specializing in sustainable packaging solutions." This is concise, states the name, role and affiliation clearly, and the relevant expertise. Besides, it avoids unnecessary details.

5. State the purpose clearly 

You should immediately state why you're requesting the meeting. This helps recipients quickly understand the value proposition. 

For example: "I'm writing to request a meeting to discuss our Q4 marketing strategy and align on upcoming campaign objectives."

6. Demonstrate value (what’s your value proposition?)

Explain the benefits of the meeting for the recipient. This section should answer the question "What's in it for me?" from their perspective. 

Here’s an example: "This meeting will help us identify opportunities to increase campaign efficiency and ensure our messaging aligns with your department's goals."

7. Propose specific times

Suggest 2-3 specific meeting times rather than asking an open-ended "when are you free?". Go for something like:

"Would any of these times work for you?

  • Tuesday, Oct 12 at 2:00 PM
  • Wednesday, Oct 13 at 10:00 AM
  • Thursday, Oct 14 at 3:00 PM"

If you use Zeeg, you’ll get an even simpler way to do this. You can just send them your Zeeg link, from where the recipient can select an available slot. 

A few examples I like to use:

  • “To choose a slot and book your meeting with me, you can click here [zeeg.me/your-name].”  
  • “You can choose your preferred date and time on my booking page [zeeg.me/your-name].”

8. Close with a clear call to action: Make the next steps obvious.

End with a clear call to action and professional signature:

"Please let me know which time works best for you, or suggest an alternative that better fits your schedule.

Best regards, [Your name] [Your title]"

9. Proofread thoroughly

Check for errors and clarity. Before hitting send, review your email for:

  • Spelling and grammar errors
  • Correct recipient name and title
  • Accurate date and time details / your Zeeg availability schedule
  • Clear meeting purpose
  • Professional tone
  • Complete contact information
  • Working links/attachments
  • Consistent formatting

25 Meeting Request Email Templates

Here are 25 practical templates for various meeting scenarios, no matter if you want to send a job interview confirmation email or a B2B cold email. Each sample can be customized to fit your specific situation. And we've added a line with Zeeg on them, where you can offer an online booking page where your recipient can book the meeting directly.

1. Cold meeting request

Subject: Brief meeting about [specific topic]

Hi [Name],

I'm [Your Name] from [Company], and I noticed your recent work on [specific project/achievement]. I'd love to schedule a brief meeting to discuss how we might collaborate on [specific opportunity].

Would you have 15 minutes next week? I'm available on:
- Tuesday at 10 AM
- Wednesday at 2 PM
- Thursday at 11 AM

You can schedule directly on my calendar: [zeeg.me/your-name].

Looking forward to your response.

Best regards,
[Your Name]

2. Follow-up meeting request

Subject: Follow-up Discussion: [Previous Meeting Topic]

Hi [Name],

Following our discussion about [topic] last week, I'd like to schedule a follow-up meeting to address the next steps we identified.

Would you be available for a 30-minute meeting next Tuesday at 2 PM or Wednesday at 10 AM?

For your convenience, you may also book a time here: [zeeg.me/your-name].

Best regards,
[Your Name]

3. Team meeting request email sample

Subject: Team Sync-Up: Q4 Planning

Hi Team,

I'd like to schedule a team meeting to align on our Q4 objectives and review our Q3 accomplishments.

Proposed agenda:
- Q3 performance review
- Q4 goals and targets
- Resource allocation
- Open discussion

Would Tuesday at 10 AM or Wednesday at 2 PM work for everyone?

Best regards,
[Your Name]

4. Meeting request with your boss

Subject: Quick Check-in Request

Hi [Boss's Name],

I'd like to schedule a brief meeting to discuss [specific project/topic] and get your input on our next steps.

Would you have 30 minutes available this week? I'm free:
- Monday at 11 AM
- Wednesday at 2 PM
- Feel free to pick directly a different time that works best for you: [zeeg.me/your-name]

Best regards,
[Your Name]

5. Client presentation meeting

Subject: [Company] Solution Presentation

Dear [Client Name],

Following our initial discussion about [topic], I've prepared a presentation addressing the key points we discussed. I'd appreciate the opportunity to walk you through our proposed solution.

Would you be available for a 45-minute meeting next week? I can offer:
- Tuesday, Oct 12 at 10 AM
- Thursday, Oct 14 at 2 PM
- More convenient time slots for you that you can book here: [zeeg.me/your-name].

Looking forward to your response.

Best regards,
[Your Name]
[Company]

6. Partnership discussion

Subject: Partnership Opportunity Discussion

Hi [Name],

I'm reaching out because I see great potential for collaboration between [Your Company] and [Their Company] in [specific area].

I'd love to schedule a 30-minute call to explore how we might work together to [specific benefit/goal].

Are you available on:
- Monday at 3 PM
- Wednesday at 11 AM

Alternatively, you can book directly using this link: [zeeg.me/your-name].

Best regards,
[Your Name]

7. Sales introduction meeting

Subject: Quick Discussion: [Pain Point] Solution

Hi [Name],

I noticed [Company] is working on [specific initiative/challenge]. We've helped similar companies achieve [specific result] through our [product/service].

Would you be open to a 20-minute call to discuss how we might help [Company] achieve similar results?

Suggested times:
- Tuesday at 11 AM
- Thursday at 2 PM

For easier scheduling, here's my calendar link: [zeeg.me/your-name].

Best regards,
[Your Name]

8. Project kickoff meeting

Subject: [Project Name] Kickoff Meeting

Hi [Name],

As we prepare to launch [Project Name], I'd like to schedule a kickoff meeting to align on objectives, timeline, and responsibilities.

Would you be available for a 60-minute session next week? Suggested times:
- Monday, Oct 11 at 10 AM
- Wednesday, Oct 13 at 2 PM

You're also welcome to choose a time here: [zeeg.me/your-name].

Looking forward to getting started.

Best,
[Your Name]

9. Networking meeting request

Subject: Coffee Chat Request

Hi [Name],

I came across your profile and was impressed by your work in [specific area]. As someone also working in [industry], I'd love to learn more about your experience over coffee.

Would you be open to a 30-minute chat next week? I'm available:
- Tuesday morning
- Thursday afternoon

If you want, please find a more convenient time on my calendar and book it directly: [zeeg.me/your-name]

Best regards,
[Your Name]

10. Interview request

Subject: Interview Request - [Position] Role

Dear [Hiring Manager's Name],

I recently applied for the [Position] role at [Company] and would welcome the opportunity to discuss how my experience in [relevant skill/background] aligns with your needs.

I'm available for an interview at your convenience:
- Monday-Wednesday, 9 AM-5 PM
- Thursday-Friday, 10 AM-4 PM

My calendar is also accessible here for direct booking: [zeeg.me/your-name].

Thank you for considering my application.

Best regards,
[Your Name]

11. Mentor meeting request

Subject: Mentorship Discussion Request

Dear [Name],

Your expertise in [field/industry] is impressive, and I would greatly value your guidance as I develop my career in [specific area].

Would you be open to a brief mentorship discussion? I'm available on:
- Tuesday at 9 AM
- Thursday at 3 PM

Here's my scheduling link for your convenience: [zeeg.me/your-name]. Feel free to book there directly.

Thank you for considering my request.

Best regards,
[Your Name]

12. Colleague one-on-one

Subject: Quick Sync-Up Request

Hi [Name],

I'd like to schedule a one-on-one to discuss [project/topic] and align on our next steps.

Would either of these times work for you?
- Tomorrow at 11 AM
- Wednesday at 2 PM

If you prefer, do access my calendar to schedule our meeting: [zeeg.me/your-name].

Thanks,
[Your Name]

13. Virtual meeting request

Subject: Virtual Meeting: [Topic]

Hi [Name],

I'd like to schedule a virtual meeting to discuss [specific topic]. We can use [platform] for the call.

Would any of these times work for you?
- Monday at 10 AM EST
- Wednesday at 2 PM EST
- Friday at 11 AM EST

Alternatively, choose your preferred time slot here: [zeeg.me/your-name].

Thank you.

Best regards,
[Your Name]

14. Training session request email

Subject: [Topic] Training Session

Hi [Name],

I'd like to organize a training session on [topic] for our team. Your expertise would be invaluable in helping us improve our [specific skill/knowledge].

Could you lead a 45-minute session next week? Available times:
- Tuesday at 2 PM
- Thursday at 10 AM

Best regards,
[Your Name]

15. Feedback meeting request

Subject: Project Feedback Discussion

Hi [Name],

I'd appreciate your feedback on [project/work]. A brief meeting would help ensure we're aligned with expectations and requirements.

Would you have 30 minutes available:
- Tomorrow at 3 PM
- Wednesday at 11 AM

To make scheduling easier, feel free to use this link: [zeeg.me/your-name].

Thanks,
[Your Name]

16. Client update meeting

Subject: [Project] Progress Update Meeting

Dear [Client Name],

I'd like to schedule our monthly progress update for [Project]. We'll review our achievements, upcoming milestones, and address any questions.

Would either time work for you?
- Tuesday, Oct 12 at 10 AM
- Thursday, Oct 14 at 2 PM

Best regards,
[Your Name]

17. Urgent meeting request email sample

Subject: Urgent: [Topic] Discussion Needed

Hi [Name],

We need to discuss [urgent matter] as soon as possible. This requires immediate attention due to [brief reason].

Are you available for a 30-minute meeting today or tomorrow?
- Today at 3 PM
- Today at 4 PM
- Tomorrow at 9 AM

For easier and quicker scheduling, please book directly here: [zeeg.me/your-name]

Thank you for your prompt attention to this matter.

Best regards,
[Your Name]

18. Stakeholder meeting

Subject: [Project] Stakeholder Update Meeting

Dear [Name],

As we reach [project milestone], I'd like to schedule a stakeholder update meeting to review progress and gather feedback.

Would you be available for a 60-minute meeting next week?
- Tuesday at 10 AM
- Thursday at 2 PM

You can also select a meeting time and book our meeting directly using this link: [zeeg.me/your-name]

Best regards,
[Your Name]

19. Introduction meeting (warm lead)

Subject: Introduction Meeting - [Mutual Contact] Recommended

Hi [Name],

[Mutual Contact] suggested I reach out regarding [specific topic/opportunity]. I'd love to schedule a brief call to explore potential synergies between our organizations.

Would you have time for a 30-minute chat next week?
- Monday at 11 AM
- Wednesday at 2 PM

In any case, for your convenience, feel free to check my availability and schedule a meeting here: [zeeg.me/your-name]

Best regards,
[Your Name]

20. Project review meeting

Subject: [Project] Review Meeting

Hi [Name],

Let's schedule a review meeting for [Project] to discuss:
- Current status
- Key challenges
- Next steps
- Resource needs

Would either time work?
- Monday at 2 PM
- Wednesday at 10 AM

If you prefer, feel free to check my full availability and schedule here: [zeeg.me/your-name]

Best regards,
[Your Name]

21. Vendor meeting request

Subject: Vendor Review Meeting Request

Hi [Name],

I'd like to schedule our quarterly review meeting to discuss our partnership and explore opportunities for optimization.

Would you be available for a 60-minute meeting next week?
- Tuesday at 1 PM
- Thursday at 10 AM

In any case, feel free to use my booking page to find a suitable time: [zeeg.me/your-name]

Best regards,
[Your Name]

22. Strategy planning meeting

Subject: Strategy Planning Session

Hi team,

Let's align on our strategy for [upcoming period/initiative]. We'll cover:
- Market analysis
- Key objectives
- Resource allocation
- Action items

Available slots:
- Monday, 10 AM-12 PM
- Wednesday, 2 PM-4 PM

Best regards,
[Your Name]

23. Problem-solving meeting

Subject: Discussion: [Specific Issue] Resolution

Hi [Name],

I'd like to schedule a meeting to address [specific issue] and develop an action plan. 

Would you have 45 minutes available on these days?
- Tomorrow at 10 AM
- Wednesday at 2 PM

In any case, please feel free to browse my calendar and pick a time here: [zeeg.me/your-name]

Looking forward to resolving this together.

Best regards,
[Your Name]

24. Budget review meeting request email sample

Subject: Q4 Budget Review Meeting

Hi [Name],

It's time for our quarterly budget review. We'll need to discuss:
- Q3 performance
- Q4 projections
- Allocation adjustments
- 2024 planning

Would either time work?
- Tuesday at 9 AM
- Thursday at 2 PM

You can also book it directly on my Zeeg link: [zeeg.me/your-name].

Best regards,
[Your Name]

25. Cross-department collaboration meeting

Subject: Cross-Team Collaboration Meeting

Hi [Names],

I'd like to organize a meeting between our departments to discuss [specific initiative/project] and identify opportunities for collaboration.

Would you be available for a 45-minute session:
- Monday at 11 AM
- Wednesday at 2 PM

Looking forward to working together.

Best regards,
[Your Name]

How to follow up on meeting requests

If you don't receive a response to your initial meeting request, it's appropriate to follow up after a few days. Here's how to do it effectively:

Timing

When following up on your initial request, wait 2-3 business days before sending your first follow-up message. And always send your follow-ups during business hours to maintain professionalism. Most importantly, limit yourself to 2-3 follow-up attempts, with good enough time in between to let it breath - any more could be perceived as pushy or unprofessional.

Best practices

  • Keep it brief and polite
  • Reference your previous email
  • Provide new value or information
  • Offer additional time slots
  • Use Zeeg to automate effective reminders

Sample follow-up template

Subject: Following up: Meeting Request

Hi [Name],
I wanted to follow up on my previous email about meeting to discuss [topic]. I understand you're likely busy, but I believe this conversation could [specific benefit to them].

Would any of these alternative times work better for you?
[New time options]

Here's my scheduling link to make it easier for you to book: [zeeg.me/your-name]

Best regards,
[Your Name]

By following these guidelines and using these templates as a starting point, you'll be well-equipped to write meeting request emails that get positive responses. Remember to always customize your approach based on your relationship with the recipient and the specific context of your meeting request.

Summing up: Best Practices for meeting request emails

After checking the writing guidelines and looking at our samples, here’s a few pointers to sum up the essentials: 

  1. Be Concise
  • Keep emails short and focused
  • Use bullet points for key information
  • Stick to essential details only
  1. Show respect for time
  • Specify the meeting duration
  • Suggest multiple time slots
  • Be flexible with scheduling
  1. Personalize your request
  • Reference specific details about the recipient
  • Explain why you chose them for the meeting
  • Show you've done your homework
  1. Make it easy to respond
  • Provide clear time options
  • Include your calendar link if available
  • Make the call to action obvious
  • Use Zeeg and let your recipient book the meeting immediately

Industry-Specific Considerations

Different types of meetings require different approaches when crafting your request email. Understanding these nuances can improve your success rate in securing meetings with various stakeholders.

For sales meetings, focus heavily on value proposition and potential outcomes. The key is demonstrating how the meeting will benefit the recipient's business objectives or solve specific pain points. Your email should highlight clear, tangible benefits that make the time investment worthwhile for your prospect.

For internal meetings, you can typically adopt a more direct approach. While maintaining professionalism, you can be more straightforward about the meeting's purpose and expectations. These emails often require less context since participants usually share common knowledge about ongoing projects or company initiatives. However, still ensure you clearly state the meeting's objectives and expected outcomes.

Executive meetings, on the other hand, are a different beast altogether, demanding extreme concision. Senior leaders receive numerous meeting requests daily, so yours must clearly state the purpose, required time, and expected outcomes in as few words as possible. Focus on strategic value and business impact, and be prepared to justify why this meeting requires executive attention.

Client meetings, finally, strike yet another tone, requiring formality while maintaining warmth and personalization. These requests should acknowledge the existing relationship while clearly outlining the meeting's value to the client's business objectives. The key is to balance professionalism with relationship building, showing that you understand and respect their time while demonstrating the meeting's importance to their success.

👉 And remember: Zeeg can be used across industries,and be adapted to your business field easily. No matter if you want a yoga studio scheduling software, whether you're running an accounting company, a law firm,or if you're an solopreneur starting your own business, we're here to help you.

Common Mistakes to Avoid

When writing meeting request emails, several common pitfalls can significantly reduce your chances of getting a positive response. Writing overly long emails is perhaps the most frequent mistake - your recipient's time is valuable, and a wall of text may cause them to defer reading (and responding to) your email. Similarly, using vague subject lines like "Quick chat?" or "Meeting?" fails to convey purpose or urgency.

Another critical mistake is forgetting to specify the meeting duration. Without this information, recipients can't properly evaluate the time commitment or plan their schedule. Equally problematic is not providing sufficient context about the meeting's purpose and value, leaving recipients wondering whether the meeting is worth their time.

Finally, avoid making the recipient do all the work. Instead of asking "When are you free?", offer specific time slots or provide your scheduling link. This makes it easier for them to respond and shows you respect their time.

Simplify your meeting requests with Zeeg

While crafting the perfect meeting request email is crucial, you can streamline the entire process using Zeeg's scheduling functionality. Instead of proposing multiple time slots and dealing with back-and-forth emails, simply include your Zeeg booking link in your meeting request. Recipients can view your real-time availability and schedule a meeting instantly, eliminating scheduling friction.

Zeeg also automatically handles time zone conversions, sends confirmation emails, and adds the meeting to everyone's calendars. This not only saves time but also creates a more professional impression, showing that you value efficiency and respect your recipient's time.

Top benefits of using Zeeg in your meeting requests: