The Best Meeting Request Email Templates

Meetings are an essential aspect of our professional lives. Whether it’s catching up with colleagues, discussing project updates, or pitching new ideas, they provide a space for open communication and collaboration. However, getting a meeting scheduled can sometimes be a daunting task, especially when you are trying to coordinate with multiple people with busy schedules.

It’s crucial to have effective meeting request emails that grab the recipient’s attention and convey your intentions clearly. A well-crafted meeting request email will save you time and ensure that everyone is on the same page before the meeting even starts.

To help you craft the perfect meeting request email, we’ve put together a collection of the best meeting request email templates. Whether you’re looking to schedule a team meeting, a Zoom call, or reschedule a previously arranged meeting, our templates will help you create an email that is professional, concise, and effective.

Our best meeting request email templates for 2023:

We understand that everyone’s communication style is unique, so we’ve provided different templates that cater to different scenarios. From requesting a lunch meeting to rescheduling a meeting due to unforeseen circumstances, we’ve got you covered.

Read on and choose a meeting request email template to help you communicate your message clearly:

1. 📧 Cold meeting request email template

Organizing a business meeting with someone you haven’t met before is complicated. In one email, you have to write who you are, what you do, why you reach out to them, and why they should agree to meet with you.

Although there is much to write about, you should be concise. This meeting request email template should help you do the job:

Subject:

Requesting a meeting

Body:

Dear ​{{contactFirstName}},
I am NAME, currently working as POSITION at COMPANY NAME. Our company is specialized in ACTIVITIES, and we’ve worked with COMPANY NAME, to help them achieve RELEVANT EXAMPLES OF WORK. 
I saw that your company is focused on INTERESTING DETAIL. It got me thinking about the ways we could cooperate to achieve COMMON GOAL.
Since you’re the POSITION at COMPANY NAME, I would be glad to invite you to our office to discuss how we can solve RECIPIENT’S PAIN POINT. Does DATE/TIME 1 or DATE/TIME 2 sound good to you?
Feel free to suggest another time or place if this doesn’t work for you.
Kind regards,
{{senderName}}

2. 📧 Informal meeting request template

You don’t need to be formal if you already know the person you’re going to reach out to. They already know about your company and what you do there. So, it’s better to make this meeting request email shorter and to the point.

Subject:

Have time to talk? Coffee and biscuits on me!

Body:

Hey ​{{contactFirstName}},
How are you doing? Are you free next week for a short discussion about DETAILS? We can meet at your favorite cafe for coffee and chat.
Looking forward to our meeting!
Regards,
{{senderName}}

3. 📧 Meeting request email template to your boss

Your boss is probably one of the busiest people in your office. You should write an email that appreciates their time, but also clearly communicates the message. This is how to request a meeting with your boss:

Subject:

Meeting request from NAME

Body:

Hi ​{{contactFirstName}},
I’d like to organize a meeting with you to discuss DETAILS. I will tell you all the details during our meeting.
What time and date is suitable for you? I’ll try to arrange a room for our meeting.
Thanks in advance,
{{senderName}}

4. 📧 Corporate meeting request email

Remember that the representatives of large corporations get hundreds of meeting request emails all the time. 

Create an email that will convince them why they should make an exception and let you arrange a meeting with them. Keep the email short and friendly, so that they read it in seconds and make their final decision accordingly.

Subject:

Save a month of work by reading this email

Body:

Hi {{contactFirstName}},
Hope you’ve been doing well.
I am NAME, POSITION at COMPANY NAME. Let me get right to the point and tell you how you can save a month of work. 
I am searching for clients who are leaders in INDUSTRY and are currently experiencing PAIN POINTS. At our company, we had clients like COMPANY NAME from the same industry and helped them SOLUTION TO THEIR PROBLEM.
I’d like to talk to you about REASON OF MEETING. Would you be available for a  short chat to discuss this opportunity in details? Tell me your available dates and I’ll find a suitable time for both of us.
Kind regards,
{{senderName}}

5. 📧 Informational interview meeting template

If you’re looking for a new job you will need to ask for an informational interview. This template will help you score an interview by sounding professional.

Subject:

Available for a quick interview?

Body:

Hi {{contactFirstName}},
I am currently working as a POSITION at COMPANY NAME, but I would love to hear more about your company and its professional team.
One of my colleagues recommended that I contact you in order to get more details about TOPIC.
I would really appreciate it if we could have a quick chat to ask you about your company’s visions.
We can talk over the phone or via Zoom. Would you have time for it next week?
Thanks a lot for your time and what you’re doing. Will be looking forward to hearing back from you.
Sincerely,
{{senderName}}

6. 📧 Follow-up meeting request template 

Whenever you meet someone at a conference or event, you can reach out to them and ask for a follow-up meeting or call. Here is a meeting request email template you can use for such cases:

Subject:

We met at EVENT

Body:

Hi {{contactFirstName}},
I am NAME, we met at EVENT/CONFERENCE NAME during DETAILS.
I really loved talking to you about TOPIC. Maybe we could meet again and continue our interesting discussion next week. Will you be free for a chat? 
I’m sending you a link to my calendar so that you can schedule a day at your convenience. 
Looking forward to chatting with you soon!
Thanks,
{{senderName}}

7. 📧 Catchup meeting template with a client

Sometimes you need to request a meeting with your existing client to discuss the changes or progress of the projects. Here is a template you can use for this situation. Keep in mind that the template represented below is informal. You should update it if you have a formal relationship with your client:

Subject:

Let’s catch up for updates

Body:

Hi {{contactFirstName}},
We have some updates for you regarding our project, wanted to talk to you about these updates.
I would be glad to meet you at your office. Or we can have a Zoom call. Which option is more comfortable for you?
Excited to meet you soon!
Regards,
{{senderName}}

 8. 📧 Lunch meeting request template

If you want to make it less formal you can invite the person for a lunch meeting. You will not only connect with them professionally but also personally. This atmosphere will help you stay more relaxed, away from the office hassle. However, creating a lunch meeting request email can be a little complicated if you want to sound friendly and polite. 

Below you can find a lunch meeting request email template that can serve as a starting point for lunch meeting invitations:

Subject:

Let’s meet for lunch

Body:

Hi {{contactFirstName}},
Hope you’re doing great! It’s been a while since we last caught up. I was thinking maybe we could meet for lunch next week to discuss PURPOSE OF THE MEETING.
Will you be free next week? I’d love to hear what ideas you have regarding TOPIC. It would also be great to know what projects you’re currently working on.
Do you know any nice lunch spots around LOCATION? I love trying food in new places. We could go to one of your favorite places.
Let me know if you’re free next week and we will work out the details. Looking forward to catching up over lunch with you soon!
Best,
{{senderName}}

 9. 📧 Phone call meeting request template

Do you need to discuss some details after the meeting and need a phone call to follow up and clarify any lingering questions? Here is a template that you can use as a reference to arrange a call with the person you want:

Subject:

NAME, let’s talk about TOPIC

Body:

Dear {{contactFirstName}},
Hope this email finds you well. I would like to arrange a quick phone call to discuss TOPIC we mentioned during our meeting.
Are you available at TIME on DATE? Please, let me know what time and date work for you and I’ll do my best to accommodate.
During the call, I would like to discuss the following topics:
TOPIC 1
TOPIC 2
Is there anything else you would like us to discuss during the call? Please let me know if any.
Looking forward to speaking with you soon.
Regards,
{{senderName}}

 10. 📧 Request template to reschedule the arranged meeting

In today’s fast-paced world, it’s common to have a busy schedule and some unexpected events that will require you to reschedule an arranged meeting. You need to handle this kind of situation with professionalism and do your best to maintain positive relationships. 

Here’s the template you can use to communicate the message effectively:

Subject:

Rescheduling the meeting

Body:

Dear {{contactFirstName}},
I am writing to request to reschedule our meeting that was arranged for DATE/TIME.
Unfortunately, I won’t be able to make it to the meeting as planned because of a sudden conflict. I apologize for any inconvenience this may cause.
Here are some alternative dates that could work for us:
DATE/TIME 1
DATE/TIME 2
If these dates don’t work for you, please let me know when you are available, and I will adjust my schedule accordingly.
Look forward to meeting with you soon.
Regards,
{{senderName}}

 11. 📧 Team meeting request email

Team meetings are crucial to ensure effective communication. As a team manager, you will need to organize team meetings for different purposes- brainstorming, alignment, etc. to keep everyone informed and engaged in different activities. Here is how you can write a team meeting request email:

Subject:

Team meeting for TOPIC

Body:

Dear Team,
We need to meet to discuss our progress and plans for the upcoming weeks. Can you all confirm that you can meet on DATE/TIME?
I’ll prepare a more detailed agenda before the meeting, but here are some of the topics that we are going to cover during the meeting:
TOPIC 1
TOPIC 2
If you have any additional agenda items you would like to discuss, please let me know, and I will make sure to add them to the agenda.
Please confirm your attendance by DATE!
Thank you, and will be looking forward to seeing you all soon.
Best regards,
{{senderName}}

 12. 📧 Virtual meeting request email

Virtual meetings have become a popular and convenient way to connect with others. Whether you are working remotely or need to connect with someone who is not in the same location, online meetings are an excellent option. So, we’ve put together a sample email requesting a Zoom meeting that you can use as a reference to schedule your next virtual meeting.

Here’s the template:

Subject:

Let’s talk about TOPIC on DAY 

Body:

Dear {{contactFirstName}},
Hope this email finds you well. I would like to request a Zoom meeting to discuss TOPIC at your convenience.
I believe a virtual meeting would be the best way to connect, given our current circumstances. Please let me know if this works for you, and if so, please suggest some dates and times that work for you.
During the meeting, we will cover the following agenda items:
ITEM 1
ITEM 2
You can find all dial-in details below.
ZOOM LINK
MEETING ID
LOGIN CODE
I look forward to connecting with you and having a productive meeting. If you have any questions or concerns, please do not hesitate to contact me.
Thank you for your time and consideration.
Best regards,
{{senderName}}

To sum up

The ability to arrange meetings is a basic skill that we all need in our professional lives. However, it doesn’t mean writing a meeting request email is easy.

If you are not sure how to write, use a meeting request email template as your starting point. Remember that an effective meeting request email should be professional, concise, and convey your intentions clearly. It follows a simple structure- a greeting, a short intro, and information about the date, time, place, and purpose!

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