How To Schedule a Meeting by Email

How to schedule a meeting via email
  1. Have a clear and concise subject line.
  2. Compile your invite list.
  3. Start your email with a formal greeting.
  4. Introduce yourself to team members you haven’t met.
  5. Discuss the purpose of the meeting.
  6. Offer multiple dates and time options.
  7. Ask your recipient to send an RSVP.

There is no denying that senior managers and executives with decision-making authority are busy. It’s simple for these prospects to dismiss you before you’ve had a chance to demonstrate your value if you approach them informally via cold email, cold calling, business meeting request emails, or another method.

How To Arrange A Meeting By Email – Business English

How to ask for a meeting via email

Sending an email to schedule a meeting? Be specific about your goals. To successfully schedule a meeting by email, follow these steps:

1. Write a clear subject line

To pique the recipient’s interest, a subject line should be succinct, clear, and contain something intriguing or personal. Include the word “meeting” or “schedule. Try to include details in the email that will persuade the recipient to open it if they weren’t expecting it, like the name of a mutual friend.

Use subject lines like “Request to Set Up a Meeting,” “Please Respond Regarding the Best Meeting Time,” or “Claire Hollowell Suggested We Meet,” for illustration. ”.

2. Use a salutation

3. Introduce yourself (if necessary)

In some circumstances, you might need to arrange a meeting with a person who won’t anticipate your email and possibly doesn’t know you. So that they can be certain that the email is genuine, please introduce yourself in the email and include something pertinent.

You could say, “My name is Harris Stephens, and I work in the proofing department on the fourth floor,” or “My name is Dawn Safino, and I am a nurse practitioner with 12 years of experience.” ”.

4. Explain why you want to meet

While some issues can be resolved or discussed over the phone or via email, there are some discussions that are more productive in person. Explain the rationale for scheduling a meeting in your email so that your recipient will understand its significance. Knowing the precise purpose of your meeting will also assist the recipient in planning and appropriately allocating time and resources.

Be specific by saying things like, “I would like to discuss hiring a temporary assistant for the Field Museum’s Finley Collection intake,” or “I would like to demonstrate how precisely our company can assist you in expanding your online presence.” ”.

5. Be flexible about time and place

Give your recipient meeting options if you have the freedom to do so. They may be more likely to find a time and location that work for both of you because of the flexibility. Mention a few different times and locations in your email so they can choose one.

For example, “I am available to meet at 8 a. m. Thursdays after 4 p.m., or either Tuesday or Wednesday the following week m. If you choose, I can reserve a conference room for you at our office at 2378 Westhill Street. You can, however, state that you are open to suggestions by saying, “If these times don’t work for you, or if you’d rather meet somewhere else, please let me know. ”.

6. Request a reply or confirmation

Ask the person who received your email if they can attend the meeting. This will enable you to plan a meeting space, make reservations, and order food and drinks. Be specific about how the invitee can let you know if they will attend. To finalize the meeting, call your assistant at (231) 457-8900, reply to this evite by October 19 with your response, or let me know as soon as possible which of the above times will work for you. ”.

7. Send a reminder

Send a reminder with the location and time of the meeting a day or two before it happens once you’ve received a confirmation. You might occasionally need to arrange a meeting for two different parties, for example, if you’re the administrative assistant setting up a meeting for your manager with another person. In this situation, be sure to inform both parties of the designated time and location and to send them reminders.

For example, you can send a message like “Dear Mr. Rosenthal, I just wanted to reaffirm that you have a 10:30 a. m. meeting tomorrow with Jennifer Leach of Sunset Designs. At the Fresh Harvest Bruncheria at 987 Smythe Street, I have a reservation for you two. If anything should happen that necessitates changing the appointment, kindly let me know. You can enquire about their preference for a different time or place if they decline without providing an explanation. A polite phone call to confirm the receipt of your email is appropriate if you do not hear from them at all after sending them an email.

What are the benefits of setting up a meeting via email?

An email request for a meeting requests that a time, date, and location for you and the recipient to meet. In some circumstances, you might already have a time set and be confirming it. There are numerous advantages to setting up a business meeting via email:

Templates for scheduling a meeting email

Here are two examples of email templates that can be used to plan meetings:

Template 1: To schedule a meeting with someone you know

Template 2: To schedule a meeting with someone you do not know

Meeting request email samples

Here are three examples of email meeting requests that you can use as examples when writing your own:

Example 1

Example 2

Example 3


How do you politely ask for a meeting via email?

How to write a meeting request email
  1. Start with an explanatory subject line. …
  2. Use a professional salutation. …
  3. Introduce yourself. …
  4. State the purpose of the meeting. …
  5. Suggest a possible date and time. …
  6. Request for a reply. …
  7. Proofread before sending. …
  8. Follow up and remind.

How do you politely ask for a meeting?

Asking politely for a meeting
  1. Please schedule a time to meet with me as soon as possible.
  2. I would appreciate it if you could schedule a meeting as soon as possible.
  3. I don’t suppose you could arrange a meeting, could you?

How do I schedule a meeting?

How to structure a meeting invitation email
  1. Step 1: Create your subject line. …
  2. Step 2: Share the when and where. …
  3. Step 3: Explain the purpose. …
  4. Step 4: Share the meeting agenda. …
  5. Step 5: Ask for an RSVP. …
  6. Step 6: Add a professional email signature and branding.

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