How To Schedule a Meeting by Email

It’s no secret: Senior executives and managers that hold decision-making power are busy. If you’re doing cold email and cold calling, sending business meeting request emails, or otherwise trying to pitch these prospects unannounced, it’s easy for these people to use their busy schedule as an excuse to brush you off before you’ve had a chance to prove your value.

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.

How To Arrange A Meeting By Email – Business English

How to ask for a meeting via email

When scheduling a meeting by email, be clear about your objectives. You can use these steps to effectively schedule a meeting by email:

1. Write a clear subject line

A subject line should be concise, clear and include an interesting or personal detail to engage the recipient. Include the word “meeting” or “schedule.” If the email is to someone who is not expecting it, try to include information that will convince them to open it, such as the name of a common friend.

For example, you can use subject lines like “Request to set up a meeting,” “Please respond regarding the best meeting time,” or “Claire Hollowell suggested we meet.”

2. Use a salutation

3. Introduce yourself (if necessary)

In some situations, you might have to schedule a meeting with someone who does not expect your email and maybe does not know you. Introduce yourself in the email and include a relevant detail so they can be assured that the email is authentic.

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

4. Explain why you want to meet

Some issues can be resolved or discussed by email or over the phone, but other discussions are more effective when done in person. To help your email recipient understand the importance of setting up a meeting, explain the reason. Knowing exactly why you are meeting will also help the recipient prepare and allocate time and resources accordingly.

Be specific, such as “I would like to discuss hiring a temporary assistant for the Finley Collection intake for the Field Museum,” or “I would like to show you how exactly our firm can help you grow your online presence.”

5. Be flexible about time and place

If you have the flexibility to do so, give your recipient options for the meeting. The flexibility may make it more likely that they will find a time and place that works for both of you. In your email, mention a few different times and locations so they can commit to one.

For example, “I am available to meet at 8 a.m. either Tuesday or Wednesday next week, or Thursdays after 4 p.m. I can reserve a conference room at our office on 2378 Westhill Street at whichever time you select.” However, you can make it clear that you are open to suggestions: “If these times do not work for you, or if you would like to meet elsewhere, please let me know.”

6. Request a reply or confirmation

Ask your email recipient to tell you whether they can attend the meeting. This will help you make reservations, arrange food and beverages or plan meeting space. Be clear about how the invitee can inform you if they are coming. You can say, “Please call my assistant at (231) 457-8900 to finalize the meeting,” “Please RSVP by October 19 to this evite,” or “Please let me know as soon as possible which of the above times would work for you.”

7. Send a reminder

Once you have received a confirmation, send a reminder a day or two before the meeting with the details of the place and time. In some situations, you might have to schedule a meeting for two other parties, such as if you are an administrative assistant scheduling a meeting for your manager with someone else. In this case, make sure you let both parties know of the agreed time and place, and send reminders to both.

For example, you can send a message like “Dear Mr. Rosenthal, I just wanted to send a reminder about your 10:30 a.m. meeting tomorrow with Jennifer Leach of Sunset Designs. I have made a reservation for you both at the Fresh Harvest Bruncheria at 987 Smythe Street. Please let me know if anything should come up that requires changing the appointment.” If they decline with no explanation, you can ask them if they would prefer a different time or location. If you do not hear back from them at all, a polite phone call to check on the receipt of your email is appropriate.

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

A meeting email request asks to schedule a time, date and place where you and the recipient will see each other. In some cases, you may have a prearranged time and are confirming it. There are many benefits to scheduling a business meeting through email:

Templates for scheduling a meeting email

Here are two templates you can use to help you write an email to schedule a meeting:

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 sample email meeting requests you could use to help inspire you to write your own:

Example 1

Example 2

Example 3

FAQ

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. I would be grateful if we could meet at your earliest convenience.
  2. I would be grateful if you could arrange/set up a meeting at your earliest convenience.
  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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