Nowadays, emails are considered the first and most important form of business communication. Throughout the industry, whenever it’s about scheduling a meeting with a client or engaging with them for the first time, emails are used for it, especially for requesting to schedule a meeting. And for writing a request email, you need to follow various procedures and steps, which often becomes quite challenging.
With this in mind, we have presented this article where we have discussed a step-by-step guide for meeting request email writing. So, let’s get started!
What is a Meeting Request Email?
For those new to writing meeting request emails, let’s start with the basic introduction of it. A meeting request email is a type of email in which the sender requests to schedule a meeting with the recipient. This is mostly used when you need to call for a team meeting, pitch a product to a potential client, or request information from a different department. It is written to team members, colleagues, or managers, and sometimes to a stranger as well, for introducing your company or details on possible collaboration.
Moreover, the meeting request email asks the recipient to specify the date and date or any other details if they are interested. That’s why a meeting request email needs to be written in a proper structure as it enhances the chances of the recipient agreeing to the meeting.
The Benefits of Asking for a Meeting by Email
The benefits that you get by asking for a meeting through emails are:
- Control over what to present: In emails, you can have complete control over what to present and propose to the client. You can structure it in the way you prefer professionally, phrasing sentences and words carefully, which isn’t possible over the phone or in-person meeting.
- Convenience: While writing a meeting request email, you can easily set the conversation, confirmation, and changes as per your convenience, without any interruptions.
- Precise tone: emails give you enough time to structure them to be precise with their date and time, which often becomes quite tough to manage on a phone call or in person. That’s why emails increase the chances of precision in the details.
- Proper record: emails make the work of both parties to keep a proper record of all the details of the meeting and its context as well.
- Additional Features: In emails, you can easily add a link for setting up the meeting directly in their calendar. Also, you can share the venue details in emails.
How to write a Meeting Request Email?
To write a request email to schedule meetings, you need to follow a proper structure including email subject lines, salutation, body, purpose, and others. These are:
1. A professional subject line
Start with giving your email a professional subject line that is precise and self-explanatory. Make sure, you are indicating that this email is a request email for scheduling a meeting, so include words like ‘meeting’ or ‘discussion’.
And if you are addressing the email to a stranger, add some of personal information like how you got their contact details.
2. Email introduction
Salutation is very important while writing a professional meeting request email. Usually, all kinds of business communication through the internet with a formal and appropriate salutation.
For the salutation, avoid using “Ms” or “Mr” when you don’t know their gender. Also, do not give it an informal start by using “Hey” as the salutation. Instead, go with words like “Dear” or “Hello” + their name or team.
3. Reason or purpose for the meeting
After these above steps, finally, it’s time to explain why you are requesting the meeting to the recipient. This needs to be precise, and specific and should engage with the recipient’s interest. It could be a one-sentence explanation or a short paragraph of 2-3 sentences.
4. Suggest a flexible date and time
You must suggest a few dates and time options for the meeting. You can suggest some time slot options for them to choose from. This makes picking an option easier for the recipient. Also, suggest a wide time frame according to your availability.
As an alternative, you can add a calendar invite and link it to the meeting if you’re planning to attend it online.
5. Request for a response/reply
Now, you are probably at the end of the email, so for that, ask the recipient to pick an option from the time slots suggested by you or discuss a new one. Specify how the recipient would respond. Or you can simply ask them to respond by a specific time and date.
6. Follow Up
In case you need an urgent reply, you can send a follow-up email to the recipient within a few days. Also, you can send a follow-up email if the deadline for confirmation of the meeting is already over. And when they confirm their presence, you can send a reminder as well for the meeting, including all the necessary details.
The Best 5+ Meeting Request Email templates and samples for your outreach campaigns.
Here are a few sample examples of meeting request emails for you to check out. These are:
1. Professional Cold Email Template
This cold email template includes everything that you need to cover in a brief description, that you need to follow while writing a professional request meeting email.
Subject: Let’s Discuss
Dear (recipient’s name)
Since you are working in (company’s name) as (recipient’s position), it would be great if we could collaborate, too, to achieve (meeting goal).
I’d like to invite you for a meeting in our office (address) to discuss this further. We can schedule it for (date & time suggestions) if it works for you.
Please let me know if you’d like to schedule the meeting at a different time.
Warm regards,
(Your name)
2. Cold email displaying your credentials
If you are writing a cold email, you can display your credentials to make it more effective and your selling point. Here is a template for that.
Subject line: Schedule meetings with the company’s Manager
Dear (recipient’s name)
I’m (your name), (position) at (company), specialising in (mention activities that are of recipient’s interest). We have had a great client base including (mention your notable clients) who trusts us for (purpose).
We’d like to (main selling point) for you and give you the best possible results.
It would be great if we can discuss this further at a meeting in my office, on (suggested date and time). Let me know what works for you.
Warm regards
(Your name)
3. Formal meeting request email
While writing to someone formally, who you already know. Here is a template for that:
Subject: Request to schedule a meeting at your convenience
Dear (Mr/Ms last name)
I’m writing this email to reach out to you for scheduling a meeting regarding (the purpose of the meeting), at your convenience and availability. I have added a few suggested options for you to pick out for the meeting’s location, date, and time.
Please let me know your availability or any other time or location that you’d like to schedule.
Warm regards,
(Your name)
4. Informal meeting request email
There is also an informal request meeting email template that you can choose in case the recipient knows most of your details, and you want a casual meeting.
Subject: Lunch on me
Hi (recipient’s name)
I’m (name), (position) at (company), specialising in (mention activities that are of recipient’s interest). And I’m looking for a new client to approach for (purpose) to provide them with (benefits). Here, at my company, we have helped (relevant examples of client success stories) obtain (your offerings and benefits).
I’m writing this email to invite you over to our office (address) to discuss this further. The lunch is on me!
Let me know what works for you (date and time suggestions).
Looking forward to your response!
(Your name)
5. Meeting request email highlighting your credentials
If you have a fancy reputation in the industry, make it your selling point in the meeting emails.
Subject: Scheduling a meeting with our CEO
Dear (recipient’s name)
I’m (your name), (position) at (company), specialising in (mention activities that are of recipient’s interest). We have had a great client base including (mention your notable clients) who trusts us for (purpose).
We like to offer (the main selling point) which makes us unique from others and gives you the best possible results.
It would be great if we could discuss this further (location, date, and time) if it works for you.
Warm regards
(Your name)
6. Cold email for SaaS companies
Scheduling a virtual meeting is quite easy and effective, especially for SaaS companies. For writing that, here is a template.
Subject: Save the date for (date)
Dear (recipient’s name)
I’ve heard about your company a lot and have been keeping a follow-up as well. It’s incredible how established you have made yourself (industry). The same goes for your company also in (company’s industry).
We’ve helped (similar companies) with (pain points) by providing (results and benefits).
It would be great if could discuss this in a quick online meeting. Let me know what time is best for you.
Warm regards,
(Your name)
Best Practices for Requesting a Meeting by Email
While writing an email requesting a meeting, there are a few things that you need to keep in mind to make the email more efficient and engaging. These are:
1. Use the RAP model
To write the email Request a meeting at a time that is convenient for both parties, Manage your calendar because meetings can only be scheduled for dates ending in an even number. If you are requesting a meeting using an email template (like above), it will automatically ensure this.
It’s not just about requests anymore 🙂 There is also an appointment setting – like on Apple devices. It means I keep options open to decide if I want to attend the session or not at Appointment Center. This automatic feature can save me from making regretful decisions during my travel to meet them such as turning down a previous client due to a shortage of time.
2. Use an email verifier tool
Verifying the recipient’s email address is very important as if it is invalid, your email will bounce back, and on an extreme level, it can ruin your reputation as well. That’s why to use an email verification tool that is both affordable as well as efficient such as GrowMeOrganic’s email finder tool. It performs radiantly on every level like domain info, format, mail server responses, and others.
3. Personalize your email
To gain the interest of the recipient, personalizing the email is a must! Make sure, you add up some points that your recipient can connect with and would agree to schedule the meeting at your suggested time and date.
4. Keep it clear and short
Don’t waste too much energy on writing long paragraphs in your emails. Keep it precise, specific, and clear as you are only requesting that they schedule the meeting. And if you make it too long, the recipient might not connect that well or get bored. That’s why I always go with short paragraphs, to the point.
5. Follow Up
Don’t get too conscious, If you don’t get any response, you can write up a follow-up email as well, asking for confirmation. Or you can also send a follow-up email reminding them about the meeting 2 to 3 days before it.
Conclusion
Writing a request email is an important step when approaching new clients. That’s why you keep it short and clear. Give them several time and date suggestions that work for you as well. This way, the meeting would be scheduled at the convenience of both parties. This also increases your chance of confirmation and meeting up afterwards.
We have discussed everything you needed to know for the meeting request email, including several sample examples as well.
Stay tuned to try out more of GrowMeOrganic’s blogs.
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