October 25, 2023

8 Meeting Request Email Templates

Reading time about 9 min

Meeting request emails are often necessary when it comes to work. That’s because scheduling meetings via email is one of the best ways to book appointments and stay organized.

You might need to send a meeting request email to potential clients, colleagues, or any other business contact. Whatever the reason, emails are a proven way to encourage communication and get results. In fact, email is 40x more effective at driving sales than social media.

Want to learn more? This article will give you tips, best practices, and email examples to inspire your next meeting request email.

What is a meeting request email?

A meeting request email is a written message you send to ask to meet with someone. Usually, you’ll send a meeting invitation with a specific topic or goal in mind.

Effective meeting request emails follow the simple rule of RAP: give a Reason for writing, ask for a specific Action, and display Professionalism.

In general, business meeting request emails should include:

  • An email subject line. The best email subject lines boost open rates and response rates. So make your subject lines clear and compelling — especially when it comes to cold emails.
  • An intro. If you haven’t met the contact, be sure to introduce yourself, your job title, or company name. Keep the introduction relevant and straight to the point.
  • The purpose of the meeting. Make sure the recipient understands the goal of the meeting and why it’s valuable to them.
  • The meeting time and location. Suggest potential meeting times and locations while staying flexible. If it’s a virtual meeting, be sure to specify and provide a video conferencing link.

Benefits of sending meeting request emails

Meeting request emails are an important form of business communication. Here are a few main benefits.

  1. Future reference. The meeting request email serves as a handy reminder for both you and the recipient. It’s easy to refer back to the email for contact information, time, location, and meeting agenda.
  2. Ease of sharing meeting details. This is particularly useful for online meetings. You can send calendar invites and virtual meeting links. With booking online apps, all it takes is a few clicks.
  3. Confidentiality. Email lets you send meeting invitations to specific colleagues or contacts. That means it’s perfect for scheduling meetings that require a bit of confidentiality.
  4. Zero miscommunication. Unlike phone calls or other verbal communication, meeting request emails are ideal for confirming key meeting details like place or time. They help you avoid misunderstandings and keep everyone on the same page.

Related: How to Schedule a Zoom Meeting

Best practices for meeting request emails

Follow these best practices to write meeting request emails that get results.

Write an engaging email subject line

To get people to actually open your meeting request email, you’ll need a compelling subject line. Make it clear, concise, and relevant to the recipient. Try to use words like “meeting” or “schedule.” If applicable, include personal details such as a mutual contact’s name.

Here are a few examples of subject lines for your next meeting invitation email:

  • Request for meeting on [meeting date]
  • Let’s meet on [meeting date]
  • Hope to meet with you next week
  • Request to connect
  • Request to chat about [meeting topic]
  • Proposing time to discuss [meeting topic]
  • Check-in to discuss [meeting topic]

Confirm the meeting

After sending the invitation email, be sure to double-check whether the recipient can attend. This is especially important if you need to firm up an in-person meeting place, food and beverages, or room reservations.

Give a clear call to action regarding how to RSVP or confirm their attendance. For example, you might say something like “reply yes to this email” or “get in touch via [phone number] to confirm your availability.”

Send a reminder email

Once you confirm the meeting, it’s also good practice to send a reminder email about 1-2 days in advance. This helps prevent last-minute cancellations and no-shows.

If the email recipient needs to cancel, this is a good opportunity to ask to change the meeting details so they can attend. That way, you can still make the meeting happen.

Related: 12 Virtual Meeting Best Practices to Boost Productivity

8 meeting request email templates

Need inspiration? Here are 8 polite meeting request email samples to get you started.

Cold meeting request email

This template is perfect for cold email outreach. Use it to send cold sales meeting invitations to contacts you’ve never met before.

Dear [Recipient’s name],

My name is [your name] and I’m a [your job title] at [your company name]. We have a solution for [industry pain points] that can benefit your company.

We’ve already helped [past customer names] to achieve [business metrics].

Do you have time [suggested meeting time] to discuss [your proposed benefit] further?

Best regards,

[Your name]

Meeting request email for a potential client

This template can be used to set up meetings with prospects whom you’ve already met (e.g. at an event or conference). Keep it short and casual — but don’t forget to mention where you’ve previously interacted.

Hey [Prospect’s name],

We met at [event] yesterday.

Sounded like you were interested in some of the [your services] we offer.

Want to book a quick* meeting this week to see what we can do?

Let me know when you’re available.


[Your name]

*When I say quick, I mean it – we’ll keep it to 15 minutes tops. I know you’re busy!

Meeting request email for a current client

Use this template to schedule a meeting with a current business partner or client.

Dear [Client’s name],

I hope this email finds you well. I’d like to schedule a brief meeting to discuss how our services have been meeting your business needs. 

Your input is highly appreciated, and this meeting will help us identify new opportunities related to our ongoing collaboration.

 Please let me know your availability, and I’ll arrange a time that works for you. Looking forward to our discussion.

Best regards,

[Your name]

Meeting request email for a product demo

This template can be used to set up a product demo, which is an important step in the sales process. You can also link to a booking landing page and let clients book a demo in real time.

Hey [Prospect’s name],

Thanks for getting in touch! I’d be thrilled to offer a product demo to showcase how [your product] can benefit your company.

Please let me know your availability, or feel free to book a slot that works for you here: [booking landing page link]


[Your name]

Meeting request email for a partnership opportunity

Use this template to request a meeting regarding a potential partnership or collaboration.

Hello [Recipient’s name],

I’m [your name] and I’m reaching out on behalf of [your company name]. I saw that [specific aspects or achievements of the recipient’s company], and I’d love to discuss how we can work together to benefit both our organizations

Would you be able to meet [suggested meeting time and place]?

I look forward to hearing from you.


[Your name]

Meeting request email for a colleague

This template is best for scheduling a one-on-one meeting with a colleague. When mentioning the purpose of the meeting, give some context but keep it brief.

Hi [Colleague’s name],

I hope you’re doing well. I’d like to set up a quick chat regarding [meeting topic]. Do you have a few minutes to connect this week?

Please let me know when you’re free. Thanks!


[Your name]

Team meeting request email

Use this template to schedule meetings with multiple colleagues or your entire team. Be sure to include the purpose of the meeting and the meeting time.

Dear colleagues,

With the new month’s approach, I would like to schedule a brief meeting to discuss [meeting topic]. All team members are requested to be present. The meeting will be held at [meeting time].

Please send confirmation by replying to this chain. 


[Your name]

Formal meeting request email

Occasionally, you might need to strike a more formal tone when scheduling meetings. This meeting request email template can help.

Dear [Mr./Ms. Last Name],

I hope this email finds you well. I would like to connect to discuss [meeting topic]. If it suits you, I suggest meeting at [suggested meeting time and place].

Kindly confirm your availability, or please feel free to propose an alternative time.

Thank you in advance. I look forward to meeting with you soon.


[Your name]

Related: 7 Webinar Invitation Email Examples to Boost Attendance

Send meeting request emails with Brevo

Brevo’s all-in-one CRM suite makes it easy to send meeting request emails and host business meetings. Automate reminder emails, host video calls, and let customers set up meetings with you directly on your booking page.

Ready to get started? Try Brevo’s sales solutions today.

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