In the professional world, communication is the key. One has to keep on communicating and networking to grow. setting up meetings, dealing with, and networking all happens via email. Setting up an email meeting where another person is already in your network is not tough. You must know how to ask someone to meet professionally over email, which can mean a lot for your business. 

First, what to expect from this blog?

• Top examples or samples of emails for scheduling a meeting 
• How do you ask for a meeting by email?

It means just a solution!

Scheduling a meeting using email is a very common practice in any size of business to communicate and discuss a variety of topics—whether it’s regarding an interview, following up with a potential client, lead generation, or any other topic, all of them fit perfectly in a meeting set up via email. 

It should be noted that – the meeting email request has three major motives to schedule including:

• Time,
• Date, &
• Place/Venue 

But writing a well-structured & engaging email to request a meeting is not everyone’s cup of tea! 

Hence, in this blog, we covered the best tips for asking for a meeting by email and provided 7 examples or samples of emails to schedule a meeting. 

And using it, you can easily create your amazing version without scratching your head!

Top Benefits of Asking for a Meeting by Email

It is important to schedule meetings correctly and precisely because it’s a communication skill that can be very useful in any type of business career. 

Here are some of the top benefits of scheduling meetings via email list as follows:

• The recipient and sender can both access the details regarding the meeting, such as location, time, place, contact information, or the reason for the meeting, in no time.
• The recipient and sender can easily share the details of the meeting to their personal calendars or organizing apps in a few clicks, avoiding any disregard.
• Through email, your accuracy of the meeting’s time, place, and date remains super vivid, leaving no space for miscommunication(which usually happens in verbal communications).
• You can also link the RSVPs and directions through email to reach the venue on time.

How to Ask for a Meeting Via Email?

Surely, email opens up a lot of exciting opportunities to keep the meetings exceptional. 

Yet, you must be clear while writing an email to schedule a meeting including certain objectives as the main core of your email script. 

So, try these quick steps to ask for a meeting by email:

• Subject line(Clear & Crisp)
• Salutation
• Your Introduction (if necessary)
• Reason for the meeting
• Time and place(suggest flexible time & date)
• Confirmation reply request
• A reminder

1. Write a Clear & Crisp Subject Line for Your Email to Schedule a Meeting

The first interaction of the recipient should always flow with the subject line of an email.

Because it is the most critical part that decides whether the recipient will read the email further. 

Therefore, try to formulate a catchy, crispy & clear subject line that draws the recipient’s attention so that it becomes hard for them to ignore your email.

But sometimes, you write an email to schedule a meeting to communicate with someone you’ve never met before. In such cases, you can just mention the name of the person who provided you with the reference in the subject. For example, “Clara suggested we should meet.”

Or try more formal tones such as –

• “Request to schedule a meeting” 
• “Please provide your preferred time for a meeting,” etc.

2. Salutation Swag!

You might have seen endless formal emails starting with greetings like “Dear Mr./Ms.” followed by the recipient’s last name. This works best if you are unfamiliar with the gender or name of the recipient.

If you want to schedule a meeting with multiple people, you can start with “Dear department heads,” or “Dear employees” and easily greet all the individuals at once.

3. Your Introduction (if necessary)

Introductions are essential especially when the recipient doesn’t know you personally or doesn’t expect your email to come. 

It helps break the ice for further casual or formal discussion regarding the main topic. 

So, make sure your introduction includes all the important details, such as your designation, your current place of work, and what your work profile delivers to clients.

4. Mention Reasons for the Meeting in the Email for Scheduling a Meeting

How on earth can you NOT define this in your email? 

Many business individuals sometimes forget to mention the reason in their emails for scheduling a meeting. If you do the same, you will encounter a massive blow in your first impression.

Therefore, keep your bull’s eyes open while defining the reason for your email. Write exactly why you wish to meet the recipient for a meeting. 

It not only helps you individually but also helps the recipient to allocate time and resources accordingly.

And remember, ‘Being specific is the key to being certain’ 

For example, “I would like to discuss the interviews of the selected candidates for the Field Museum” is much more precise than “I want to talk about selected candidates.” 

This means trying to keep the sentences short and using bold or other highlighting formats to emphasize the reason.

5. Time and Place(it offers flexibility)

Surely, a certain place & time always makes things easy for you and the recipient. 

But, a request should always be generous because an email to schedule a meeting must be flexible. 

Furthermore, it gives recipients enough space to think further if they can’t make it at the stated time or place. This may make it more likely that they will accept your request to meet at a time and place that works for both of you.

6. Request a Reply or Confirmation

Once you’ve completed all the above-mentioned tasks, you must request a confirmation reply from the recipient. 

But why?

As it may help you in the arrangement of reservations, placing food and beverages, or planning meeting space accordingly.

7. Send a reminder

For those who wish to pursue perfection, sending a reminder is the most appropriate way. 

To do so, make sure you mark a reminder in your calendar for the meeting. Also, make a generous follow-up email to remind the recipient if they might seem too busy with other work.

7 Best Templates to Request for Meeting Via Email

Just like various forms of business communication, there are also many types of requesting emails. 

Hence, we provide you with 7 exclusive meeting request email templates with engaging subject lines and much more other aspects.

Also, examples for your sales engagement outreach and leading successful connections.

In fact, the RAP model amongst the top request meeting email samples – has gained so much popularity these days. It states,

• R – provide a Reason for writing
• A – ask for a specific Action
• P – end the email Professionally

Example 1: Professional Cold Email Sample for Requesting Meeting Email

Cold emailing usually refers to sending emails to someone who is not familiar with you or is unknown. 

Let’s have a look at its structured format, keeping the RAP formula in mind:

Dear [Name of recipient],

I’m [your name/sender’s name], and I work in [your designation] at [company’s name]. We work in [define your expertise]. Observing your pivotal role in this field, I believe a collaboration would be beneficial for both of us. In particular, you’d access our experts on the consulting team along with an award-winning product suite.

I’d love to ask you for a meeting [mention location], at [mention a flexible date and time], where we can discuss this further.

Feel free to prefer another time and location if that doesn’t work for you.

Regards,

[Your Name]

Note: Make sure to make your CTA a little flexible because they can simply reply with “yes” to the request for a meeting via email.

Example 2: Cold Email With Your Introduction

Cold emails are one of the most powerful & difficult prospects in requesting meeting emails. 

Because you have to prove your importance in the first 4 lines to keep the unknown recipient interested in more of you. For that, try the following template:

Hi [recipient’s first name],

I’m [your name] from [company’s name], that specializes in [your expertise]. We’ve flourished our clientele from venture-backed startups to Fortune 500 companies like [mention some big companies you’ve aided].

Unlike other companies, we acquire a different approach towards germinating companies. We move fast & tell you upfront if it’s not the right connection.

If you are free for a chat at [mention time range], we could help you with some [mention some pain points of recipient].

Regards,

[Your Name]

Note: Here, since you will mention the names of your clients, make sure you pick the ones that are similar to the company you’re reaching out to.

Example 3: Requesting Meeting Email Sample for Known People Template

If you are reaching out to someone you’ve recently met, your emails can be shorter and more casual. 

Because they already know who you are and why you’re reaching out, it becomes easy to remind them briefly. Let’s dwell into this meeting request email sample:

Hey [ Recipient’s name]!

We met at [mention the event] yesterday.

Seems like you were interested in some of our [mention your services or expertise] Want to chat over a quick meeting this week? Let’s see what we can do together.

Please, do let me know when you’re available.

Sincerely,

[Sender’s name]

Also, When I say quick, I actually mean it. Just 15 minutes tops. I know you’re busy! So think it through and let me know.

Note: According to your conversation or how long you have connected with the recipient, jog your tone with the prospect. It’s nice to mention the event in the scheduled meeting email’s subject line to bring the recipient on the same page.

Example 4: Cold Email Added With an Issue Template

Finding an issue your prospect is facing and sending them a request meeting email briefing you as their solution is a tricky script. But let’s work it out with the help of this sample:

Hi [Client’s Name],

I browsed your website yesterday for [mention the reason] when I observed an issue. [Provide brief details of the issue].

I’m a [mention your designation] and I’ve gained experience in fixing this issue with a lot of companies, including [mention some similar niche client names]. It would help you in a series of fashion [mention some benefits in bullet points].

If you are interested, I’ve got some free time next week to talk this through. Please do mention your preferred time if this doesn’t suit you.

Sincere Regards,

[Your Name]

Example 5: Cold Email Template for SaaS companies

Group your SaaS Companies in categories by revenue and mark out two or three ways your product or service can help them regarding growth.

This creates a buzz and encourages them to continue reading.

Hi [Client’s name],

You are doing good in the [mention client’s industry] space.

But, to aim for greatness, We [mention company’s name], helped a lot of companies in similar positions by:

[Mention Product benefits in bullet points]

We have aided [mention client’s names] in the past and would be pleased to help you as well. It’d be productive to find out about your business and see if we’d be a good fit.

If you’ve got just five minutes this week to talk? We can arrange a meeting & discuss further.

Regards,

[Name]

Note: Such emails focus on the positive benefits. Hence, try to keep your tone as positive as possible. You’re better off with a solid benefit-driven cold email if you have successfully done it.

Example 6: Product Exemplar Meeting Request Email Template

These emails focus on a product demo that briefly covers the product’s features & benefits. Such benefits are translated according to the prospect’s need regarding how to integrate the product into their lives. Let’s try this sample for meeting request emails:

Hi [Client’s Name],

I’m [your name] from [company’s name]. We do [mention your specialization ] for a range of clientele like [mention some client’s names].

Every day we handle leading companies [mention the targeted product area]. We make sure they enjoy

[Mention benefits in bullet points]

Currently, we provide 10-minute demos. If you’d like to schedule one? Have a look at this [Mention a Link to the scheduler].

Regards,

[Your Name]

Note: Mention only the relevant benefits of your product to keep the reader interested & focused on your best features.

Example 7: Corporate Sales Meeting Request Email Template

Product examples are far more different from corporate sales meetings even though both of them are selling a product at one point. Since large companies receive tons of sales emails, remember to stand out from the rest of them.

Subject Line: Stop! This 5-minute read can save you a month of work.

Dear [recipient’s name],

I’m [mention your name], [with title] at [firm’s name]. Let’s proceed right away onto the reason.

I’m looking for people who nail at their industry but currently experiencing [mention some pain points of the recipient]. At our company, we’ve helped diverse clients like [disclose some famous client’s name] to achieve [value of your work].

Let’s discuss this further over a meeting at[mention meeting’s venue] on [mention two choices of date and time].

Kind Regards,

[Your Name]

Wrap Up

Here, Short and friendly wins the affirmation! Hence, keep the pitch short and make the dates flexible to increase your chances for the meet-up.

Hope these meeting request email samples helped you formulate a structure for your email to schedule a meeting with more engaging content and professional insights.

Effective meeting request emails are key to building strong connections. Using templates like the RAP model can make your emails more impactful. Whether you’re sending cold emails or reaching out to people you know, it’s important to keep your message clear and personal.

Tools like email finder, email verifier, and email checker can help ensure that your emails reach the right people and look professional. By keeping your emails short and offering flexible meeting times, you can increase your chances of getting a positive response.

We hope these examples help you write better meeting request emails. If you have any questions or need more help, please don’t hesitate to ask.

If you are facing any questions, let us know in the comment section.

 

Ask For a Meeting FAQs:

1. How do you professionally ask for something in an email?

Please put your ask at the top four lines of the meeting request email—in the most generous and respectable manner.

Remember, the goal is to get the professional’s attention and arrange a quick response in the form of a meeting.

2. How do you ask for a customer meeting via email?

Mention the gist of the meeting/reasons for the meeting in the subject line.

For example, Regarding the application of your project, etc.

Please proceed with the details of the venue and flexible date and time to confirm the customer’s meet-up in the main body of the email.

3. How do you write a formal meeting email request?

• Arrange a crisp subject line.
• Don’t dwell too much on personal details.
• For polite requests use phrases like-” I would be grateful if you could …”
• Use nouns instead of verbs to sound more formal.