7 Great Examples of How to Ask for a Meeting by Email

Scheduling a meeting is a very common method in business communication to discuss, variety of topics. Whether it’s regarding an interview, following up a potential client, lead generation, etc. all of them fit perfectly on a meeting set-up. Hence asking for a meeting by email becomes a formal way of communication amongst all the business professionals.

A meeting email request has three major motives to schedule including:

  • Time,
  • Date, &
  • Place/Venue for the meeting.

But writing a well-structured & engaging email to request a meeting is not everyone’s cup of tea! Hence in this article, we collate the best tips about how to ask for a meeting by email? & 7 incredible templates for meeting request emails to help you create your own amazing version.

Benefits of Asking a Meeting by Email

Managing to schedule a meeting correctly and precisely is a communication skill that aids you in a lot of business careers. There are numerous benefits to schedule a meeting via email list as follows:

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

How to Ask for a Meeting Via Email

How to Ask for a Meeting Via Email

Surely email opens up a lot of exciting opportunities to keep the meetings meticulous & firm. Yet, you must be clear while scheduling a meeting by email, comprising certain objectives as the main gist of your email script. Try these brief steps to schedule a meeting by email to acquire a marvelous structure:

  • 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. Clear & Crisp Subject line

The first interaction of the recipient always proceeds with the subject line of an email. Hence it is the substantial part that decides whether the recipient will read the email further or not? Therefore, try to formulate a catchy, crispy & clear subject line that tempts the recipient & it becomes hard for them to ignore.

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

Or try more formal tones 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 the salutation “Dear Mr./Ms.” following the recipient’s last name. It works best if you are unfamiliar with the gender or name of the recipient.

Whereas if you want to schedule a meeting via email inviting multiple people, you can just start with “Dear department heads,” or “Dear employees” and easily salute 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 in breaking the ice for further casual or formal discussion regarding the main topic. Make sure your introduction carries all the important details such as your designation, your current place of work, & what exactly your work profile delivers to the clients.

4. Reason for the Meeting

How on Earth can you NOT define this in your email? A lot of business individuals sometimes miss the reason for meeting in their emails. It would be a great blow-down if you forgot to mention the sole reason for scheduling a meeting via email.

Hence, keep a close watch on your email defining exactly, why you wish to meet the recipient for a meeting? It also aids the recipient to allocate time and resources accordingly.

‘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 precise than “I want to talk about selected candidates”. Try to keep the sentences short & use bold or other highlighting formats to emphasize the reason.

5. Time and Place(that is flexible)

Surely, a certain place & time always makes things easy to proceed. But, a request is always generous, hence a meeting request email must possess some flexibility. It gives recipients enough space to think further if they can’t make it at the said time or place. It may make it more likely that they accept your request for conducting a meeting at a time and place that works for both of you.

6. Request a Reply or Confirmation

Once you’ve completed all the aforementioned tasks, it is necessary to request a confirmation reply from the recipient. As it may help you in the arrangement of reservations, arrange food and beverages, or plan meeting space accordingly.

7. Send a reminder

For those who wish to pursue perfection, sending a reminder is a classic thing. Hence, make sure you mark a reminder in your calendar for the meeting. As well as, make a generous follow-up email to remind the recipient if they might seem too busy with other works.

7 Best Templates to Request for Meeting Via Email

7 Best Templates to Request for Meeting Via Email

Just like diverse forms of business communication, there are numerous types of requesting emails. Hence, I21 provides you with 7 exclusive meeting request email templates with tempting email subject line examples for your sales engagement outreach and leading successful connections.

In fact, the RAP model amongst the request meeting email samples has gained quite a lot of attention 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 Template

Cold emailing usually refers to sending emails to someone who is not familiar or 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 of 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.


[Your Name]

Note: Make sure to make your CTA a little flexible hence, 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 request meeting emails. You have to prove your importance in the first 4 lines to keep the unknown recipient interested for more. Hence 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]?


[Your Name]

Note: Here, since you are going to 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: Meeting Request Email for Known People Template

If you are reaching out to someone you’ve recently met, your emails can be shorter and more casual. Since they already know who you are and why you’re reaching out, it becomes easy to just 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.


[Sender’s name]

P.S. When I say quick, I actually mean it. Just 15 minutes tops, I know you’re busy! So think it through & lemme know.

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

Example 4: Cold Email Added With an Issue Template

Finding an issue your prospect is facing, & sending them a request meeting email briefing you as their solution is a tricky script. But let’s work it out through 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 a free time next week to talk this through. Please do mention your, preferable 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 & mark out two or three ways your product or service can help them regarding the growth.

Hi [Cleint’s name],

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

But, to aim 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.



Note: Such emails focus on the positive benefits, hence try to keep your tone as positive as possible. In cases like these, you’re better off with a solid benefit-driven cold email.

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 requirement 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 specialisation] for a range of clientele like [mention some clients names].
Every day we handle leading company’s [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 scheduler].


[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 exemplars are far more different from corporate sales meetings even though both of them are selling a product at one point. Since large companies receive a lot of sales emails keep in mind to stand out from the rest of’em.

Subject Line: Stop! This 5 Min 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 & friendly wins the affirmation! Hence keep the pitch short & make the dates flexible to increase your chances for the meet-up.

Hope these examples helped you in formulating a structured meeting email request for more engaging content & professional insights try out more article at Aeroleads.

Ask For a Meeting FAQ’s:

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

Put your ask at the top 4 lines of the meeting request email context in the most generous & respectable manner. The goal is to get the professional’s attention & 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 meeting in the subject line. For example: Regarding the application of your project etc. Proceed with the details of venue & flexible date & 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?

Tips to 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.

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