Top 7 Examples of Great Business Meeting Request Email
Emails are booming the industry of commercial contact building & business marketing. The correct balance of formal & informal quirky email templates for meet-ups is really changing the course of action in businesses.
But the ways of writing a business request meeting email can be too stressful especially when you are sending it to someone way beyond your league or formal network.
Don’t panic! I‘ve already collated all the essential insights regarding how to write an email to schedule a meeting? Doted with 7 amazing business meeting request email samples to get your way ahead in this ‘life-changing email networking’! Let’s start with the most obvious questions!
What is a Business Meeting Request Email?
A meeting request email in business is a textual version of asking for an appointment or requesting a meeting with someone to discuss something important further. It is a written message sent through email hence usually the tone of the message is kept formal & direct.
Why Meeting Request Emails Are Important?
Meeting request emails are the best ways in business to ask for meetings or appointments. There are the following reasons that mark the essential demeanor for meeting request emails:
Formulating a request via meeting email is a perfect way to avoid slipups, which usually happen in real conversations. Especially, when you are talking with a highly experienced business tycoon or super intimidating person.
Meeting request emails allows you and your recipient to keep track of messages in an arranged fashion.
Moreover, these emails also help both the sender & the receiver to keep track of their previous meetings in accordance with the currently requested meeting.
By sending meeting request emails for business purposes, you can easily share a calendar request, which helps both parties to set up a seamless and effective rendezvous without any hustle.
Over emails, you can establish multiple personalized requests to schedule a meeting in a limited period of time.
Key Elements of Meeting Request Email Templates
Asking for a meeting by email might seem like an old-school method. But it ensures high accuracy & professionalism that you can hardly achieve with informal setups.
Still, even if you adore this old-school method, How to write an email to schedule a meeting? Will be your consistent nightmare for the marketing & networking process.
Apparently, it’s not that easy as it might seem! Hence, Let’s dig deeper into the anatomy of writing effective meeting request emails.
1. Introduction
Initial lines must always be a brief introduction about yourself or about your firm if the email is on behalf of your manager. It might be more beneficial if you mention the reference with whom you received the respective contact.
2. Reason to Meet
Next comes up the most important aspect of your email writing for meetings i.e. defining the sole reason for scheduling a meet-up. Hence try to be as convincing as possible. Mention mutual benefits to keep the reader affirmative. Your tone must instigate value and curiosity at the same time.
3. Availability
Making sure you’ve made the reason vivid for your meeting. Propose a date and a time for your meeting but be flexible. It is recommended to suggest a range for time instead of, a fixed timeline.
End the sentence with an asking statement about their preference for another time if they can’t make it on the discussed time frame. It usually increases the chances of getting a ‘yes’ instead of being ignored completely by the receiver.
4. Venue for the Meeting
Flexibility is the key which makes your life easier. Mention a flexible venue or location for the meeting. If the recipient is not familiar with the venue, insert a link for the location or provide easy to reach directions.
5. Last Assurance
At the end of this meeting request email, don’t forget to ask the recipient for acknowledgment, and confirming the meeting through a simple yes or no. It is an easy “call to action move” that transcends a decision faster.
Best Meeting Request Email Templates
Here are some easy to formulate meeting request templates that can help you form a really structures appointment email along with easy email subject line examples for meeting requests that people can’t deny. Let’s dive straight into the examples for meeting request emails without any further bluff!
1. For Standard Cold Meeting Request Email Template
Cold Meeting request email for business is sent to those people of work with whom you’ve never met before. Therefore, in these emails to schedule meetings, you have a lot of ground to cover in just one email. It includes your introduction, your work, what you can provide for them, and why this meeting is super beneficial to both.
Hope this business meeting request email sample helps you get through the cold meeting weirdness:
Subject Line: Let’s talk
Dear [name of recipient],
I’m [your name], working as [designation] at [ firm’s name]. Here we deal with [describe activities related to your’s & recipient’s interest], and we’ve helped [provide relevant examples of your previous work or clients].
Since you’re [mention recipient’s designation] at [receipient’s company name], I think we could collaborate to lead [mention the main goal of the meeting].
I’d be happy to meet you at my office- [mention address] for a meeting to discuss this further. Would [mention a range of date and time] be fine for you?
Please let me know if you prefer another time for this meeting.
Kind Regards,
[Your Name]
Note: Make sure you’ve personalized the email with the correct name, and don’t forget to re-check the spellings of the entire email.
2. For an Informal Meeting Request Email Template
If you have an informal way of doing things or if the targeted recipient already knows about you or your company, then you can go through this casual meeting request email template to perfect your email writing skills :
Subject Line: Snacks with Chai on Me!
Hi [recipient name]!
I’m [your name], [position] at [company name]. Let me jump right at the main motive of this email.
I specialize in [activities or work you wish to market, i.e related to your recipient] and I’m looking for new clients working to harness [mention the values you work for]. In our venture, we’ve helped [mention necessary examples of your previous exemplar works & happy clientele series].
I would be thrilled to invite you to our office- [mention address] to talk more about [mention the sole purpose of the meeting] with some refreshing chai & crispy snacks aside.
Would either [mention a flexible date and time] works for you?
Thank you for reading this much!
Looking forward to a happy meeting with you!
[Your Name]
Note: Use extra space or lines just to provide value. Worried there are still some questions left? don’t clutter. That’s what the meeting is for, you can discuss every other finer aspect later on!
3. For Highly Formal Meeting Request Email Template
If you are already well acquainted with the recipient & the receiver is owns a higher designative power then try this formal way for scheduling a meeting email sample:
Subject Line: Request for a meeting at your earliest convenience
Dear [Mr./Ms. Last Name of the recipient],
I hope this email finds you in good health. This email possesses a brief motive to schedule a meeting concerning [mention only the main topic of your meeting]. If that is eligible for your time & convenience, I would like to suggest an in-person meeting at [ mention a flexible location, time, and place].
Kindly confirm if your availability and preference are syncing with this proposal. Please do mention if you’d like to change the time or location according to your preference.
Sincere Regards,
[Your Name]
Note: If you are still wary about the meeting’s cancellation, then make sure you offer the targeted recipient, a couple of options for the time or expand on the reason you’d like to meet.
4. For Corporate Sales- Meeting Request Email Template
Sales pitched emails are instantly deleted or archived by the people, as they receive a lot of these every day. Hence make sure your subject stands out from that junk flock of emails. Try to keep the email brief, & save up lines to spend on the importance & mutual benefits of this meeting for both the business partners.
Subject Line: Don’t miss me, miss your hectic month of work
Dear [recipient’s name]
I’m [name], [designation] at [company’s name]. Let me get straight to the point.
I’m looking for clients who are nailing at their jobs and currently possess immense expertise in [mention recipients work style]. At [mention your firm’s name], we’ve also aided [mention notable client series] to achieve [portray the value you work after].
Let me know if either [range of date and time] is fine by you?
Thank You
Regards,
Note: Keeping it short and friendly, wins your recipient’s interest in reading the email till the end. To help push them toward the affirmative decision, make sure you include your best exemplar achievements. To find more tips on email marketing Click here.
5. For Hard-Hitting Meeting Request Email
You can leverage this meeting request email template if you already know about your client’s main pain point and holds a strong solution to solve the issue.
Subject Line: Let’s talk about solving your [mention main pain point of the recipient] next week
Dear [recipient’s name],
I checked out your website today for [mention the purpose of visit] when I observed [mention the pain point]
[Give a Brief description of a pain point and how it affects the recipient’s work in bullet points].
As a [your designation] at [company’s name], I’ve already helped [previous examples of happy customers]. Fixing this issue usually leads to [mention the desired results].
Therefore, I would like to have a quick chat about this(pain point) next week at [mention a flexible desired location].
Would [mention at least two choices of date and time] work for you? Do let me know with a simple Yes or No.
Kind Regards,
[Your Name]
Note: Keep it casual as people become defensive when they are reminded about a flaw in a rigid formal tone. Instead of sounding like a critic try to act as a genuine friend who likes to help his/her friends.
6. Meeting Request Email For Highlighting Your Work
If you own an image that speaks for itself, then let’s make it your main selling point on an email too. Try this sample for scheduling meetings on an email template for as par conditions:
Subject Line: Thank you for scheduling a meeting with our Head/Manage/CEO
Dear [name of recipient]
Myself [your name]. I’m working for [company’s name] as [designation].
Here, we specialize in [mention activities that might interest your recipient]. Our client base includes [mention your most notable clients] who believe in our/my values & problem-solving methods.
We/I solve [mention the main pain point]
Hence, We/I consider it would be [mention the probable solution of their main pain point], and provide successful recovery results.
I would love to discuss this further on[mention a flexible date & time] at [mention desired location]. Would it be a favorable time for you? If not please lemme know the eligible timeline according to your schedule.
Kind regards,
[Your Name]
Note: Don’t overcomplicate things or try to show off, just mention the companies your recipient is most likely to have heard. After all, no one likes to listen to criticism for more than a minute.
7. Meeting Email Request Email for SaaS (Software as a Service) companies
As nowadays people are preferring to have an online meet-up rather than a casual hang around. Hence scheduling a virtual meeting via email request is one of the best ways to get SaaS companies on board.
For these, you can update the tone of language to, more casual & informal section. Here is an easy example to win over the SaaS companies for a virtual meeting schedule via email.
Subject Line: Pin it- 08/11/21
Dear [recipient name],
I have been observing your company’s work for a while. It’s spectacular.
Like you, my venture has also been achieving great things in [mention mutually desired work]. We’ve already helped [mention similar companies to the recipient] with incredible growth & successful results.I would love to engage with you to bring the same & even more transcendence to your company!
Would either [mention flexible choices of date and time] work for you? Please do mention if you have any other free dates available in the future too.
Kind regards,
[Your Name]
Note: Try to do thorough research & find the actual achievements of your recipient’s company. This will personalize your email & increases your chances of receiving a response.
Well everyone talks about getting the meeting or appointment through the best textual skills but what happens if you really get the affirmative response. Do you respond thankyou or say something more formal about the future meeting, what is the deal? These questions always bother you once you’ve formulated the entire idea about writing an email to schedule a meeting.
First & foremost reply to the person by thanking them for accepting the meeting.
Whereas if you are making the meeting request on behalf of someone else then send a confirmation email to both sides for confirming the said schedule.
At last, prepare for the meeting and make proper arrangements.
Wrap Up!
Hope you received all the essential information related to scheduling meeting email samples that will immensely help you in writing the perfectly structured email along with email subject line examples for meeting requests.
There are, endless ways to start a conversation but a good ending is also necessary hence make sure you go through the last tips regarding what to do after you’ve received a confirmation mail for the meeting.
Rest ping me in the comment sections below if you still have further queries regarding how to write an email to schedule a business meeting? I would be happy to help!
