Let's be honest; writing an email to ask someone for a slice of their time is about as comfortable as running with a pebble in your shoe. You second-guess every line, wonder if you sound pushy, and obsess over striking the right tone.
Sure, you've got the email basics down: clear subject line, concise body, and impactful sign-off. But hitting these check boxes won't necessarily yield a “yes” to your meeting request, especially if it’s your first contact with the person.
Your email has to resonate to make it onto someone’s calendar. It has to be compelling and persuasive without feeling like a pitch. Most importantly, it needs to answer the question every recipient silently asks: “Why should I care?”
Whether you're reaching out to a sales lead or trying to get in touch with a busy executive, this article provides practical tips and ready-to-use templates to help you write meeting email requests that get results.
What is a Meeting Email Request?
A meeting email request is an email asking someone to carve out time in their calendar to meet with you. These emails play a big role in the modern corporate environment, both within and outside organizations.
Internally, they're how we sync up with teammates, hash out priorities, and drive initiatives forward. Externally, they help us connect with prospects, land new clients, and keep existing relationships strong.
However, as straightforward as the concept may seem, writing a meeting request email that delivers results is easier said than done, especially when it comes to cold email outreach.
Striking the right tone and making your value proposition irresistible is a subtle art. In the coming sections, we’ll break down the key considerations and share a few useful templates to help you get it right.
Vital Components of a Meeting Email Request
Every part of your meeting request email—from the subject line to the closing—plays a role in whether your message captures attention or falls flat. Here’s how to make each element work for you.
Grab Attention with a Clear Subject Line
Your email subject line is the first thing your recipient sees. So, at the bare minimum, it needs to be crystal clear and specific to get opened at all.
To drive home that point, an Invesp study found that 47% of recipients open emails based solely on the subject line, and 69% label emails as spam based on the same.
To get your email opened, clarity and relevance are your best allies. Only after accounting for them should you consider experimenting with catchy elements.
All in all, you can never go wrong by simply stating the purpose of the email. In the case of a meeting request, even simple lines like “Quick 15-Minute Chat to discuss {{topic}}?” or “Meeting Request: Let's talk {{Topic}}” work well.
Make It Personal from the Start
Start your email on the right foot with a warm and personalized email greeting. Your greeting sets the tone, so don’t settle for generic openers.
Go beyond the standard practice of using the recipient's name. Where possible, highlight their interests or hit home on their pain points. If you have a prior connection or shared context, reference it briefly to create an immediate sense of familiarity.
Above all, steer clear of obsolete openings like “Dear Sir/Madam” to make it obvious you've put effort into your message.
Keep the Email Body Brief & Focused
This part is all about clarity and value. Briefly explain why you’re reaching out and what’s in it for recipients. Be clear and concise, and avoid rambling.
Most importantly, avoid overselling the benefits of the meeting (whether that’s solving a problem, exploring a new opportunity, or making a decision), especially when writing to potential customers.
A well-structured email body optimized for readability is one of the best shows of proper email etiquette. Get it right, and you’re a step closer to getting a “yes” for your meeting request.
Propose Specific Times and Locations
Be flexible and accommodating when proposing meeting times and locations. Consider the recipient's time zone and schedule before proposing meeting times.
For first-time contacts, you should consider using a tool like Calendly to allow the recipient to self-schedule. Alternatively, you can suggest a few options right in the email body and ask the recipient to choose what works best for them.
End with a Strong Call to Action
Your call to action (CTA) guides the recipient on how to respond. For meeting requests, that means politely but directly, asking recipients to confirm if they’re available at the proposed time or inviting them to suggest an alternative.
For instance, “Would you be available for a brief call on [date and time]? If not, I’d be happy to find a time that works for you” is simple, courteous, and direct.
Ready-to-Use Meeting Email Request Templates for Different Scenarios
One size does not fit all when it comes to meeting requests. The templates below cover everything from cold outreach to internal meetings to help you get that all-important “yes.”
For tonal flexibility, these templates come in two flavors: formal and casual. Feel free to mix and customize them as you see fit to match your context and use case.
Cold Email Outreach Templates
Perfect for reaching out to new contacts like potential clients or partners, these templates help you introduce yourself while keeping things polite and brief.
Formal Version:
Subject: Meeting Request to Discuss {{Topic/Benefit}} for {{Recipient’s Company}}
Hi {{Name}},
I hope your week is going great. My name is {{Your Name}}, and I work with {{Your Company}}, where we specialize in {{Relevant Service/Industry}}.
I’m reaching out because I believe our work aligns with {{Recipient’s Company’s}} goals, and I’d love to explore how we might support {{specific aspect}} of your objectives.
Would you have 15 minutes for a quick call? I’m happy to work around your schedule, and I believe this discussion could bring some valuable insights for us both.
Please let me know if there’s a convenient time for you, or feel free to book directly on my calendar here: {{Link to Calendar}}.
Looking forward to connecting.
Warm regards,
{{Your Name}}
Casual Version:
Subject: Quick Chat About {{Recipient’s Company/Shared Goal}}
Hey {{Name}},
I’m {{Your Name}} over at {{Your Company}}, and I came across {{Recipient’s Company}} recently while researching {{industry or topic}}.
I’m really impressed with what you’re doing and thought there might be a great opportunity for us to chat about ways we could help you tackle {{specific challenge}}. We did something similar with {{Competitor}} recently). Want to bounce them off you?
Any chance we could hop on a quick call this week? I’d love to hear more about your work and see if there’s a fit.
Please feel free to book directly on my calendar here: {{Link to Calendar}}.
Cheers,
{{Your Name}}
Want more of these types of templates for all your cold email-sending use cases? Instantly.ai has you covered.
Instantly’s AI-powered features can analyze your style, suggest tailored templates, and even provide real-time recommendations to help you craft meeting requests that are hard to ignore.
For meeting requests and follow-ups alike, Instantly.ai enhances every element of your email, making it easier to connect meaningfully with every recipient. Try it out for free!
Requesting Time With a Busy Executive
Reaching out to senior leaders requires brevity and respect for their time. Here are two approaches that communicate your message clearly while emphasizing the value of the meeting.
Formal Version:
Subject: Meeting Request to Discuss {{Specific Topic/Mutual Interest}}
Greetings {{Executive’s Name}},
I hope your week is going well. I’m {{Your Name}}, {{Your Position}} at {{Your Company}}. I’m reaching out to see if you might have 20 minutes for a discussion regarding {{specific topic or mutual goal}}.
Given your expertise in {{Executive’s Area of Focus}}, I believe your insights could be invaluable as we work to {{describe specific mutual objective}}.
If you’re open to it, I’d be delighted to meet at your convenience, either virtually or in person. I'm available to meet on {{ Date 1 }}, {{ Time 1 }} or {{ Date 2 }}, {{ Time 2 }}. Alternatively, I can work with your assistant to find a suitable time.
Thank you for considering,
{{Your Name}}
Casual Version:
Subject: Quick Meeting Request on {{Topic/Project/Mutual Interest}}
Hi {{Executive’s Name}},
I’m {{Your Name}} from {{Your Company}}, and I’d love to run an idea by you if you have 15–20 minutes to spare.
{{Mutual Connection}} mentioned you're leading the charge on {{Current Project}}. Sounds like you're tackling some interesting challenges there.
I know you’re swamped, so I’ll keep it brief. My team and I have been working on {{mutual project or challenge}} and we’ve come up with some battle-tested solutions that could save your team some headaches.
Is there a time this week that might work for you? Happy to work around your schedule.
Best,
{{Your Name}}
Internal Team Meeting Requests
Coordinating with your team requires clarity, but a touch of friendliness can make the meeting feel more collaborative than mandatory.
Formal Version:
Subject: Request for Team Meeting on {{Topic/Project Name}}
Hello team,
I’m reaching out to schedule a team meeting to discuss {{specific project or topic}} and ensure everyone’s on the same page.
Here’s what we’ll cover:
{{Key Point 1}}
{{Key Point 2}}
{{Key Point 3}}
Would everyone be available on {{Proposed Date/Time}}? Please confirm your availability or suggest alternative times if needed.
Looking forward to an engaging discussion.
Best,
{{Your Name}}
Casual Version:
Subject: Quick Team Huddle on {{Project/Goal}}
Hey team!
Can we all jump on a quick call to go over {{specific topic}}? I think it’ll help us stay aligned and iron out any issues before moving forward.
How does {{Proposed Date/Time}} sound? Let me know if that works or if we need to shift it around a bit.
Thanks,
{{Your Name}}
Follow-Up Meeting Request
If you haven’t heard back after your meeting email request, sending a friendly reminder can help gently nudge recipients to respond. Try out these follow-up templates below to balance persistence and courtesy in your meeting email requests.
Formal Version:
Subject: Following Up on Meeting Request Regarding {{Topic}}
Hello {{Name}},
I wanted to follow up on my previous message about scheduling a meeting to discuss {{short recap of specific topic or project}}. I know schedules can get busy, so I’d be happy to work around your availability.
Please let me know if you’d still be open to meeting, or feel free to suggest a time that works best for you.
Thanks again for your consideration.
Warm regards,
{{Your Name}}
Casual Version:
Subject: Quick Follow-Up on My Meeting Request
Hi {{Name}},
Just a quick nudge about my last email—I’d still love to connect about {{specific topic}} if you’re up for it. Totally understand if things have been hectic, so no pressure if it’s not the right time.
Let me know if you’d still be interested. I’m flexible and happy to work around your schedule.
Thanks a bunch,
{{Your Name}}
5 Tips to Make Your Meeting Email Requests Irresistible
Polite phrasing and tidy formatting aside, getting someone (especially a first-time contact) to agree to a meeting is about persuasion. Your email has to stand out in a sea of messages while making a strong case for why the recipient should carve out time to meet.
Here are a few pointers to get you there.
- Focus on Value First: People open emails with one question in mind: “What’s in it for me?” Make sure your email answers this quickly and clearly. Instead of focusing on what you want to discuss, highlight what they’ll gain from the meeting—whether it’s an idea, insight, or solution.
- Create a Sense of Mild Urgency: While it’s tempting to sound open-ended and flexible, urgency often moves the needle. Mention a time-sensitive angle or a reason why meeting sooner rather than later benefits them.
- Balance Professionalism with Relatability: Your tone should be professional, but it doesn’t have to be stiff. People connect with people, so let some of your personality come through, especially if you know the recipient well.
- Personalize with Care: Use what you know about the recipient to make the message feel tailored. Whether it’s a shared connection or an article they wrote, referencing something specific shows you’re invested.
- Follow Up Thoughtfully: If you don’t get a response, don’t assume disinterest right away. Busy prospects sometimes need a gentle nudge. Keep your follow-up email friendly, brief, and spaced out by at least a few days (ideally 2 to 3 days).
Key Takeaways
Writing meeting email requests that get results is no small feat. But with the right approach, you can turn this chore into a chance to make a fantastic impression.
If there’s one thing to take away here, it’s that every meeting request should center on the recipient's benefit. Make it clear what they stand to gain by giving you their time. A compelling reason beats a polite request every time.
And of course, engaging an email outreach platform like Instantly.ai can make a world of difference, especially if you're looking to send emails at scale.
With Instantly.ai as your co-pilot, you'll never have to stress about meeting requests (or other email-sending variations) again. Just plug in your details, and let our AI-powered personalization features do the heavy lifting. Sign up for a free trial today!
