Senior executives position holders are a busy lot! Therefore, using cold calls, cold emails or sending unannounced business meeting request emails may be unsuccessful.
One of the shortest routes to reach out to these senior administrators and set up a meeting is through their email inboxes. This is a common means of business communication and can also help the management arrange meetings with their staff, or even amongst the employees.
There is a governing rule in writing meeting request emails known as RAP. This means you have to give a Reason for writing, ask for a specific Action, and display Professionalism.
There are many reasons as to why you may want to schedule a meeting which includes the following:
- Exploring a project with a prospective client
- Organizing for an interview
- Business leads follow-ups
This article gives you an expounded knowledge of meeting request emails, their importance, best practices, and examples to inspire you.
What Is a Meeting Request Email?
A meeting request email is an email you send requesting an appointment with the recipient. However, this form of appointment differs from others as they have a specific purpose: to discuss a single or several topics in detail.
Even though there are diverse ways of requesting a meeting, the email approach carries the day!
Why?
Meeting requests via email is very convenient and professional. This approach helps you structure your words correctly, avoid blunders, and have the ability to track your messages.
To make your meeting request process effective and seamless, you can send a calendar request to enable the two of you to set a meeting in your online calendar automatically.
Moreover, you can have a standard template helpful when sending multiple tailored meeting requests within a blink of the eye! Of importance, too, is the validation of the recipients' emails to avoid an "address not found" response.
Why Is It Important to Set Up a Meeting Through Emails?
A meeting request email includes the date, time, and meeting point. Sometimes, it could involve confirmation of a previously arranged meeting. The various benefits that come with sending meeting requests via emails include:
- Future Reference
The request email serves as a reminder to you and your recipient. Due to your busy day-to-day schedules, the chances are that either or both of you may forget essential details such as contact information, time, location, or the meeting agenda.
Thus, you can refer to your request email and have a quick recap!
- Ease of Sending Details
When using emails, transferring meeting details to an organizing app or an online calendar is just a few clicks away.
Also, Both of you can easily share the meeting details with your colleagues where you require your whole department to attend the meeting.
- Enhances Confidentiality
Some meetings require some privacy. It's therefore essential to send your request to the target group only.
You can organize such a meeting with specific colleagues without worrying about professionalism or confidentiality with email meeting requests.
- Zero Miscommunications
Email requests give you accuracy control by counter-checking crucial details like the time and place of the meeting.
That way, you can eradicate note-taking errors that occur when you say something different from what you mean.
Best Practices for Meeting Request Emails
Meeting request emails will have similar elements to the sales-related ones. Below are factors to consider when writing these emails:
- A Clear and Engaging Subject Line
An excellent subject line increases the open rate of your meeting request email. Hence, you have to make it clear, concise, personal, and interesting enough to engage the recipient.
Be sure to use words like "schedule" or "meeting" and use persuasive language if you write to someone for the first time.
- Include a Salutation
You need to maintain respect and professionalism, whether you're sending your meeting request to your seniors or juniors. Starting your request email with a salutation is a good form of business communication skill.
For example, you can address the recipient as "Dear Mr./Mrs. (recipient's last name). If writing to an unfamiliar recipient, use first and last names: Dear (first plus last name).
Where you're addressing a group of people, use a group title like Dear supervisors and so on.
- Do a Proper Introduction
Introducing yourself in your meeting request email is necessary to show the authenticity of your email. This is crucial, especially when you're scheduling a meeting with an unfamiliar person or someone who isn't expecting your email.
For example, "I’m Stephen Safino, and work in the Human Resource unit."
- Give Reason for The Meeting
This is the most crucial part of your meeting request email as it inspires the recipient to look forward to the scheduled meeting for more details.
It helps the recipient understand the purpose of the meeting and how it's valuable to them. However, don't go into details as that is the main reason why you're meeting.
In short, keep this section brief and easily scannable!
- Time and Location Flexibility
Try as much as possible to give your recipient a flexible schedule. This increases the chance of having a suitable time and location for the two of you.
This is a better approach than asking them when they are available. Specify also if it's an in-person or online meeting.
- Request for a Confirmation
Request your recipient to confirm their attendance at the meeting. This is necessary for proper planning of meeting places, foods, and beverages, or reservations.
Also, indicate clearly how your email recipient can do the confirmation. For example, you may say, "Kindly let me know your view concerning the suggested venue and time as soon as you can," or "please get in touch with my secretary via (phone number) to confirm your availability."
- Send a Reminder
After the invitee confirms their attendance, it's essential to send them a reminder a day or two before the due date.
When they turn down the request without an explanation, ask them if they could suggest some changes to the meeting details in their favor.
If you get no response at all, giving them a polite check-up call will be a great idea!
We recommend using Sender.net, which has all features you need to create your meeting email design and send automated emails to your contacts.
Here you can see how it looks from email builder inside:
Ideal Meeting Request Email Examples to Inspire You
Below are some great examples of meeting request emails that can boost your engagement with your prospects and leave them with no other option than to accept your request.
- Setting Up a Meeting With a Colleague
Dear [Mr./Ms. Last Name],
I am writing to schedule a meeting to [purpose of your meeting]. If the time works for you, I would like to meet at [time] on [date] at [place].
Please confirm whether that works for you or if another time and place is better. I look forward to our meeting.
Thank you,
[Your name]
This type of email is short and straightforward. Since both the sender and the recipient know each other, it requires no introduction or use of persuasive language.
However, you have to include all the necessary details and request confirmation from your email recipient.
- Scheduling a Meeting With a Prospect, You Met Lately
Hey [prospect’s first 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.
Sincerely,
[your name]
*When I say quick, I mean it – we’ll keep it to 15 minutes tops. I know you’re busy!
Where you send a request to someone you recently met, there is a high likelihood of them having basic information about you. Hence, keeping your emails short and more casual is in order.
However, if you didn’t have a memorable conversation, you can make your request appropriately longer. Outline details of your meeting, and don’t forget to mention where you recently interacted.
- Requesting a Meeting With a Client
Dear Mr. Wood,
I am writing on behalf of House Representative Jesse Walton to set up a meeting with you to discuss the water restrictions in Temple Terrace. He is available to meet at 10:30 am, 11 am, or 4:30 pm next Tuesday, August 15, at his office, 3278 W. 14th Street, Tampa.
Please confirm a meeting time at your earliest convenience.
Thank you,
Shailene Cobb
Assistant to H.R. Jesse Walton
Addressing by name makes the email more personalized. The sender has also introduced himself briefly, displaying some professionalism.
This email conveys essential details such as the topic of discussion, venue, time, and date. Moreover, it’s the flexibility of time, leaving the recipient with options to pick from!
The sender also calls the recipient to respond by confirming a suitable meeting time.
- Scheduling a Meeting For Customer Support Purposes
Dear Andrew,
That sounds good.
Let’s book a time to talk so we can review all the details of your request. Once we have all that information, I’ll work with our team to get this taken care of.
Please click here to schedule your meeting.
Talk soon!
You can send this meeting request email to a client who has previously requested from your organization.
You schedule the meeting to get more information from the customer on the support they need from you.
Be sure to keep it brief and professional!
- Setting Up a Casual Informative Meeting
Hello Therese McMahon,
Can I make a 15-minute call tomorrow if you mind?
I would love to,
- Show you what our top clients are doing to get more in emails
- Show you lack of conversion on-site
- Look if I should improve the conversions at the spot
Does 12 to 12:15 pm sound good on Tuesday?
Sincerely,
Essie High
In this example, the meeting is to take place via a phone call, which is clear in the subject line in the form of a request. This means that the meeting will only take place if the invitee is comfortable with the scheduled time.
Also, this request email outlines the topics of discussion that could make the recipient desire to attend the meeting to acquire more information.
- Friendly Follow Up Meeting Request Email
Hey [client name],
Hope you’ve been well since [event, place, and/or time you previously met]!
Just wanted to follow up to see if you were still interested in learning more about [your company] and how we can help with [pain point]. Are you still looking for someone to help you with [your service]?
If so, I’d love to talk! We can grab a coffee or hop on a quick call to discuss further – whatever works for you works for me!
Thanks and have a great one!
[Signature]
A follow-up email example means that the sender has had another meeting before discussing the same matter.
In such cases, highlighting a few details from your previous session is crucial! It’s a great way of personalizing your email.
It's also advisable to use a friendly tone instead of a promotional one.
- Requesting for a Team Members’ Brief Meeting
Dear colleagues,
With the new month's approach, I would like to schedule a brief meeting to discuss the upcoming challenges with expected target achievement. All team members are requested to be present for the same. The meeting will be held at 4:00 pm on December 31, 2020.
Please send confirmation for the same by replying to this chain.
Regards
Shannon Page
The subject line for this email is clear, highlighting the topic of discussion. There is no need for the sender's introduction as they are co-workers in the same organization.
It also includes the necessary details, which are the time and date of the meeting.
Using Meeting Request Emails to Schedule Meetings With Your Prospects Successfully
An email is a valuable tool for requesting a meeting with your invitee as it's straightforward and organized. To achieve the best results from your meeting request emails, use them in the correct way.
Familiarize yourself with the best practices for meeting request emails to craft exciting and straightforward emails that your invitee can't resist! And, with the examples provided in this article, you are good to go!
About The Author
Skirmantas Venckus is a writer by day and reader by night. He hates talking about himself in the third person. He is also the growth hacker at Sender.net – the email marketing provider that is focused on user-friendliness, affordability, and utility.
