meeting request email for product presentation

How to write a meeting request email [17 samples for your colleagues, leads, & clients]

I’ll admit it upfront. As an introvert, I’m not a fan of meetings. And meetings that could’ve been emails? They’re pretty much the ultimate test of my patience (except spoilers on social media 🥲).

Despite my disdain, though, meetings can often be the binding force for relationships at work. They keep the communication going, provide a place to air and resolve differences, and ultimately bring people closer in pursuit of common goals.

Async and written communication cannot accomplish everything—a lot gets lost in the absence of facial expressions, tone of voice, gestures, and body language. This is perhaps why virtual meetings gained such popularity when we couldn’t meet in person due to the COVID-19 pandemic.

Knowing how to request a meeting, thus, becomes a key skill that can help one navigate the world of work with greater ease.

It's why I'm excited to share with you some tips and tricks on how to write a meeting request email that gets a positive response. With inputs from my colleagues at OSlash , I’ve also included 17 different samples for you to choose from, so you can tailor your message to fit the situation. Let’s get started.

What is a meeting request email?

A meeting request email is a professional invitation to get together and discuss something, typically sent in a business setting. It helps ensure that everyone is on the same page and that the meeting runs smoothly.

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What are the different types of meeting request emails.

Depending on the level of familiarity or relationship you have with the recipient, meeting request emails can either be cold or warm.

Cold meeting request email : This type of email is sent to someone you don't know or have a very limited relationship with. It's called "cold" because there's no prior communication or relationship established. Cold emails are typically used for outreach or prospecting purposes.

Recommended reading: 11 cold email templates that will get you more leads instantly

Warm meeting request email : This type of email is sent to someone you have an existing relationship with, whether it's a colleague, business partner, or friend. Warm emails are typically used to set up meetings with people you have already interacted with or have some level of familiarity with.

In a cold meeting request email, you need to introduce yourself and explain the reason for your email clearly. You also need to personalize your email and explain why you think the recipient would benefit from the meeting.

Recommended reading: 13 foolproof ways to introduce yourself via email

In a warm meeting request email, you can be more informal and friendly. You can refer to previous conversations or interactions you've had with the recipient and provide context for the meeting. Since you already have a relationship, the tone of the email can be more relaxed and conversational.

How to politely request & schedule a meeting via email?

“never be so polite, you forget your power., never wield such power, you forget to be polite.”.

Some of my favorite lyrics also serve as a good mantra while requesting a meeting.

No one likes to read a rude, pushy, and entitled email in their inbox, much less agree to a meeting with the sender of said email. Politeness is what will make all the difference between you getting a positive response and your meeting request email being marked as spam.

So, how do you politely schedule a meeting ? Here are 7 tips.

Start with a clear, explanatory subject line that does not confuse or clickbait the recipient. (See our section on subject lines below for some good ol’ inspiration!)
Begin with a polite greeting and include the name of the recipient in the salutation to make your meeting request more personable.

Some options include:

Hey, [First Name],

Hello [First Name], hope you’re well

Dear [First Name], I hope you’re having a good day

If you’re writing a cold meeting request email, be sure to include a short introduction stating who you are and some context on why you are writing to them. This indicates your respect for their time and attention. Psst…Steal our introduction email templates to come up with the perfect one!
Don’t forget to explicitly mention the purpose of the meeting and key details such as possible date, time, and venue . Pro tip: Suggest a few potential meeting times that work for you, but also be open to other options if those don't work.
Acknowledge that the person you're requesting a meeting with is likely busy, and be respectful of their time. Offer to keep the meeting short and to the point , and assure them that you won't take up more of their time than necessary. A tool like Calendly lets you give the recipient flexibility in scheduling the meeting, especially if the meeting is something you want more than they do.
Close your email by thanking them for considering your request and expressing your appreciation for their time and attention. Make sure to include a CTA (call to action) .

Some possible CTAs are:

You can reach me at [email] or [phone number]

Please feel free to book a slot on my calendar [insert link to calendar]

Please let me know if you’re available on [date & time] or if an alternative time works better for you

Please don’t hesitate to contact me at [email] or [phone number] if you have questions

Proofread your email before sending or employ a writing assistant to do it for you. Sending an impeccable, polished request will make a great impression and increase your chances of getting a favorable response.

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By sending a well-crafted meeting request email, you can ensure that your meeting is productive and efficient.

10 meeting request email subject lines

The subject line of your meeting request email is the first impression you make on the recipient—make it count with these 10 attention-grabbing examples.

Let's Connect, [Name]?

[Name], Can We Meet?

Meeting Request: [Purpose of the Meeting]

Requesting Your Time for a Meeting

[Date/Time] Meeting Request

Quick Meeting Request: [Purpose of the Meeting]

Meeting Request: [Your Name] and [Recipient's Name]

Seeking Your Expertise: Request for a Meeting

[Recipient's Name], Let's Discuss [Purpose of the Meeting]

Schedule a Meeting: [Purpose of the Meeting]

Since the subject line by itself is not enough for you to get a meeting, we’ve also crafted 17 templates that will allow you to do so.

17 meeting request email samples—for colleagues, leads & clients

In this section, we have curated 17 effective meeting request email samples that you can use to request meetings with your colleagues, leads, and existing clients.

Meeting request email samples to schedule a meeting with colleagues

On a typical workday, we perhaps end up interacting the most with our colleagues. We schedule meetings with our managers, bosses, peers, and subordinates. Some of them are individual meetings while others take place in a team setting. This section will walk you through simple meeting request email samples and templates for all such situations.

1. Requesting a meeting with your boss sample email

Subject: Requesting your time for a meeting Dear [Boss's Name], I hope this email finds you well. I would like to request a meeting with you to discuss [briefly state the purpose of the meeting]. I believe that this meeting would be beneficial for [provide reasons why the meeting is important]. Would it be possible for us to meet [suggest a few possible dates and times]? I understand that your schedule is likely very busy, so please let me know if any of these dates and times work for you. Thank you for your time, and I look forward to hearing from you soon. Best regards, [Your Name]

2. Requesting a meeting with your manager sample email

Subject: Schedule a meeting: [Purpose of the meeting] Dear [Name], I hope this email finds you well. I wanted to schedule a meeting to discuss [topic] with you. I believe your inputs will help me improve my performance and contribution to the team. Can we schedule a meeting for [suggest a few possible dates and times]? If none of these times work for you, please let me know when would be convenient. Thank you for your time and guidance. Best, [Your Name]

3. Requesting a one-on-one meeting with your colleagues sample email

Subject: Request for one-on-one meeting Dear [Colleague's Name], I hope you are doing well. I wanted to reach out and request a one-on-one meeting with you. I believe it would be helpful for us to discuss [briefly state the purpose of the meeting]. I value your input and believe that this meeting would be beneficial for both of us. I am available on [insert a few possible dates and times]. Let me know if any of these work for you or if you’ve an alternative in mind. Thanks a lot, and I look forward to meeting with you. Best regards, [Your Name]

4. Follow-up meeting request sample email

Subject: Following up on my earlier request for a meeting Dear [Recipient's Name], I’m writing to follow up on my previous email regarding a meeting request to discuss [briefly state the purpose of the meeting]. I would greatly appreciate a chance to speak with you. If the previous dates I suggested don't work, please let me know your availability so we can find a mutually convenient time. I am looking forward to chatting with you soon. Thank you for your time. Best regards, [Your Name]

Recommended reading: How to write the perfect follow-up email?—A no-nonsense guide [16 free templates inside]

5. Team meeting request sample email

Subject: Team meeting on [date and time] Hi Team, Hope you’re all having a good month so far. I would like to request a team meeting to discuss [briefly state the purpose of the meeting]. This meeting will be an opportunity for us to [state the objective of the meeting and what you hope to achieve]. I’ve booked the [conference room] for [date & time] and would request you to confirm your attendance on this link [insert link] as soon as possible. I’ll share a detailed agenda for the meeting soon. Some of the topics of discussion include: [Topic 1] [Topic 2] [Topic 3] Let me know if there are any other topics you would like to take up. Looking forward to a great session with you all! Thanks, [Your Name]

Recommended reading: Got a remote team? Check out the OSlash guide to effective communication in the new remote world

6. All-Hands/Town Hall meeting request sample email

Subject: Request for All-Hands/Town Hall meeting Dear All, I hope you are doing well. I am writing to request an All-Hands/Town Hall meeting for our team/company. The purpose of this meeting will be to [briefly state the agenda and objectives of the meeting]. I believe this meeting will provide us with a valuable opportunity to connect as a team, share important updates and information, and foster a sense of community. The meeting is scheduled for [date, time, location] and attendance is mandatory for all employees. Thank you for your consideration, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

Recommended reading: 11 tools to improve internal communications in your business

7. Standup meeting request sample email

Subject: Request for standup meeting Dear Team, I hope this email finds you well. I am writing to request a weekly standup meeting for our team to discuss our progress, priorities, and any blockers we may be facing. The purpose of this meeting will be to provide everyone with a brief update on their current tasks and to identify any issues or challenges that need to be addressed so that we can stay on track with our projects. I would suggest scheduling the meeting for [suggest a few possible dates and times]. If none of these times work for you, please let me know when would be convenient. Please come prepared with a brief update on your current tasks and any issues you may be facing. Thank you for your time, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

8. Request for meeting agenda sample email

Subject: Request for agenda for our planned meeting Dear [Name], I hope things are well. I am writing to request a meeting agenda in advance of our upcoming meeting on [date and time]. Having an agenda in advance will help ensure that the meeting is productive and focused, and that we are able to address all of the important topics. If the agenda has not yet been prepared, could you kindly provide an estimated timeline for when it will be available? I’d be thankful if you could share the agenda at least [insert number of days] prior to the meeting. Thank you so much! Best regards, [Your Name]

With the above samples, you should be able to bid your meeting scheduling woes at work a permanent goodbye.

Meeting request email samples to schedule a meeting with leads or potential clients

One of the trickiest things to do is to set up a meeting with people who aren’t your clients yet but whom you’d like to get in business with. They could range from potential customers to business partners; could be cold connections or people familiar to you; and they can be reached out to by using the below no-nonsense meeting request email samples.

1. Cold email meeting request sample email

Subject: Introduction and request for a meeting Dear [Name], I hope this email finds you well. My name is [Your Name], and I am [Your Position/Company]. I came across your work while researching [topic related to the recipient's field/industry], and I was impressed by your expertise in this area. I am interested in learning more about your work and exploring potential opportunities for collaboration. Would you be available for a brief meeting or call sometime in the next few weeks? I would love to discuss how we might be able to work together and hear more about your experiences in [industry/field]. Here’s the link to my calendar [insert link]. Feel free to book a slot that’s convenient to you. I’m really looking forward to getting to know you and for us to work together! Best regards, [Your Name]

Related: How to write LinkedIn connection requests that get accepted?

2. Business meeting/Sales meeting sample email

Subject: [First Name], can we meet? Dear [First Name], I hope this email finds you well. I am writing to request a business meeting with you to discuss potential opportunities for [insert what you are looking to achieve, e.g. partnership, investment, sales, etc.]. Based on my research and understanding of your organization, I’ve learnt that you’re looking to [solve a particular pain point]. I believe my company can help you do exactly that with [list of potential benefits]. I would love to explore this further with you and your team. If you are available, I would like to schedule a meeting at your earliest convenience. Alternatively, you can book a slot on my calendar for next week [insert link]. In the meantime, I’ve attached a case study that might interest you. Thank you for considering my request, and I look forward to talking soon! Best regards, [Your Name]

Recommended reading: Ace the cold email game with our free cold emailing ebook

3. Requesting a meeting appointment via email

Subject: Request for an appointment Dear [Name], I would like to request a meeting appointment with you to discuss [insert topic of discussion]. If you could let me know of your availability by sharing a few dates and times or give me access to your shared calendar, that would be greatly appreciated. I can find a time that works for both of us and schedule the appointment. Looking forward to hearing from you. Many thanks, [Your Name]

4. Request to reschedule a meeting sample email

Subject: Request to reschedule meeting Dear [Recipient’s Name], I hope this email finds you well. I wanted to reach out regarding our upcoming meeting scheduled for [insert date and time]. Unfortunately, due to [insert reason for rescheduling], I would like to request that we reschedule the meeting to a later date. I apologize for any inconvenience this may cause and hope that we can find a time that works for both of us. Please let me know what dates and times work best for you in the upcoming [insert time frame, e.g. week, month, etc.]. I am available [insert availability details] and am willing to be flexible to find a time that suits your schedule. Thank you for your understanding, and I look forward to hearing back from you soon. Best regards, [Your Name]

We truly hope that all your important meetings with leads pan out well. And we also hope we’ve gotten you off to a great start with the templates and samples we just shared.

Meeting request email samples to schedule a meeting with an existing client

As necessary as it is to close new business, it’s even more important (and tough) to retain old clients. Old clients don’t just bring repeat business, they also play a key role in word of mouth marketing and can be an excellent marketing channel in themselves. This is why touching base with them, even when everything is going according to plan, makes a good deal of business sense. These meeting request templates for existing clients will help you do that, minus any awkwardness.

1. Meeting request sample email for a client

Subject: Request for meeting with [Client’s Org] Dear [Client Name], How’s it going with you at [Org Name]? I’m writing to quickly check in with you and share what a pleasure it has been working with you and your talented team over the past few months. I also wanted to take this opportunity to discuss some updates and new collaboration opportunities with you. Would you like to meet on [insert potential meeting dates and times] to discuss the progress of our ongoing project and to explore this? I’ve a feeling it will be beneficial to both our organizations. Please let me know your availability, and we can catch up. Thank you for your time, and I look forward to the opportunity to meet with you soon. Best regards, [Your Name]

2. Introduction meeting for a new colleague/team member sample email

Subject: Introduction meeting with [Client’s Company] for [New Team Member’s Name] Dear [Client’s Name], I hope this email finds you well. I wanted to introduce you to our newest team member, [New Team Member’s Name], who will be working closely with you and your company. [New Team Member’s Name] brings extensive experience in [insert relevant skills] and is excited to collaborate with you. To facilitate a smooth transition, we would like to request a meeting with you to introduce [New Team Member’s Name] and to discuss how we can continue to provide you with the highest level of service. The meeting will be an opportunity to discuss any updates or changes to your business needs and to identify any areas where we can provide additional support. Please let us know if you are available to meet and suggest any dates and times that work best for you. We are available [insert availability details] and are willing to be flexible to find a time that suits your schedule. Thank you for your time and consideration, and we look forward to hearing back from you soon. Best regards, [Your Name]

Related: Welcome new employees to your team with these 21 welcome message templates

3. Lunch/dinner meeting request with a client sample email

Subject: Invitation for a lunch/dinner meeting Dear [Client Name], I hope this email finds you doing well. I wanted to take a moment to extend a lunch/dinner invitation to you. It would be great to catch up and discuss any new developments regarding our work together. I am thinking of [suggested restaurant name and location] on [date and time]. The restaurant is known for its [type of cuisine] and I believe it would be a great place to have a meal and discuss further opportunities. Please let me know if this works for you. I understand if you have prior engagements, and I am open to adjusting the date, time or location to accommodate your schedule. Looking forward to hearing from you soon. Best regards, [Your Name]

Congrats! You’re all set to tackle all sorts of meeting requests with the above repository of email samples. Just one last thing before we wrap up with a quick lesson in email etiquette—you also need sample emails to communicate a gracious acceptance or convey a polite refusal to attend a meeting. After all, you might find yourself at the end of a meeting request email too!

Here goes…

Accepting a meeting request sample email

Subject: Re: Meeting request Dear [Meeting Organizer's Name], Thank you for inviting me to attend the meeting on [Date and Time]. I am happy to accept the invitation and look forward to the meeting. Please let me know if there are any specific materials or information I should prepare before the meeting. I am eager to contribute to the discussion and make the most out of our time together. Thank you again for including me in this meeting, and I am excited to see you soon. Best regards, [Your Name]

Declining a meeting request sample email

Subject: Sorry to miss your meeting. Let's catch up soon! Dear [Meeting Organizer’s Name], Thank you for inviting me to attend the meeting on [Date and Time]. Unfortunately, due to [reason for declining], I will not be able to attend the meeting. I apologize for any inconvenience this may cause, and I hope to be able to attend (a) future meeting(s). If there is any information or materials that I can provide to contribute to the meeting in my absence, please let me know. Thank you again for including me in this meeting, and I appreciate your understanding. Best regards, [Your Name]

Final words: Email etiquette for sending meeting requests and invitations the right way

When it comes to requesting meetings via email, there are a few key etiquette rules to follow. Think of it like sending a virtual handshake—you want to make a good impression and ensure that everyone feels respected and valued.

Here are 4 things to remember when sending a meeting invitation.

1. Have a clear agenda

Having a clear agenda for your meeting is essential for making the most of everyone's time. When sending a meeting invitation email, be sure to include a brief outline of the topics that will be discussed and what you hope to accomplish. This not only helps attendees prepare for the meeting but also ensures that everyone is on the same page and that the meeting stays focused.

2. Follow the two-pizza rule for meeting invitations

Jeff Bezos' "two pizza rule" is a great guideline for deciding who to invite to a meeting. The rule states that a meeting should never have more people than can be fed with two pizzas. In other words, keep your meeting small and invite only the people who are necessary for the discussion. This helps keep the meeting efficient and ensures that everyone who attends has a meaningful contribution to make.

3. Don’t Rubik’s cube your way to a meeting

Avoid unnecessary back-and-forth by checking calendars in advance whenever possible. When sending a meeting invitation email, suggest a few potential meeting times and ask attendees to let you know which one works best for them. Alternatively, use a scheduling tool like Calendly or Doodle to allow attendees to select a time that works for them. This can help avoid the "Rubik's cube" of scheduling and save time and frustration for everyone involved.

4. Be considerate of everyone’s time

Suggest a few potential meeting times that work for you, but also be open to other options if those don't work. And if you're requesting a meeting with someone who is higher up in the organization, be respectful of their schedule and availability. Wrap meetings up in time so as to be mindful of other people’s schedules and commitments.

Follow these golden commandments and we’re sure your meeting invitation acceptance rates will soar through the roof!

Schedule meetings 30x faster with OSlash text expander and link shortcuts

Looking to schedule meetings faster and more efficiently? Say hello to OSlash , the ultimate productivity tool for busy professionals.

With OSlash’s text expander and link shortcuts , you can easily create and send meeting requests, up to 30 times faster.

With just a few keystrokes in the text expander, you can create templates for email meeting requests, invitation messages posted on Slack and other communication apps, introduction emails, follow-up emails, and more. Once the templates are in place, all you’ve to do is type the corresponding shortcut, say, o/meet, and let OSlash insert the entire email for you, in under a second.

No more typing the same request hundreds of times or toggling between windows to copy-paste it.

You can also replace complex and tough-to-remember URLs with OSlash (link) shortcuts to quickly access your calendar, scheduling tool, or other productivity apps. Never ask your colleagues for the standup meeting link, again. It’s o/standup. Say goodbye to scrolling through long Slack threads for the All-Hands’ Zoom link, because, you guessed it—it’s o/allhands. Easy peasy!

Whether you're setting up a one-on-one with a colleague or organizing a company-wide meeting, OSlash streamlines the process, saving you time and energy. Plus, with customizable templates and seamless browser compatibility, OSlash is the ultimate solution for requesting and scheduling meetings, hassle-free.

Try OSlash for free , right away!

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Meeting request email — 24 examples and templates

Manage meeting requests like a pro with our in-depth guide to writing the best meeting request emails.

Meetings are the social glue that keeps organizations working together. In meetings, we share information, discuss projects and decide the future of our careers and the companies we work for.

But before we have any great meetings, we must send a great meeting request email.

How to request a meeting via email

Don’t believe us? In this article, we’ll break down the steps to write better email meeting requests. We’ll learn from the pros about what to include, unlocking the secrets of successful emails. You’ll never find yourself sitting in an empty room or staring at an empty Teams screen again.

With some help from MailMaestro, our AI email assistant , everyone will want to attend after they get your email – so you better ensure the meeting is worth it!

Basic rules of meeting request emails

1. invite as few people as possible.

The world is experiencing meeting madness,’ says the academics writing in the Harvard Business Review . The average executive spends 23 hours weekly in meetings, leaving little time to do what they’re paid to do.

The more people there are in a meeting, the less efficient they are.

Problem : Too many people are invited to meetings they don’t need to attend
Solution : Don’t invite them

Start with those people who have to be there and invite them and nobody else.

Meetings with more people also tend to be less efficient. The more people there are to speak, the longer and harder it becomes to hold the conversation.

How many people is ideal, then? Well, as with most things, it depends. But generally, keeping online meetings to 2-5 people is good practice. You can always keep others in the loop by recording the meeting and sharing clips using tools like tl;dv or taking notes and sharing them afterward.

2. Check calendars to see potential times

Is your calendar a solid block of booked-out time with no breaks at all? That’s because meetings have increased an incredible 70% since the covid pandemic .

When proposing a meeting, it’s a great idea to check that the people who matter are available. (Before checking calendars, see the tip above.)

If you don’t have access to calendars, you can set up an online poll to find a suitable time. If it’s critical that a meeting occurs on a specific date or at a particular time, then go with that.

When asked to attend by your boss, MD, CEO, or senior manager, people will often make the time or face the consequence.

3. Be clear about why the meeting is needed

It sounds like common sense, but state upfront what the meeting is about, what you’re trying to achieve, and why the person (or persons) are invited.

Think of it like a play with five acts:

You’ve got a problem that affects all of you in some way
At the meeting, you’ll discuss the problem and agree on a solution
The people in the meeting will be responsible for delivering the solution
Problem is solved
Everyone lives happily ever after (until the next crisis)

If your meeting request contains parts 1-4, you’ll achieve 5.

4. Send a meeting agenda in advance

Before your meeting, send out an agenda to everyone. As well as breaking down the process of the meeting, an agenda acts as a timely reminder.

If you’ve been to as many meetings as we have, you’ll know that timekeeping is often an issue, so set out the rules of engagement in the agenda. Here are some tips:

Introductions can take ages, so if everyone knows each other, don’t bother
Set out what you want to achieve at the start
Put the important stuff at the start, as agendas are always pushed
Tell people if they don’t need to be at the meeting to leave (and don’t hold a grudge if they do)
ALWAYS ask people to test their connections before dialing in and ensure they have downloaded the software they need
Provide instructions on how to share screens
Let others know in advance if you will be discussing private or confidential matters to prevent participants from dialing in from a train or busy cafe

5. Provide a call to action (CTA)

In the online world, CTAs encourage someone to do something – and the principles work for meeting invites too. If you need people to read and prepare, tell them to do so. It’s always easier if attendees have done their homework.

There’s a real science to writing CTAs (as Hubspot explores here), so we won’t go into it in detail, but check our examples below for some inspiration.

6. State the time and place clearly

It sounds obvious, doesn’t it? But you should state the time, place, and software you use. If you’re working across time zones, countries, and continents, be sure that everyone understands this.

Blended meetings (where some people are there in-person and others dial-in) are notoriously challenging, so give people clear options and instructions. There’s nothing worse than wasting a quarter of your meeting for someone to download Zoom and dial in. There are also no excuses if you’ve planned things properly.

Meeting request email format

1. meeting request email subject.

Subject lines are the first thing your recipients will see, so make them memorable. Need some inspiration? Here are some email subject line examples for meeting requests:

Meeting request (insert dates)
Can you help us?
We’re meeting on (insert dates)
Can you attend a meeting on (insert dates)
Urgent meeting request

2. How to start an email asking for a meeting

Remember the story narrative we set out above? Now’s the time to put it into practice.

You start your meeting request by explaining who you are and why you’re messaging them. Then set out that reason you’re messaging. Sure, you want to arrange a meeting, but spell out why – whether this is to check on progress, solve a problem, or agree to a solution – and why it’s critical to hold a meeting.

You’ll see examples of how to do this below, but here’s a great cookie-cutter example:

Hi (Recipient's name),

My name is (your name), and I’m the (job) at (company).

I’d like to invite you to a meeting at (insert date and time) where we will discuss (details of what you’re talking about).

Best regards,

(Your name)

3. How to write the body of the meeting request email

The body of your email is the filling in your sandwich, so make it satisfying. Remembering the narrative we set out above, provide a breakdown of what the meeting is, why you’re calling it and what you hope to achieve by the end.

People won’t read through mountains of text, so say it succinctly as possible. Don’t be afraid to break up information into blocks; use bold type to highlight important parts and use bullet points.

We can’t tell you what to include in your meeting requests, but we can show you how to write them – and at the end, you’ll find 24 examples.

4. How to end an email requesting a meeting

Remember rules 5 and 6 from above: provide a CTA and give the time and place. Tell them if you want people to do certain things (read a document, watch a video, or prepare a presentation).

If you’re calling the meeting, you’re also calling the shots, so be confident in asking for what you want.

Need to write a great email to request a meeting? Try MailMaestro for free!

MailMaestro can help you draft a professional email to request a meeting in seconds. One of our standout features is the Improve existing email option . You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

🪄 MailMaestro tip:

Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send! You can also automatically respond to meetings, by letting your AI business assistant sync with your calendar, using the Meeting request feature.

Request for meeting email samples and templates

Now we’re ready to see some sample emails requesting a meeting. In fact, here are 24!

These meeting email request samples are here to give you some ideas and inspiration. Of course, you’ll need to include information here to make these work. But, whether you work as a senior executive in a Silicon Valley start-up or are starting out in accounts, these samples will work for you all.

24 requests for meeting email samples

1. how to request a meeting with your boss sample email.

Take charge of the situation and get a meeting in the diary with this straightforward and direct meeting request for your boss. In this example, we ask the boss to suggest some times and dates for the meeting, rather than dictate to them when they should meet us (because they’re in charge, right?).

I hope you’re well. I would like to arrange a meeting to discuss (describe whatever you want to discuss).

During the meeting, I hope we can agree on a way forward. This will help me continue delivering everything I need for our customers.

Let me know what dates and times work for you, I'm free on Tuesday, Wednesday, and Thursday after lunch until 5PM.

2. One-on-one meeting request email sample

This example is similar to the requested email above, but we’ll assume you’ve got something specific you want to discuss with your boss – and want some privacy to chat.

I have a personal matter I would like to discuss with you and wanted to arrange a meeting. I’ve always valued being able to talk to you about anything and would welcome this opportunity.

Please let me know suitable dates and times for us to meet.

3. Business meeting request email example

This is a more formal approach for a meeting where we spell out the objectives. Then, after that, it’s about getting things done!

Dear (Recipient's name),

I would like to invite you to a meeting with me and (insert details of others). At the meeting, we will discuss (insert details).

At the end of the meeting, we will agree on a way forward that will benefit us all.

Please let me know if you are interested in meeting and some convenient dates and times.

Yours sincerely,

4. Professional email to request a meeting sample

This sample targets a potential client or customer you’ve never met. It’s a typical prospecting email with the end result: a meeting request.

My name is (name), and I’m contacting you from (company). I would like to request a meeting to explain how we can help your business to grow.

During the meeting, I’ll talk you through how, by working together, we can (insert details).

Would you like to meet? If you do, respond to this email with some dates and times that work for you, and we can agree on a date.

I look forward to hearing from you and hopefully working together.

Kind regards,

5. Follow-up email for meeting request sample

This email follows the prospecting email above and acts as a reminder. It’s short and straight to the point…

I’m just checking that you received my last email. Would you like to arrange a meeting to discuss my proposition further?

If it’s not of interest to you, please let me know, and I won’t contact you again.

6. Meeting request email sample to manager

Your boss is (if they are anything like ours) busy, so we’ve kept this meeting request email sample to a manager short and sweet.

I’d like to arrange a meeting for us to chat about (insert details). When we meet, I’ll fill you in on the details.

Send me some dates and times, and I’ll arrange a room for us.

7. Casual meeting request email sample

You don’t need to be formal if you're friends with someone. Here’s a casual meeting request sample you can use to get a date in the diary.

Hey (Recipient's name),

How are you doing? I’m getting in touch as I’d like to arrange a meeting for us to discuss (insert details).

Can you let me know when you’re free, and we can get a date in the diary?

Looking forward to catching up!

Speak soon,

8. Sample email requesting availability for a meeting

Sometimes you’ll need to get availability from someone before you go through the process of arranging a meeting. Use our sample email requesting availability for a meeting template, and you won’t go wrong!

I'm in the process of arranging a meeting for (insert details).

Please send me some available dates and times for the next two weeks. Once I have collated all the details, I’ll find a suitable date for us all.

9. Sample email to request a meeting with client

Here’s a sample email to request a meeting with a client! This is an email to a client you have a relationship with. It may be too informal for a new client, so update and amend it.

We’re making some changes here at (company name), and I wanted to talk you through them.

I’m happy to come and visit you at your office. Please can you suggest a meeting date and time that works for you?

I’m excited to meet and talk you through what we’re doing.

10. Introduction meeting request email sample

Introduction meetings are a great way to present a new employee, client, or contact to someone. Here’s a standard introduction meeting request email sample that’s brief and ideal for business meetings.

I would like to arrange a meeting with you to introduce my new colleague (name). They have recently joined us as (job title).

We’re excited about (name) working with us, and I’m sure she’ll have a massive impact on our working relationship.

Please let me know of dates and times you are available next week, and I will find a suitable time for us all.

Many thanks,

11. Lunch meeting request email sample

What’s better than a meeting? A lunch meeting!

In our lunch meeting sample request, we let the person you’re meeting pick the place (it’s only polite, after all).

Would you like to meet for lunch to catch up on the recent progress of our project?

Let me know if you have free time next week and feel free to suggest any nice lunch spots around (Name of city/Location).

I look forward to hearing from you and meeting up soon. We have a lot to discuss!

12. Requesting a phone call meeting email sample

Sometimes after a meeting, you’ll need to arrange a phone call to discuss some details. Our email sample requesting a phone call is a great template, so get busy.

I would like to arrange a call for us to discuss (insert details). Are you free at (time) on (date)?

During the meeting I would like to cover the following areas:

(Insert bullet point)

I’ll share an agenda before we meet. Feel free to suggest anything else you feel we should discuss.

13. Request to reschedule meeting email sample

Plans can change; if they do, it’s polite to let people know. In this request to reschedule a meeting sample, we don’t provide a lengthy explanation, as there’s no need, but feel free to add more detail if you want to.

Unfortunately, due to circumstances outside of my control, I won't be able to attend our meeting on (date). Could we rearrange the meeting?

Please send me some dates and times that work for you, and we can rearrange as soon as possible.

14. Sales meeting request email sample

Sales meetings are crucial for any company, creating connections and generating cash (hopefully!). This sales meeting request email sample is a way to get to the business with your prospect to close a deal.

Hello (Recipient's name),

Thanks for the interest in (Your company)! Here are the answers to the questions you sent me:

Details about your company
References from other customers
Answer to a question

To check whether our solution would suit your needs, can we schedule a 30-minute meeting, with the following agenda:

Assessing if (Your solution) is the right fit for your company
15-minute demo of how (Your solution) brings value to companies like yours
Answering questions that arise

Please propose suitable dates and times, and I will arrange a meeting.

We look forward to hearing from you.

15. Team meeting request email sample

Team meetings are an important way to get everyone together and communicate. But, they can be drawn out and dull, particularly if there’s no agenda. In this team meeting request sample, we provide a helpful template that could help you avoid these issues.

We need to meet to discuss our strategy for the next quarter. I’ve booked us a room on (date and time). Can you confirm that you can attend ASAP?

I’ll prepare a detailed agenda before the meeting, but some of the things I want to discuss include:

(Add some bullet point(s))

Let me know if there are any additional items that you would like to add to the agenda or discuss.

We’re all raring to go for the most successful quarter ever. Looking forward to meeting and getting started.

16. Urgent meeting request email sample

Urgent meetings can be tough to call as everyone seems so busy. The key is to make it clear why your meeting is a priority. Then, keep it on point with our professional urgent meeting request sample.

I’m contacting you to request an urgent meeting about (insert details).

It’s essential that we meet as soon as possible. So, I suggest we meet on (insert details).

Can you confirm that this date and time works for you? If not, please suggest an alternative time.

17. Request for virtual meeting email sample

Virtual meetings make getting together easier than ever. But there are some considerations, including software and technology. We tackle these issues in our request for a virtual meeting email sample.

Can we all make a Teams meeting on (insert date) at (time)?

There’s an agenda attached to this email for you to review beforehand. If you’ve got items against your name, please send me presentations at least two days before the meeting.

Find all dial-in details below. Ensure the camera and microphone are switched on for the meeting. It’s always a good idea to test your connection before the meeting starts. Any issues, please let me know.

Looking forward to catching up with you all!

18. Request for Zoom meeting email sample

Zoom meetings are a popular online platform for professional meetings. While Teams is standard as part of the Microsoft 365 package, you’ll need to download Zoom for it to work and have the meeting code and ID to get let in. Our request for a Zoom meeting email sample deals with it all.

Can we all make a Zoom meeting on (insert date) at (time)?

You can find all dial-in details below:

Zoom Link: (insert link)
Meeting ID: (insert ID)
Login code: (insert code)

Please ensure that the camera and microphone are switched on for the meeting. It’s always a good idea to test your connection before the meeting starts.

Looking forward to meeting with you all!

19. Informal meeting request email sample

Business correspondence doesn’t have to be boring, as our informal meeting request sample shows. Of course, this won’t be suitable for everyday use, but if you’re friendly with the people you’re messaging, feel free to be a little less formal.

How's it going? It's been a while. We’ve not met in a while, let's catch up sometime soon?

I’m free over the next few weeks, so let me know when you’re free. We could get a coffee or head out and grab a bite to eat.

20. Formal meeting request email sample

This formal meeting request email sample is the opposite of the one above. This formal meeting request sample is ideal for sending to anyone you’ve never met before.

I would like to invite you to a meeting on (insert date and time).

During the meeting, we will discuss (insert details). I will prepare a detailed agenda and circulate this once we have a date and time agreed upon among all participants.

Your attendance at the meeting will be warmly welcomed by all participants. Please do not hesitate to contact me if you would like to discuss this further.

I await your reply.

21. Face-to-face meeting request email sample

Sometimes only a face-to-face meeting will do. This face-to-face meeting request sample sets out the date, time, and place of your meeting. Just don’t forget to turn up!

I’m contacting you to request a meeting on (insert dates and time). I would prefer if we could meet face-to-face to discuss it. I suggest we meet at (place).

Please can you confirm with me if this date and time, and location work for you?

I’ll share an agenda with you before we meet, but feel free to add things to it.

22. Cold email meeting request sample

This cold email meeting request sample is what professionals call prospecting. Of course, you’re not sure if you’ll get a response, but you should send the request anyway because it could be the start of something big.

Are you struggling with (Insert problem your prospect has)? Statistics show that it might cause you (Money lost/Time lost).

We help companies like you solve (Above mentioned problem) by (Insert details).

We’ve never met before, but I’d love the chance to meet with you and talk to you about our incredible offer.

After viewing your website and learning about what you do, I’m 100% sure we could help you! Ask me anything and make sure to check some of our references on our website, to hear what our customers have to say: (Link to your references)

Let me know some dates and times you’re free to meet, and I’ll make the arrangements.

Get back to you soon,

23. Request for a meeting appointment email sample

What’s a meeting appointment? It’s a request for a meeting time from someone important (a doctor or other professional). Use our request for a meeting appointment email to create a great impression on anyone you need to.

I would like to request an appointment for us to meet. Please can you send me appropriate dates and times or give me access to your shared calendar?

While I’ll explain in more detail when we meet, I wanted to discuss (insert information).

24. Request for meeting agenda email sample

Not been sent the agenda for your meeting? Use our request for a meeting agenda template to ensure you get the docs you need before it kicks off.

I’m looking forward to our meeting on (insert details). But unfortunately, I don’t seem to have an agenda.

Could you please send me a copy of the agenda as soon as possible?

With kindest regards,

Meeting request email template

We’ve focused entirely on emails inviting others to meetings, but what happens when you’re the one being asked to attend? Here are a few ways you can respond to meeting requests for events you want to attend and those that you don’t.

1. Accept a meeting request email template

It’s always great to give good news. So here’s our email template for accepting a meeting.

Thanks for inviting me to the meeting. I’ll be delighted to attend.

I look forward to receiving the agenda and meeting you all.

2. Decline meeting request email template

You may have another engagement or simply have something better to do than attend a meeting. Whatever your reasons for turning down a meeting, telling the person is polite, and here’s how to do it.

Thank you for inviting me to the meeting. Unfortunately, I will not be able to attend on this occasion.

Please accept my apologies.

Final words

The ability to arrange a meeting is a basic skill we all need to work and live. But that doesn't mean it’s easy.

We hope that breaking down the process into simple steps will make it easy for you to write meeting request emails.

If you get stuck, remember that meeting requests follow a simple structure. Don’t overthink it, just get the intro right, outline the meeting’s date, time, place, and purpose, and you’ll be fine.

If you get stuck, MailMaestro is there for you with our handy meeting request email template .