How to Write a Meeting Request Email (Guide and Top 5 Templates Included)



Did you know that more than 300 billion emails are being sent every single day? With that fun fact in mind, it shouldn’t come as a surprise that most emails get ignored or late responses.

This is why learning how to write a professional-looking meeting request email is a necessary skill if you want to book meetings with your superior, teacher, or any other people of high rank.

Coming up with a good format for a meeting request email is a daunting task and if you are struggling to do that, then you have arrived at the right website.

Today we are going to show you how to write the best meeting request email and also present you with some quality samples and templates. Without any further ado, let’s get into it.

Meeting Request Email – The Proper Format

The first thing that you need to learn is how to use the proper format when writing an email to your superior. Check it out below:

  • Clear subject line;
  • Use a respectful salutation;
  • Introduce yourself, even if the receiver of the email knows who you are;
  • Provide a flexible time schedule;
  • Choose a convenient location;
  • Request a confirmation (reply);
  • Send a reminder if you don’t get an answer in three days.

Best Templates and Samples

If you are finding it difficult to be creative and create a unique meeting request email, then you should try and use the templates listed below. You can edit the private information to make the template perfect for your needs.

#1 First Template

Dear [name of client]

My name is [your name], and I am the [your position] at [company name]. We specialize in [details of activities]. As a leading retailer/manufacturer/service provider in our niche, we believe that collaboration may benefit us both. You would benefit from access to our consulting team, as well as our range of services and products. Therefore, we would like to use this opportunity to invite you for a meeting at our office at [location and date], at [proposed time].

I am looking forward to your response. Feel free to suggest another time and location, if [time and location you’ve suggested] doesn’t suit you.

Kindest of regards,

[your name]

#2 Second Template

Dear [Recipient Name]

My name is […] and I am contacting you on behalf of [company name], which is [describe company activities].

I appreciate it if we can meet at a mutually convenient time to talk about [topic/topics].

Thank you for your consideration and your time. I am looking forward to meeting you.

Best Regards,

#3 Third Template

Hi [name of client]

It’s [your name] from [your business].

It was great to speak with you about [topic from last communication].

I’m getting in touch because I’m aware that you recently [something that they or their company is doing].

I have some ideas about how you could implement [helpful related topic or resource], and I think that I might be able to help you out.

Do you have time next week to set up a call or grab a coffee together?

I promise not to take too much of your time. I really appreciate that you are taking the time to hear me out on this.

– [Your name]

#4 Fourth Template

Dear [Recipient Name]

My name is […] from [company name], which is a [company description].

I am trying to locate someone from the [marketing department, accounting department, etc…] to meet and discuss [topic or topics].

I appreciate if you could point me in the right direction by providing the name and contact details of the most suitable person.

Thank you very much for your time.

Best Regards,

#5 Fifth Template

Dear [name of client],

I’m [your name], and I work in [your position] at [your company]. We’re specialists in [detail activities]. Given that you’re a leading [role of prospect’s company] within our niche, I believe a collaboration would be in both our interests. In particular, you’d benefit from being able to access our consulting team and our award-winning product suite.

I’d like to take this opportunity to invite you for a meeting at [location], at [proposed date and time], when we can discuss this further.

Feel free to suggest another time and location if that doesn’t work for you.

Kind regards,

[your name]

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